– student october count – training for the 2010-11 collection

– Student October Count –Training for the 2010-11 Collection

– Student October Count –Training for the 2010-11 Collection

August, 2010August, 2010

Data Services Unit

Data Quality Management ● Collection Support ● Analysis ● Reporting

This presentation is available online at:

https://cdeapps.cde.state.co.us/stuoctTraining20102011.ppt

Automated Data Exchange

News & Updates

Student October

2010-2011 Training Presentations

Training Session for 2010-11 October

2

AGENDA1. Collection Schedule

2. Changes for 2010-11

3. Common Questions and Problems

4. Early Childhood Education

5. Migrant, Immigrant and Refugee

6. Record Integration Tracking System

7. Documentation and Resources

Collection Schedule 11

Timeline and milestones for the 2010-11 October Count

Timeline and milestones for the 2010-11 October Count

August

September

October

November

Collection opens (Monday, September 20th)

Training sessions (August 11th – 27th)

Official count date (Friday, October 1st)

All districts pass 1st level edits (Monday, October 18th)

All districts pass 2nd level edits (Monday, November 8th)

Collection closes – all districts must electronically approve data files (Wednesday, November 10th)

Duplicate funding documentation due (Tuesday, November 16th)

Resubmissions and approvals due (Monday, November 29th)

5

Official Count DateOfficial Count Date

• The official student count date is October 1. All district students that are in membership (attendance and enrollment) on October 1 are eligible to count.

– In-service days scheduled within the eleven-day window will be considered as non-attendance days and no extension will be granted.

– Districts requesting an alternative count date must submit their request in writing to the CDE Audit Unit by September 15.

• October 1, 2010 is on a Friday. The eleven-day window will be from Friday, September 24 to Friday, October 8.

CSBOE 2254-R-3.00 and CSL 22-54-103(10)(a)(I)

6

Official Count Date – Alternative Calendars

Official Count Date – Alternative Calendars

•For districts on a Monday – Thursday four-day week, Thursday September 30, 2010 will be the official count day. The eleven-day window will be from September 22 to October 11.

•For districts on a Tuesday – Friday four-day week, October 1, 2010 will be the official count day. The eleven-day window will be from September 23 to October 12.

CSBOE 2254-R-3.00 and CSL 22-54-103(10)(a)(I)

7

22 Changes for 2010-11

New Race & Ethnicity Categories – Field Layout and Coding Options

New Race & Ethnicity Categories – Field Layout and Coding Options

Race/Ethnicity information as collected by the district from the student or the student’s family

Race:

American Indian or Alaska Native

Ethnicity:

Hispanic or Latino

Race/Ethnicity categories to be used in Federal and

State Reporting

Federally Reported Race/Ethnicity Category

04 - Yes 01 - Yes 02 - Yes 03 - Yes 05 - Yes 06 - Yes

Race:

Asian

Race:

Black or African

American

Race:

White

Race:

Native Hawaiian/Other Pac.

Islander

00 - No 00 - No 00 - No 00 - No 00 - No 00 - No

01

02

03

04

05

06

07

American Indian or Alaska Native

Asian

Black or African American

Hispanic or Latino

White

Native Hawaiian or other Pacific Islander

Two or more races

Districts will provide race and ethnicity information in the format in which it was collected…

… and as it will be reported

9

1 2 3 4 5 6

7

A series of data validation rules will ensure the information collected from students and staff matches the appropriate aggregated category for state and federal reportingRace and Ethnicity Information

