Audio Video Settings
1
Please make sure that your phone or computer is muted and that you have turned off
your computerrsquos camera
To do this hover over the bottom left-hand side of your screen and click ldquoMuterdquo and
ldquoStop Videordquo 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 System Support webpage
To Join the Webinar httpsldoezoomusj976397929
After the webinar please complete the webinar survey Survey Link
Monthly Data Coordinator WebinarJuly 16 2020
This document can be downloaded via the System Support webpage
2
Objectives
3
bull Prepare LEAs for a strong start for data collections for 2020-21 by reviewing startup activities for the new school year annual data collection periods key dates and activities in the benchmark calendar system enhancements and other data reporting information
bull Share communication resources and opportunities
bull Share EdLink Updates
Agenda
4
bull 2019-20 End of Year Collections Closeouts
bull 2020-21 Annual Data Collections Periods Review
bull Preparing for 2020-21 Data Submissions
bull 2020-21 eScholar System Rollovers and New School Year Startup
bull 2020-21 System Enhancements
bull Security Coordinators and Data Manager Preparation
bull EdLink Updates
bull Project Timeline
bull StaffID Rollout Plan and Updates
bull Parallel data submissions for 2020-21
2019-20 EOY Collections Closeouts
5
2019-20 Collections CloseoutAnnual Financial Report (AFR)
6
End-Of-Year Collections To close out the 2019-20 school year
Annual Financial Report (AFR) EOY
bull2019-20 Annual Financial Data is due
by September 30th of each year per
Louisiana RS 1792
bull Opens Aug 19
bull Deadline Oct 1 (for on-time submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30
bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Monthly Data Coordinator WebinarJuly 16 2020
This document can be downloaded via the System Support webpage
2
Objectives
3
bull Prepare LEAs for a strong start for data collections for 2020-21 by reviewing startup activities for the new school year annual data collection periods key dates and activities in the benchmark calendar system enhancements and other data reporting information
bull Share communication resources and opportunities
bull Share EdLink Updates
Agenda
4
bull 2019-20 End of Year Collections Closeouts
bull 2020-21 Annual Data Collections Periods Review
bull Preparing for 2020-21 Data Submissions
bull 2020-21 eScholar System Rollovers and New School Year Startup
bull 2020-21 System Enhancements
bull Security Coordinators and Data Manager Preparation
bull EdLink Updates
bull Project Timeline
bull StaffID Rollout Plan and Updates
bull Parallel data submissions for 2020-21
2019-20 EOY Collections Closeouts
5
2019-20 Collections CloseoutAnnual Financial Report (AFR)
6
End-Of-Year Collections To close out the 2019-20 school year
Annual Financial Report (AFR) EOY
bull2019-20 Annual Financial Data is due
by September 30th of each year per
Louisiana RS 1792
bull Opens Aug 19
bull Deadline Oct 1 (for on-time submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30
bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Objectives
3
bull Prepare LEAs for a strong start for data collections for 2020-21 by reviewing startup activities for the new school year annual data collection periods key dates and activities in the benchmark calendar system enhancements and other data reporting information
bull Share communication resources and opportunities
bull Share EdLink Updates
Agenda
4
bull 2019-20 End of Year Collections Closeouts
bull 2020-21 Annual Data Collections Periods Review
bull Preparing for 2020-21 Data Submissions
bull 2020-21 eScholar System Rollovers and New School Year Startup
bull 2020-21 System Enhancements
bull Security Coordinators and Data Manager Preparation
bull EdLink Updates
bull Project Timeline
bull StaffID Rollout Plan and Updates
bull Parallel data submissions for 2020-21
2019-20 EOY Collections Closeouts
5
2019-20 Collections CloseoutAnnual Financial Report (AFR)
6
End-Of-Year Collections To close out the 2019-20 school year
Annual Financial Report (AFR) EOY
bull2019-20 Annual Financial Data is due
by September 30th of each year per
Louisiana RS 1792
bull Opens Aug 19
bull Deadline Oct 1 (for on-time submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30
bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Agenda
4
bull 2019-20 End of Year Collections Closeouts
bull 2020-21 Annual Data Collections Periods Review
bull Preparing for 2020-21 Data Submissions
bull 2020-21 eScholar System Rollovers and New School Year Startup
bull 2020-21 System Enhancements
bull Security Coordinators and Data Manager Preparation
bull EdLink Updates
bull Project Timeline
bull StaffID Rollout Plan and Updates
bull Parallel data submissions for 2020-21
2019-20 EOY Collections Closeouts
5
2019-20 Collections CloseoutAnnual Financial Report (AFR)
6
End-Of-Year Collections To close out the 2019-20 school year
Annual Financial Report (AFR) EOY
bull2019-20 Annual Financial Data is due
by September 30th of each year per