Collected from Students/ParentsReported

Racial/Ethnic Category

Hispanic Asian Black WhiteAmerican

IndianHawaiian/

Pac. Island

Hispanic

American Indian or Alaska

Native

Asian

Black

White

Native Hawaiian/Pacific Islander

Two or More Races

Any single race or combination of races

Any combination of races – but not of Hispanic Ethnicity

Race & Ethnicity – Changes to Summary Reports and State and

Federal Reports


Federal Reports

11

District: 0097 GRAND VISTA 33J*********************************************************************************************************************************************************** REPORT #3: District Summary of Pupil Counts by Grade, Racial/Ethnic Group and Gender ***********************************************************************************************************************************************************

| American Indian | | Asian/Pacific | | Black | | | | White | | /Alaskan Native | | Islander | | (not Hispanic) | | Hispanic | | (not Hispanic) | |--------- --------| |------- ----------| |------ -----------| |------- ----------| |----------- - ------| | Female Male | | Female Male | | Female Male | | Female Male | | Female Male | TOTAL --------- --------- --------- --------- --------- --------- --------- --------- ----------------- ---------

PK - Regular 0 0 0 1 0 0 1 1 17 17 37 PK - Special Ed 0 0 0 0 0 0 0 0 5 11 16 CPP 1 0 0 0 0 0 3 3 7 8 22 Half Day – Kndgtn. 0 0 0 0 0 0 0 0 0 0 0 Full Day - Kndgtn. 0 2 0 0 0 1 2 3 24 24 56 Grade 1 0 0 1 0 0 1 5 5 28 28 68 Grade 2 0 0 0 0 0 1 1 4 27 33 66 Grade 3 1 0 0 0 1 0 3 5 36 24 70 Grade 4 0 0 1 0 1 1 3 2 22 34 64 Grade 5 0 0 1 0 0 0 4 1 32 38 76 Grade 6 0 0 1 2 2 1 6 4 29 42 87 Grade 7 0 0 0 2 0 0 4 8 30 40 84 Grade 8 0 1 1 0 4 0 1 6 34 37 84 Grade 9 0 0 1 1 0 0 2 4 29 28 65 Grade 10 1 0 2 0 2 1 3 3 36 46 94 Grade 11 0 0 2 1 1 0 1 4 35 37 81 Grade 12 0 0 1 0 0 0 4 3 24 39 71

--------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- TOTAL : 3 3 11 7 11 6 43 56 415 486 1,041

District: 0097 GRAND VISTA 33J*********************************************************************************************************************************************************** REPORT #3: District Summary of Pupil Counts by Grade, Racial/Ethnic Group and Gender ***********************************************************************************************************************************************************

| American Indian | | Asian/Pacific | | Black | | | | White | | /Alaskan Native | | Islander | | (not Hispanic) | | Hispanic | | (not Hispanic) | |--------- --------| |------- ----------| |------ -----------| |------- ----------| |----------- - ------| | Female Male | | Female Male | | Female Male | | Female Male | | Female Male | TOTAL --------- --------- --------- --------- --------- --------- --------- --------- ----------------- ---------

PK - Regular 0 0 0 1 0 0 1 1 17 17 37 PK - Special Ed 0 0 0 0 0 0 0 0 5 11 16 CPP 1 0 0 0 0 0 3 3 7 8 22 Half Day – Kndgtn. 0 0 0 0 0 0 0 0 0 0 0 Full Day - Kndgtn. 0 2 0 0 0 1 2 3 24 24 56 Grade 1 0 0 1 0 0 1 5 5 28 28 68 Grade 2 0 0 0 0 0 1 1 4 27 33 66 Grade 3 1 0 0 0 1 0 3 5 36 24 70 Grade 4 0 0 1 0 1 1 3 2 22 34 64 Grade 5 0 0 1 0 0 0 4 1 32 38 76 Grade 6 0 0 1 2 2 1 6 4 29 42 87 Grade 7 0 0 0 2 0 0 4 8 30 40 84 Grade 8 0 1 1 0 4 0 1 6 34 37 84 Grade 9 0 0 1 1 0 0 2 4 29 28 65 Grade 10 1 0 2 0 2 1 3 3 36 46 94 Grade 11 0 0 2 1 1 0 1 4 35 37 81 Grade 12 0 0 1 0 0 0 4 3 24 39 71

--------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- TOTAL : 3 3 11 7 11 6 43 56 415 486 1,041

Report #3 – Prior to 2010-11


Federal Reports


Federal Reports

12

District: 0097 GRAND VISTA 33J******************************************************************************************************************************************************************************* REPORT #3: District Summary of Pupil Counts by Grade, Racial/Ethnic Group and Gender *******************************************************************************************************************************************************************************

| American Indian | | Asian/Pacific | | Black | | | | White | Native Hawaiian | | Two or More | | /Alaskan Native | | Islander | | (not Hispanic) | | Hispanic | | (not Hispanic) | Pac. Islander | | Races | |--------- --------| |------- ----------| |------ -----------| |------- ----------| |-----------------------| | Female Male | Female Male | | Female Male | | Female Male | | Female Male | | Female Male | | Female Male | TOTAL --------- --------- --------- --------- --------- --------- --------- --------- ----------------- --------- --------- --------- --------- --------- ---------

PK - Regular 0 0 0 1 0 0 1 1 17 17 0 0 0 1 38 PK - Special Ed 0 0 0 0 0 0 0 0 5 11 0 0 0 0 16 CPP 1 0 0 0 0 0 3 3 7 8 0 0 0 0 0 Half Day – Kndgtn. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Full Day – Kndgtn. 0 2 0 0 0 1 2 3 24 24 0 0 0 2 2 Grade 1 0 0 1 0 0 1 5 5 28 28 0 1 0 0 57 Grade 2 0 0 0 0 0 1 1 4 27 33 0 0 0 1 69 Grade 3 1 0 0 0 1 0 3 5 36 24 0 0 0 0 66 Grade 4 0 0 1 0 1 1 3 2 22 34 1 0 1 0 72 Grade 5 0 0 1 0 0 0 4 1 32 38 0 0 0 0 76 Grade 6 0 0 1 2 2 1 6 4 29 42 0 0 3 1 91 Grade 7 0 0 0 2 0 0 4 8 30 40 0 0 0 0 84 Grade 8 0 1 1 0 4 0 1 6 34 37 0 1 0 0 85 Grade 9 0 0 1 1 0 0 2 4 29 28 0 0 1 1 67 Grade 10 1 0 2 0 2 1 3 3 36 46 0 0 1 0 95 Grade 11 0 0 2 1 1 0 1 4 35 37 0 0 0 0 81 Grade 12 0 0 1 0 0 0 4 3 24 39 0 0 0 1 72

--------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- ------- -------- TOTAL : 3 3 11 7 11 6 43 56 415 486 1 2 6 7 1,057

District: 0097 GRAND VISTA 33J******************************************************************************************************************************************************************************* REPORT #3: District Summary of Pupil Counts by Grade, Racial/Ethnic Group and Gender *******************************************************************************************************************************************************************************

| American Indian | | Asian/Pacific | | Black | | | | White | Native Hawaiian | | Two or More | | /Alaskan Native | | Islander | | (not Hispanic) | | Hispanic | | (not Hispanic) | Pac. Islander | | Races | |--------- --------| |------- ----------| |------ -----------| |------- ----------| |-----------------------| | Female Male | Female Male | | Female Male | | Female Male | | Female Male | | Female Male | | Female Male | TOTAL --------- --------- --------- --------- --------- --------- --------- --------- ----------------- --------- --------- --------- --------- --------- ---------

PK - Regular 0 0 0 1 0 0 1 1 17 17 0 0 0 1 38 PK - Special Ed 0 0 0 0 0 0 0 0 5 11 0 0 0 0 16 CPP 1 0 0 0 0 0 3 3 7 8 0 0 0 0 0 Half Day – Kndgtn. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Full Day – Kndgtn. 0 2 0 0 0 1 2 3 24 24 0 0 0 2 2 Grade 1 0 0 1 0 0 1 5 5 28 28 0 1 0 0 57 Grade 2 0 0 0 0 0 1 1 4 27 33 0 0 0 1 69 Grade 3 1 0 0 0 1 0 3 5 36 24 0 0 0 0 66 Grade 4 0 0 1 0 1 1 3 2 22 34 1 0 1 0 72 Grade 5 0 0 1 0 0 0 4 1 32 38 0 0 0 0 76 Grade 6 0 0 1 2 2 1 6 4 29 42 0 0 3 1 91 Grade 7 0 0 0 2 0 0 4 8 30 40 0 0 0 0 84 Grade 8 0 1 1 0 4 0 1 6 34 37 0 1 0 0 85 Grade 9 0 0 1 1 0 0 2 4 29 28 0 0 1 1 67 Grade 10 1 0 2 0 2 1 3 3 36 46 0 0 1 0 95 Grade 11 0 0 2 1 1 0 1 4 35 37 0 0 0 0 81 Grade 12 0 0 1 0 0 0 4 3 24 39 0 0 0 1 72