Louisiana RS 1792
bull Opens Aug 19
bull Deadline Oct 1 (for on-time submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30
bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 EOY Collections Closeouts
5
2019-20 Collections CloseoutAnnual Financial Report (AFR)
6
End-Of-Year Collections To close out the 2019-20 school year
Annual Financial Report (AFR) EOY
bull2019-20 Annual Financial Data is due
by September 30th of each year per
Louisiana RS 1792
bull Opens Aug 19
bull Deadline Oct 1 (for on-time submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30
bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 Collections CloseoutAnnual Financial Report (AFR)
6
End-Of-Year Collections To close out the 2019-20 school year
Annual Financial Report (AFR) EOY
bull2019-20 Annual Financial Data is due
by September 30th of each year per
Louisiana RS 1792
bull Opens Aug 19
bull Deadline Oct 1 (for on-time submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30
bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 Collections CloseoutStudent Information System (SIS)
7
End-Of-Year Collections To close out the 2019-20 school year
Student Information System (SIS)bull 2019-20 SIS EOY Statement of Affirmation due
bull 2019-20 SIS EOY reopens for Dropout Corrections
bull Deadline July 27 revised
bull Opens August 6 revised
If you have questions contact TaraBaylotlagov
Final SISSER Validation report will be dropped on the DM FTP on 716 2019-20 SIS EOY Statement of Affirmation Return link - complete by July 27
2019-20 Dropout Correction opens August 6
Exit all 2019-20 graduates and legitimate leavers in SIS EOY (met requirements 9119 - 83120) Refer to Dropout Training Module and Dropout Training Guidance Dropout Corrections Office Hours is scheduled for August 6 at 230pm
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 Dropout Corrections2019-20 SIS EOY Reopens August 6
bull 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 httpncesedgov
bull Dropout statistics are reported at the school district level and based on a ldquosnapshotrdquo count of students at the beginning of the school year
bull SIS 2019-20 EOY collection will reopen for online updates to correct exit reasons and exit dates for legitimate leavers
bull To assist data teams better understand the dropout correction process an office hours session has been scheduled Please forward this information to Data Managers Accountability Teams and other staff
bull Date and Time August 6 at 230pm (following Data Coordinator Webinar)
bull Webinar Link httpsldoezoomusj711178912bull Webinar Name Dropout Corrections Office Hoursbull Phone 1-408-638-0968
bull Meeting ID 711 178 912
For SIS assistance contact TaraBaylotlagov 8
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 Collections CloseoutSpecial Education Reporting System (SER)
9
End-Of-Year Collections To close out the 2019-20 school year
Special Education Reporting System (SER)
bull Exit countsbull Deadline August 31
If you have questions contact BernettaSimslagov
731 Students inactive for 5 years or more purged from active database (count date as of June 30th)
83 State Performance PlanAnnual Performance Report (SPPAPR) Indicator 11) Initial Evaluation Compliance) Final Run (for prior school year) (Post School Transition Initial Evaluation Compliance)
83 Exit Count preliminary run 831 Exit Count final run
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 Collections CloseoutProfile of Educational Personnel (PEP)
10
End-Of-Year Collections To close out the 2019-20 school year
Profile of Educational Personnel (PEP)
bull Submit final staff data including attendance and
tenure
bull 2019-20 EOY Statement of Affirmation Forms due
bull Deadline August 28
bull Deadline September 16
If you have questions contact MichaelZanoveclagov or JaraBodelagov
PEP Validation reports to be dropped on the DM FTP on weeks of 727 810 817 824 and 97
EOY Reporting Statusn Count of LEAs
PEP EOY data reported ndash verifying data 52
No PEP EOY data reported 115
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2019-20 Collections CloseoutStudent Transcript System (STS)
11
STS End-Of-Year Collection For 2019-20 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all
students (grades T9-12) including summer school transcripts
bull Graduate transcripts should be
verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters)
Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-20 graduates)- Download and review the STS
Validation Reports and Rosters on the DM FTP (Data Validation folder) to verify data has been reported accurately
- Supporting credentials should be uploaded to the eScholar FTP
Beginning June 3 LOSFABOR weekly extracts
July 20 Final pull for DCAI
If you have questions contact BarrettAdamslagov
Please refer to our June 11 Special EOY Check-In webinar posted on the System Support page
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Student Transcript System (STS)EOY Collection ndash Reporting Status as of 71620
12For assistance contact BarrettAdamslagov