--------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- --------- ------- -------- TOTAL : 3 3 11 7 11 6 43 56 415 486 1 2 6 7 1,057

Report #3 – 2010-11 and After

Race & Ethnicity Reporting Changes – Additional Information and ResourcesRace & Ethnicity Reporting Changes – Additional Information and Resources

13

“Memorandum on Race & Ethnicity”• Detailed descriptions of field layout and coding options• Logic used in associated edit checks

“CDE Race/Ethnicity PowerPoint Training Presentation 2009”• Overview of the changes in policy that precipitated the new categories• Suggestions for employing “observer identification”• Logistical and policy-related considerations for district staff

“NFES – Managing an Identity Crisis”• Background and rationale for the change• Sample policies, case studies, and communications strategy suggestions

www.cde.state.co.us/cdereval/rvRace-Ethnicity.htm

New Post Secondary Program FieldNew Post Secondary Program Field

14

Note: Coding of 1, 2, 3, 4, 5, or 6 in this field requires the school district to enter into a legal agreement with an institution of higher education.

Code Program Grade CDE Contact

0 Not Applicable

1 ASCENT Program 12 only Charles Dukes (303) 866-6142

2 Concurrent Enrollment 9 - 12 Charles Dukes (303) 866-6142

3 Extended Studies 9 - 12 Tracy Cantrell (303) 866-6880

4 Post Secondary

Enrollment Options9 - 12 Jacqueline Medina (303) 866-6652

5 Fast College Fast Jobs 9 - 12 Charles Dukes (303) 866-6142

6 High School Fast Track 12 only Tracy Cantrell (303) 866-6880

ASCENT

Allows concurrent enrollment in postsecondary courses, including academic courses and career and technical education courses, in the year directly following the year in which a student was enrolled in the twelfth grade of a local education provider and has met graduation requirements.

Concurrent Enrollment

Simultaneous enrollment of a qualified student in a local education provider and in one or more postsecondary courses, including academic or career and technical education courses, at an institution of higher education.

Extended Studies

Off campus instruction provided by an institution of higher education. Allows student to be simultaneously enrolled in a local high school and an off campus program offered by an institution of higher education. Credit for the extended studies course applies to the high school diploma. If the student wants to receive college credit for the course, the student is responsible for payment of the tuition.

Post Secondary Enrollment

Options

Allows high school students to apply credit earned at postsecondary institutions toward high school graduation as well as a postsecondary degree or certificate. Eligible students shall have given written notice to the resident school district of intent to enroll at least two months prior to such enrollment.

Fast College Fast Jobs

Eligible school districts partner with institutions of higher education to enable high school students, within five years, to simultaneously complete the requirements for a high school diploma and an associate's degree or a career and technical education certificate.

Fast Track

A program by which a school district may negotiate a written agreement with an accredited Colorado institution of higher education whereby any pupil in the district who fulfills the requirements for graduation from high school may take one or more higher education courses during the student's twelfth grade year.

Overview of ASCENT coding and editsOverview of ASCENT coding and edits

16

CDE’s ASCENT Program

Coordinator

Student End of Year Data

Collection (prior year)

Student October Count

(current year)

Establishes and confirms district eligibility to offer the ASCENT program

Determines total number of ASCENT slots allocated per eligible district

Edits ensure the number of students being retained for the district’s ASCENT program next year equals the number of slots allocated

Students entering the 5th year of the program are thereby identified by SASID

Edits ensure that only those students/SASIDs identified in the prior year’s EOY can be claimed for ASCENT funding as 5th year seniors in the current Student October count.

The new Post Secondary Program field will allow CDE to Remove Attendance Codes 06

and 07

The new Post Secondary Program field will allow CDE to Remove Attendance Codes 06

and 07

Attendance Codes now to be used for students in postsecondary programs: 01, 02, 03, 04, 05 or 08 (most

will be 01 or 04)

Attendance Codes now to be used for students in postsecondary programs: 01, 02, 03, 04, 05 or 08 (most

will be 01 or 04)

17

Attendance/Residence Information

06

Resident, Post Secondary -- The student's legal residence is within the school district and the student is receiving all of his or her educational instruction at a post secondary institution (C.R.S 22-35-101 et. seq.).

07

Non-Resident, Post Secondary -- The student's legal residence is outside the school district and the student is receiving all of his or her educational instruction at a post secondary institution (C.R.S 22-35-101 et. seq.).

18

The new Post Secondary Program field will also allow us to remove the “Fast Track” Field

The new Post Secondary Program field will also allow us to remove the “Fast Track” Field

Fast Track-- A program by which a school district may negotiate a written agreement with an accredited state institution of higher education in Colorado whereby any pupil in the district who fulfills the requirements for graduation from high school may take one or more higher education courses during the student's twelfth grade year.

0 No

1 Yes

The “Online Educational Program” field was redundant with certain online funding codesThe “Online Educational Program” field was redundant with certain online funding codes

19

On-Line Educational Program -- A program established to enable students to use technology in meeting the school district's requirements for a high school diploma. The student is receiving all of his or her education instruction through on-line coursework.

0 No

1 Yes

This same information is collected through funding codes 91, 92, 93, or 94)

This same information is collected through funding codes 91, 92, 93, or 94)

The “ELL Continuously” field has been removed

The “ELL Continuously” field has been removed

20

CDE no longer collects this information

ELL Continuously (Enrolled 3 Years) -- Student has been enrolled in any ELL program since 3/12/06 for grades 3-10 or 4/26/06 for 11th grade. (All other grades may use 3/12/06.) Pre-Kindergarten and Kindergarten do NOT count towards the 3 years. PLEASE ZERO-FILL THIS FIELD

0 No or Not Applicable

1 Yes

New field: Contractual Agreement with Third Party Educators/Programs


21

Districts will report these students with attendance residence code of 01-08. These students must be assigned to a public school code within the district* because "third party educators/programs" do not have school codes.

•Report with 1 (yes) for a student receiving all of his or her education instruction through third party educators/programs.

•Report with 0 (no) for a student not receiving any of his or her education instruction through third party educators/programs.

•Report with 0 (no) for a student receiving part of his or her education instruction through third party educators/programs.

* It will be left to the district to determine which school will be reported as the student’s “home school”



22

Used when a district enters into a contractual agreement with a third party educator to provide educational services to their students.

District establishes a contractual agreement with…Residence

codeContractual Agreement with

Third Party field code

Head Start 30 No (0)

Private school 27 No (0)

Other district or school (including BOCES and BOCES programs) 31 No (0)

Approved facility 30 No (0)

Third party program (not associated with a district code or school code)

*EXCLUDES DISTRICT-RUN PROGRAMS*01 - 08 Yes (1)

A third party educator is a program that does not meet the definition of a nonpublic school (i.e. private or parochial school), a public agency (i.e., Head Start), a school district, an approved facility school, or a BOCES or BOCES educational program. Examples include:

• Programs operated and staffed entirely by an institution of higher education• Privately run GED preparation programs • Education services provided to expelled students by a private company

Changes to edit logic regarding English Language Learner status

Changes to edit logic regarding English Language Learner status

23

• Once a student has been identified as an ELL or bilingual student by your district, he or she must remain ELL or bilingual until exited from your district.