Description LEA Reporting Status
Total 12th graders in STS (public) 48159
Total graduates in STS (public) 44035
of graduate transcripts reported 914
2019-20 EOY data submission summary for the 167 school systems as of 071620
Deadlines All 2019-20 transcripts are due 91 including summer school transcripts
Final STSSISSER Validation Report was dropped on the DM FTP on 79
Final pull for DCAI with be 720
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Student Transcript System (STS)COVID-19 Reporting
13For assistance contact BarrettAdamslagov
Just a reminderbull An IBC 919 [COVID 19] waiver should only be reported for 2019-20 graduates and only if
that is the only IBC they have This was designed to for CA students that were not able to take any IBCs needed to graduate
bull The Met GEEEOC = C should only be reported for 2019-20 graduates that needed to retest in one or more areas that did not qualify for 833 or LAA1
Currently these are some of the issues with the data reportedbull Non-graduates reported with IBC 919 [COVID 19] bull Students reported with other IBCs and IBC 919 [COVID 19]bull TU students reported with IBC 919 [COVID 19]bull Non-graduates reported with Met GEEEOC = C
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Student Transcript System (STS)Associates Degrees
14For assistance contact BarrettAdamslagov
Any student that earns an associate degree regardless of diploma path should have the appropriate IBC The ones below are some examples
IBC Code IBC Description
477 Accounting TechnologyTechnician and Bookkeeping (LCTCS Associate
Degree)
478 Criminal JusticePolice Science (LCTCS Associate Degree)
479 General Studies (LCTCS Associate Degree)
480 Liberal Arts and Sciences General Studies and Humanities Other
(LCTCS Associate Degree)
481 Associate Degree - LSMSA
482 Industrial Technology (LCTCS Associate Degree)
483 Cyber Technology (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
503 Graphic Art (LCTCS Associate Degree)
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Annual Collections Review
15
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Data Collection Calendar
16
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Always Open Collections
17
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Student demographic and employment data
bull For maintaining a unique ID (StaffID) for every LEA employee in Louisiana
bull For identifying active staff bull Needed for EdLink360 extractsrsquo
submission
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Always Open Collections (contd)
18
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken for
Oct 1 and Feb 1)
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Fall Collections
19
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Fall Collections (contd)
20
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Spring Collections
21
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Spring Collections (contd)
22
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP (Credentials)
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 End-Of-Year Collections
23
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 End-Of-Year Collections (contd)
24
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Benchmark Calendar
25
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
bull Posted on the System Support page Latest Revision 07-16-20
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Preparing for 2020-21 Data Submissions
26
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Preparing for 2020-21 Data Submissions2020-21 System Enhancements
27For assistance contact KaylieLoupelagov
An update to the 2020-2021 System Enhancement Technical Specifications document will be posted on the System Support page by Tuesday July 21 Changes will include minor clarifications to enhancements due to questions and feedback from data managers
Please ensure programing has been completed for all system changes requiring vendor updates including the following
bull Student Information System (SIS)bull K-3 Assessment and Distance Learningbull English Learners Students with Interrupted Education (SIFE)
bull Student Transcript System (STS)bull Post High Schoolbull Work Based Learning
bull Reference Table updates
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Preparing for 2020-21 Data SubmissionsSecurity and System Access
28
Data Coordinators and Superintendentsbull Ensure the Security Coordinator has been identified If changes are needed notify
SecurityDOElagov to get the proper authorizations to access the LDOE systemsbull Verifyrequest access if there are new staff requiring access to the Secure Portal
Send email to SystemSupportlagov
Security Coordinators bull Using TAS assign staff within your school system access to systems Add access for
new staff Remove access for staff no longer at the schoolbull Pursuant to RS 173914 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 bull Review the 2020-21 list of data sharing agreements to identify which ones are new
andor expiring bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scanbull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Preparing for 2020-21 Data SubmissionsData Manager Resources
29
Data Managersbull Review 2020-21 Benchmark Calendar
bull Ensure your vendor has programmed the 2020-21 System Enhancements
bull Ensure sponsors and sites have been verified Certify in the Sponsor Site (SPS) System Refer to the Sponsor Site (SPS) User Guide
bull Ensure we have a current list of data managers for each of the systemsbull Connect with LDOE system managers for specific system questions (SPC SIS
SER STS PEP AFR etc)bull New Data Managers should review the new user training modules linked
below and posted on the System Support page in Training Library
bull Module 1 LDOE Data Systems Security and Access
bull Module 2 LDOE Application Systems Overview
bull Module 3 LDOE Data Collection Timeline and Communications Resources
For assistance contact SystemSupportlagov
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Preparing for 2020-21 Data SubmissionsAvailable Training
30For assistance contact SystemSupportlagov
Training Library
bull 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
bull The Training Catalog is linked here in the Training Library
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
bull Please email SystemSupportlagov for registration information
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Preparing for 2020-21 Data SubmissionsData Coordinator Monthly Webinars
31For assistance contact SystemSupportlagov
Data Coordinator Webinarbull Covers such topics as the
collection deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 100pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Special Education Reporting (SER) 2020-21 Business Day Calendar
32For assistance contact BernettaSimslagov
Report Changes Business Day Calendar Report
bull We will be posting an updated business day calendar in SER to reflect updated
initial evaluation timelines due to the reopening of school facilities
bull The updated calendar is posted on the System Support page
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
eScholar System Rollovers and Startup for 2020-21 School Year
33
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) Rollover Processes for 2020-21 School Year
34
eScholar was closed from July 7-14 for rollover to the 2020-21 school year
LDOE updated 2020-21 Sponsor and Site information for loading to eScholar
valid sponsor codes (public and non-public)
valid site codes (public and non-public)
updated site and sponsor names
updated grade configurations
eScholar completed rollover tasks for the 2020-21 school year
performed system upgrades
loaded 2020-21 Sponsors and Sites
corrected the SNAP DM Index file layout (removed the 5 extra race fields)
loaded the June SNAP and TANF files to DirectMatch
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) Rollover Processes for the 2020-21 School Year
35
LDOE provides eScholar loginpassword for Security Coordinators
eScholar Uniq-IDDirectMatch httpslouisianasecureidescholarcomuidlogindo
eScholar StaffID httpslouisianastaffidescholarcomuidlogindo
Note Uniq-IDDirectMatch and StaffID use two different URLs
Security Coordinators create district user access
eScholar Uniq-IDDirectMatch
eScholar StaffID
eScholar was available beginning July 15 for 2020-21 school year updates
Districts submit expected enrollment to Uniq-ID system for LASID assignment
Districts download LASIDs from eScholar into their local systems
Districts run SNAP and TANF DirectMatch
Districts load SNAP matched records into local SIS and food service system
Districts submit staff data to eScholar StaffID system for StaffID assignment
Districts download StaffIDs from eScholar to their local system
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID
36
eScholar rollover for the 2020-21 school year was completed on July 15 LEAs can begin their initial submission of expected students enrollments for 2020-21
with ESSY=2021 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 (eg SIS STS SER TSDL etc) Districts should NOT include 2019-20 graduates in the expected enrollment
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
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
37For assistance contact AnanthaLakkakulalagov
LASID Audits are performed throughout the school year Incorrect or duplicate LASIDs can
cause errors in
school and district performance scores CVR and VAM
dropout rates
matching student test records across years
identifying students for cohort membership
LASID Audit files will be posted on the DM FTP on the following dates
LASID Audit 1 - September 23
LASID Audit 2 - October 23
LASID Audit 3 - December 9
LASID Audit 4 - February 3
LASID Audit 5 - April 8
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID LASID Resolution
38For assistance contact AnanthaLakkakulalagov
Data Manager Tasks
Compare the demographic information for the students in the file
Indicate Same or Different in the first column of the spreadsheet to denote whether the