• Students reported in the prior year as being served by an ELL or Bilingual program can not be reported as “Not Applicable” this year.

• Logic: If in the prior year ELL or Bilingual = 1,2,3, or 5 this year the student can not be reported as ELL / Bilingual = 0

When a student enters your district they are given a home language survey and are then tested to determine their level of English proficiency.

A student who is fluent in English upon entering your district should be coded with a Language Background of English (0002) regardless of the results of the home language survey.

If a student is classified as Non-English Proficient (NEP) or Limited English Proficient (LEP) the district must provide language services.

Even if the district does not have a structured ESL or Bilingual program the district must provide some sort of language services.

English Language Learners (ELL) – overview of related state policies and

statutes

English Language Learners (ELL) – overview of related state policies and

statutes

24

Language BackgroundLanguage Background

Field Name Coding Options Notes/Edits

Language ProficiencyLanguage Proficiency

ESLEnglish as a Second Language

ESLEnglish as a Second Language

0002 – EnglishAll other language codes available at: https://ade.cde.state.co.us/ ELPALanguageCodes.xls

0 – Not Applicable

1 – Non English Proficient

2 – Limited Eng. Prof.

3 – Fluent Eng. Proficient

A student can be in a bilingual program or an ESL program in a given year – but not both.

If language background is English, Language Proficiency and ESL fields must be zero

If language background is anything other than English, Language Proficiency must be 1, 2, or 3 and either ESL or Bilingual must be 1, 2, 3 or 4.

0 - No or Not Applicable1 - Enrolled in ESL program2 - Monitored Year 13 - Monitored Year 24 - Exited the program

BilingualBilingual

0 - No or Not Applicable1 - Enrolled in BL program2 - Monitored Year 13 - Monitored Year 24 - Exited the program

If language background is English, Language Proficiency and ESL fields must be zero

0002 – English

0 – Not Applicable

0 - No or Not Applicable

If language background is anything other than English, Language Proficiency must be 1, 2, or 3 and either ESL or Bilingual must be 1, 2, 3 or 4.

1 – Non English Proficient

2 – Limited Eng. Prof.

3 – Fluent Eng. Proficient

1 - Enrolled in ESL program2 - Monitored Year 13 - Monitored Year 24 - Exited the program

1 - Enrolled in BL program2 - Monitored Year 13 - Monitored Year 24 - Exited the program

English Language Learners – Related Fields

English Language Learners – Related Fields

• Once a student uses English at the same level as their English speaking peers, he or she is considered Fluent English Proficient, and should leave the ESL/Bilingual program and move onto the monitoring phase.

• The Monitoring Phase is a two year period during which the district monitors the student to make sure they are indeed fluent.

• If, after two years in the monitoring phase, the student is using English at the same level as their English speaking peers they are to be exited from the ESL or Bilingual Program with an ESL or Bilingual Status code of 4 (Exited Program).

• From that point forward, the student will have a Language Proficiency of 3 (Fluent English Proficient), an ESL or Bilingual status of 4 (Exited Program), and their Language Background will remain whatever non-English code they were originally assigned.

26

English Language Learners (ELL)English Language Learners (ELL)

Language Background

ESL Status

Bilingual Status

Language Proficiency

Year 1Year 1

Year 2Year 2

Year 3Year 3

Year 4Year 4

Year 5Year 5

1380(Spanish)

2 (LEP)

1 (In Program)

0(N/A)

3 (FEP)

2(Monitored 1)

0(N/A)

1380(Spanish)

0(N/A)

3(Monitored 2)

3 (FEP)

1380(Spanish)

4(Exited)

0(N/A)

3 (FEP)

1380(Spanish)

0(N/A)

4(Exited)

3 (FEP)

1380(Spanish)

Home language survey indicates Spanish. Testing indicates limited English proficiency.