students are truly duplicates or if they are actually two separate students
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch
39
bull June SNAP and TANF files were loaded to eScholar DirectMatch
bull After expected enrollments have been submitted to Uniq-ID for ESSY=2021
bull Run DirectMatch for SNAP and TANF
bull Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches
bull Continue to run DirectMatch for any new enrollments
For assistance contact SystemSupportlagov
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch SNAP and TANF
40For assistance contact JayanthiSothirajahlagov
July-Sept Districts will run DirectMatch for SNAP and TANF
bull Resolve near matches for SNAP and TANF
bull Upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
Oct-June LDOE will run statewide DirectMatch for SNAP and TANF
bull Districts will resolve near matches for the identified batches
bull Districts will upload SNAP matched records into local SIS and food service system
bull No further processing is needed for TANF
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System
Support
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) 2020-21 DirectMatch Audits
41For assistance contact JayanthiSothirajahlagov
DirectMatch Audits are scheduled for the following dates
DirectMatch Audit 1 - October 16
Review and report Lunch status updates to SIS for Oct 1 MFP (June July Aug Sept
SNAP data)
DirectMatch Audit 2 - February 8
Review and report Lunch status updates to SIS for Feb 1 MFP (Oct Nov Dec Jan
SNAP data)
DirectMatch Audit 3 - April 9
Review and report Lunch status updates for USDA reporting deadlines (Feb Mar
SNAP data)
DirectMatch Audit 4 - June 9
Review and report lunch status to SIS EOY and before DirectMatch system
conversion for the next school year (Apr May SNAP data)
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Economically Disadvantaged Guidance Definition and Usage
42
Per Act 136 (HB 130) of 2017 the Economically Disadvantaged (ED) definition includes any
student who is
eligible for Louisianas food assistance program for low-income families (SNAP) eligible for Louisianas disaster food assistance program (DSNAP) eligible for Louisianas program for assistance to needy families with children to assist
parents in becoming self-sufficient (TANF) eligible for Louisianas healthcare program for families and individuals (Medicaid) with
limited financial resources eligible for free or reduced lunch price meals based on the latest available data an English Language Learner identified as homeless or migrant pursuant to the McKinney-Vento Homeless Children and
Youth Assistance Act and the Migrant Education Program within the ESSA incarcerated with the office of juvenile justice or in an adult facility or placed into the custody of the state
This ED definition applies to both the MFP At-Risk indicator and to the federal formula allocations
Note this ED definition does not affect school food service in any way
For assistance contact JayanthiSothirajahlagov
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
National School Lunch ProgramDirect Certification
43For assistance contact JayanthiSothirajahlagov
Direct Certification for the National School Lunch Program
The Direct Certification process involves the identification of students who are directly
certified as eligible for free lunch because
They or any household member receive benefits under Assistance Programs (eg
Supplemental Nutrition Assistance Program-SNAP)
They are designated as members of Other Source Categorically Eligible
Designations (eg DC extended Enrolled in Head Start or Even Start programs
migrants runaways homeless or foster children)
Maintain official documentation on file
For additional information regarding direct certification refer to Section 2 The Basis of
Eligibility in the USDA Eligibility Manual for School Meals from the CNP website
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Economically Disadvantaged Guidance CEP School Options
44
During enrollment and certification processes CEP schools might discover that some families of students eligible for free andor reduced lunch meals did not apply for any government assistance and therefore those students do not show up in any proxy files (eg SNAP) for direct certification This means that unless the school identifies these students as eligible for free andor 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 JayanthiSothirajahlagov
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Food and Nutrition - Training
45
Food and Nutrition Trainings are being held during the month of July
July 21
SFS-20-x216 Child Nutrition Program - Community Eligibility Training - July
21stpdf
July 30
SFS-20-x213 School Food Service - Processing Free and Reduced Meal
Applicationspdf
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Open Collections
46
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Sponsor Site System (SPS)
47For assistance contact TaraBaylotlagov
All update requests received to date will be completed in Sponsor Site by August 7
Sponsor Site reports will be dropped on DM FTP by August 15
Please use the report to verify all 2020-21 sponsor and site information
SPS data managers with update credentials can make online updates for certain
fields (administrator information links-website twitter facebook drop-off and
pickup times clubs and sports offered)
Submit 2020-2021 Sponsor Site Information Form for corrections by August 22
Certify Sponsor Site information by September 15
Please refer to the SPS User Guide for how to certify
This is important to ensure data is submitted correctly to the source systems (grades
offered programs facilities etc)
Failure to certify may impact your ability to submit data for the 2020-21 school year
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
48
Sponsor Site Report SAMPLE
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Data Management FTP
49
Data Available
Date
File Name Recipient
COVID-19 One Year Certificate
Extensions
7152020 LEACode_LEAName_COVID-19 One Year Certificate Extensions_07-14-2020
Expiration TBD
HR Directors
2019 WorkKeys Billing Student
Roster
6302020 LEACode__2019_WorkKeys_Billing_Student Roster
Expiration TBD
Accountability
Manager
School Finder - School
Spending
6232020 LEACode_LEAName_2020 School Finder Finance Data
Expiration 6232021
School System
Leaders and
Business
Managers
2018-2019 Final LEA
Determination
6142020 LEACode_LEAName_2018-2019 Final LEA Determination
ExpirationTBD
SPED
Coordinator
For assistance contact SystemSupportlagov
The following files are available on the DM FTP
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
EdLink 360 2020-2021 School Year
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
The EdLink Solution
bull Outdated and failing systemsbull Data collected in too many places with
no single source of truthbull Simple reporting and research are
difficultbull Challenging questions nearly impossible bull The school and facility-level staff who
have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making
bull Improve business processes and overall usability
bull Consolidate data silos into one source of truth
bull Connect data and programs to reduce multiple logins
bull Build a data warehouse with meaningful visualizations comprehensive reporting and program evaluation
Existing system challenges will be resolved by EdLink a robust data repository with easily accessible data and data visualizations
51
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
EdLink Data System
EdLink 360 (Warehouse) + EdLink Ops (Transactional System)
The EdLink system is made up of two main components
EdLink 360 data warehouse is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards
EdLink Operational (Ops) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications early childhood payments etc
52
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Major Systems Being Replaced
EdLink 360 (Warehouse) Phase
Curriculum (CUR) Homeless Tracking System (HTS) Longitudinal Reporting SystemsSearch (LIQ and LRS) Profile of Education Personnel (PEP) Student Information System (SIS) Calendar (SPC) Teacher Student Data Link (TSDL) Sponsor Site (SPS)
EdLink Ops (Transactional System) Phase
Annual Financial Reporting (AFR) CLASS Compass (HCS) Early Childhood (EC) Licensing (BLAS) EC Provider Worker and Customer Portals (CAFEacute) Child Care Assistance Program (CAP) LA4Nonpublic School Early Childhood Development System (NSECD) PaymentReimbursement Systems (TIPS) ProDirect Sponsor Site (SPS) Teacher Certification Management (TCMS)
53
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Project Timeline
54
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Upcoming Actions for EdLink
55
EdLink 360 (Warehouse) EdLink Ops (Transactional)
Aug 2020 EdLink 360 Kick Off for school systems June 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will
program file extracts in their systems send data to EdLink 360 validate data in the data quality dashboards and participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing School Certification Financial Reporting etc)
Core Team and Scrum teams are formed and operating
System Interfaces are operational Public facing portals are operational Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments etc)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training Quality Workforce etc)
August 2023 - EdLink System Complete
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 StaffID Assignments
56
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 Credentials for StaffID Assignments
57
EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system
Security Coordinators will (ETA July 20)
Create eScholar user IDs and initial passwords for the LEA data managers staff who will be managing the eScholar StaffID work for the LEA
Download the StaffID files from the DM FTP for use in matching StaffIDs in the local
system
StaffID data managers will
Receive their credentials from their Security Coordinator that allow login to the
StaffID portal
Complete the matching of staff data with the assigned StaffIDs in their local system and submit those StaffIDs to the eScholar StaffID system Resolve all near match records Ensure the download of the StaffID files with the assigned StaffIDs to the local
system Submit StaffID in the EdLink staff extracts during the parallel data submissions
For assistance contact JayanthiSothirajahlagov
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
2020-21 StaffID Assignments Timeline
PHASE 1 Timeline
LDOE
bull Provide StaffID training registration link bull Create StaffID files and make available to LEAs (via DM FTP ) bull Provide StaffID credentials to Security Coordinators and post StaffID User Guide
SCHOOL SYSTEMS bull Review sample TEMPLATE Download StaffIDs from DM FTP and match to staff
data in their local systems bull Create the eScholar v30 format StaffID file containing staff demographics and
StaffID and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system
bull Resolve any StaffID near matchesbull Download match results and submit to their local systems
723615715 ndash 720
Begin 615
Begin 720for ESSY=2021
PHASE 2
SCHOOL SYSTEMS Complete StaffID assignment for staff not submitted during Phase 1bull Any staff without a 10 digit eScholar StaffID bull Any new staff that recently joined the school systembull Any StaffID demographic updates
Begin 720 and ongoing for ESSY=2021
58
Please refer to the StaffID Assignments and FAQ document on the EdLink 360 support page
For assistance contact JayanthiSothirajahlagov
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Resolving StaffID Near Matches
59For assistance contact JayanthiSothirajahlagov
eScholar StaffID ndash Resolving Near Matches
bull When resolving near matches if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar) you would select this record to resolve the near match
bull Once the near match is resolved no other matching would be needed for this staff person in your school system (as eScholar retains the match results)
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
EdLink Security
60
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
EdLink Security
61
Access rights to EdLink 360 for the 2020-2021 school year will be provisioned through
the new EdLink Security System A training for Security Coordinators will be held on
August 11 1 PM
bull Date and Time August 11 2020 at 100 PM
bull Webinar Link httpsldoezoomusj98825407702
bull Webinar Name EdLink Security Training for Security Coordinators
bull Phone 1 646 876 9923
bull Meeting ID 988 2540 7702
For assistance contact KaylieLoupelagov
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Parallel Data Collections for 2020-21
62
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Parallel Data Collections for 2020-21
The 2020-21 school year will be a transitional year for data collections Data will be collected
in both the state legacy data systems and the EdLink 360 system
bull The EdLink data submission schedule is purposefully aligned with the legacy system
collection schedule to provide school systems with multiple opportunities to compare
and validate their data before EdLink 360 goes live in August 2021 and the legacy
systems are retired
bull Data collected in the legacy systems during the 2020-21 school year will be the source
of truth for funding accountability and reporting
bull To assist school systems and vendors through this transition training will be offered
throughout the fall This training includes a walk-through of the EdLink data submission
process a demonstration of the data quality dashboards and the technical details of
each data element included in the programming of the file extracts bull If you or your vendor did not participate in the EdLink 360 Spring Pilot please reach out
to us and let us know how we can assist you in working to ensure you are prepared to submit EdLink 360 extracts during the 2020-21 school year
63
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Parallel Data Collections for 2020-21 Legacy Systems
64
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
7
Parallel Data Collections for 2020-21EdLink 360 Extracts
EdLink 360 Extracts (posted on EdLink 360 support page)bull CALENDARSbull STUDENTSbull ATTENDANCE (Daily Absences)bull ENROLLMENTSbull DISCIPLINEbull PROGRAM MEMBERSHIPbull COURSE OFFERINGSbull STUDENT SCHEDULESbull STAFF COURSE OFFERING LINKbull HOMELESS SERVICESbull K-3 ASSESSMENTSbull TRANSCRIPTS AND IBCSbull STAFF STAFF ASSIGNMENTSbull STAFF ATTENDANCEbull VACANT STAFFbull CONTRACT STAFFbull PAYROLLbull MENTOR TEACHER AND RESIDENT TEACHER
65
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Parallel Data Collections for 2020-21
66
Beginning August 2020 we will hold several webinars to provide details about the 2020-21 parallel data collections
bull Kickoff Webinar for 2020-2021 Parallel data collections
bull 2020-2021 parallel data collections and EdLink 360 Extract reviews Date Aug 20 at 200pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Phone 1 408 638 0968
bull 2020-2021 parallel data collections and EdLink 360 Extract review sessions check-ins Office Hours Review extract file layouts data elements and submission criteria
Date Aug 24 27 Aug 31 Sep 3 8 10 14 17 at 130pm Link httpsldoezoomusj95076292137 Name EdLink 360 Strong Start 2020-21 Dial-In Phone 1 408 638 0968 Meeting ID 950 762 92137
EdLink 360 resources (available on EdLink 360 support page)
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
EdLink 360 Extract File Review SessionsCheck-Ins
EXTRACTS DATE
Group 1 SCHOOLS (LDOE) CALENDARS Aug 24
Group 2 STUDENTS ENROLLMENTS ATTENDANCE Aug 27
Group 3 PROGRAMS (LDOE) PROGRAM MEMBERSHIPHOMELESS_SERVICES
Aug 31
Group 4 DISCIPLINE K3_ASSESSMENTS Sep 3
Group 5 STAFF STAFF_ASSIGNMENTS STAFF_ABSENCES PAYROLL Sep 8
Group 6 CONTRACT_STAFF VACANT_STAFF MENTOR TEACHER and RESIDENT TEACHER
Sep 10
Group 7 COURSES (LDOE) COURSE_OFFERINGS STUDENT_SCHEDULESSTAFF_COURSE_OFFERING_LINK
Sep 14
Group 8 DIPLOMAS (LDOE) TRANSCRIPTs and IBCs Sep 17
67
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
EdLink 360 Resources
EdLink 360 resources are posted on the EdLink 360 Support pagehttpsleads13doelouisianagovlugedLink360EdLink360htm
bull User Guides ndash Include legacy system to EdLink 360 crosswalk data elements error codes and messages file creation and delivery instructions etc
bull 2020-21 User Guide for Calendars and Attendance Databull 2020-21 User Guide for Students Databull 2020-21 User Guide for Staff Databull 2020-21 User Guide for eScholar StaffIDs
bull Extract file layouts
bull Other Resources (Sample files StaffID templates FAQs training registration links etc)
bull Email EdLink360lagov with questions
68
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Who to contact for support
69
Email the system data managers listed below if you need assistance with the collections
bull Data Systems Manager SherryRandalllagov
bull Annual Financial Reporting (AFR) YaxinLulagov
bull Special Education Reporting (SER) amp Teacher Student Data Link (TSDL) BernettaSimslagov
bull Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) TaraBaylotlagov
bull Student Transcript System (STS) Curriculum (CUR) BarrettAdamslagov
bull Profile of Educational Personnel (PEP) MichaelZanoveclagov JaraBodelagov
bull Early Childhood CLASS AnanthaLakkakulalagov
bull eScholar Unique ID DirectMatch StaffID and CVR JayanthiSothirajahlagov
bull 2020-21 System Enhancements KaylieLoupelagov
bull School Finder and Principal and Superintendent Secure Portal assistance SystemSupportlagov
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Louisiana Secure ID System (eScholar) Who to contact for support
70
Who to Contact for Support For assistance with
AnanthaLakkakulalagov Split a Shared LASID or Retire a Duplicate LASID LASID Audits
SystemSupportlagov Uniq-ID or DirectMatch general questions eScholar User Access and Role Based Questions
LouisianaSecureIDescholarcom eScholar FTPCredentials foldersHiSet folders Software bugs (system outage security issues
etc) Administrative functions such as system settings
and configurations File FormatUpload Questions Requests for utilizing web services
Your LEA Security Coordinator System access for new users Assistance with your eScholar loginpassword
WenFanlagov or LDEDatalagov
Security Coordinators needing credentials or assistance provisioning their LEA staff with system access
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Superintendentrsquos Weekly Newsletters
71
bullThe Data section provides information and reminders about data reporting
bullTo subscribe email ldoecommunicationslagov
bullPrevious issues of the newsletters are located here
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Looking ahead hellip
72
Next Webinar
bull Date and Time August 6 2020 at 100pm
bull Webinar Link httpsldoezoomusj976397929
bull Webinar Name Data Coordinator Webinar
bull Phone 1-408-638-0968
bull Meeting ID 976 397 929
If there are agenda items andor topics you would like to include for the next webinar please email your suggestions to SherryRandalllagov
For assistance contact SystemSupportlagov
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Webinar Highlights and Next Steps
73
bull 2019-20 EOY Closeouts - Meet EOY reporting deadlines
bull eScholar Systems ndash 2020-21 Rollovers Startup Audits
bull StaffID Assignments
bull Attend StaffID training
bull Complete StaffID Assignments
bull Prepare for Parallel Data Collections for 2020-21bull Prepare for legacy system collections (Fall Spring EOY collections)
bull Verify programming has been completed for 2020-21 enhancementsbull Review 2020-21 Benchmark Calendar
bull Prepare to submit EdLink 360 extracts bull Security Coordinators attend security trainingbull Attend EdLink 360 Kickoff Webinar for Parallel data submissionsbull Attend extract review sessions (beginning 82020)
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020
Data Coordinator Webinar Survey
74
Please use the following link to complete the webinar survey
Survey Link
Please complete the evaluation now or by close of business on Tuesday July 21 2020