Testing indicates fluency in English

Student shows continued English fluency



English Language Learners (ELL) – example of progress over time

English Language Learners (ELL) – example of progress over time

If at any time during the monitoring period, the student is found to be falling behind, due to language, they should be returned to the ESL or Bilingual program (ESL or Bilingual Status = 1).

If they are returned to the ESL or Bilingual program within those two years, their Language Proficiency must be changed from FEP to NEP or LEP, and their ESL or Bilingual Status must be changed from monitored (2, or 3) to enrolled in a language program (1).

If your English language unit is not providing you data that fits this pattern, have them contact Morgan Cox in CDE’s Office of Federal Programs (303) 866-6784 or [email protected]

English Language Learners (ELL)English Language Learners (ELL)

Language Background

ESL Status

Bilingual Status

Language Proficiency

Year 1Year 1

Year 2Year 2

Year 3Year 3

Year 4Year 4

Year 5Year 5

1380(Spanish)

2 (LEP)

1 (In Program)

3 (FEP)

2(Monitored 1)

0(N/A)

4(Exited)

0(N/A)

0(N/A)

3(Monitored 2)

4(Exited)

3 (FEP)

1380(Spanish)

1380(Spanish)

1380(Spanish)

1380(Spanish)

The school offers a bilingual program

School offers a bilingual program

Staffing changes allow the school to

switch from bilingual to ESL program

School offers an ESL program

Staffing changes force the school to revert to a bilingual

program

3 (FEP)

3 (FEP)

0(N/A)

0(N/A)

Student follows the same natural progression through the monitoring process, regardless of the fact that

he has switched from a bilingual program to an ESL program.

Once a student has exited a language program, you must

continue to code him as exited from that particular type of language

program every year that he remains in your district (even if the school

switches to another language program after he exits)

What if a school switches between bilingual and ESL programs?

What if a school switches between bilingual and ESL programs?

33 Issues and Questions from Prior Years

Allowable age and grade combinationsAllowable age and grade combinations

31

Override grade to age table form is available at: https://cdeapps.cde.state.co.us/ade_news.htm#student

Complete and submit to Peter Fritz by e-mail

Grade Level DescriptionWarning – Min. Age

Warning – Max. Age

Error – Min. Age

Error – Max. Age

002 Infant 00 02 00 03

004 Preschool 03 05 00 06

006 & 007 Kindergarten 05 06 05 08

010 Grade 1 06 07 06 09

020 Grade 2 06 08 06 10

030 Grade 3 07 09 06 11

040 Grade 4 08 10 07 12

050 Grade 5 09 11 08 13

060 Grade 6 10 12 09 14

070 Grade 7 11 13 10 15

080 Grade 8 12 14 11 16

090 Grade 9 13 15 12 21

100 Grade 10 14 16 13 21

110 Grade 11 15 17 14 21

120 Grade 12 16 18 15 21

.

• Colorado Continuously (Enrolled 3 Years) - Student has been enrolled in a Colorado public school since 3/10/08 for grades 3-10 or 4/23/08 for 11th grade. (All other grades may use 3/10/08.)

Pre-Kindergarten and Kindergarten enrollment does NOT count towards the 3 years.

32

Continuously Enrolled in ColoradoContinuously Enrolled in Colorado

• Continuously in District (Enrolled 1 Year) - Student has been enrolled in the same district since 3/8/10 for grades PK-10 and 12, or since 4/28/10 for 11th grade.

Grades PK-12 count toward the 1 year continuously enrolled in district.

33

Continuously Enrolled in the district

Continuously Enrolled in the district

• Continuously in School (Enrolled 1 Year) - Student has been enrolled in the same public school since 3/8/10 for grades PK-10 and 12, or since 4/28/10 for 11th grade.

Grades PK-12 count toward the 1 year continuously enrolled in school.

34

Continuously Enrolled in schoolContinuously Enrolled in school

• If you are receiving funds from an another source to pay for costs associated with the education of a student they must have a funding code of…

87- Not Eligible, Tuition

35

Reporting tuition-paying studentsReporting tuition-paying students

Are you receiving funds from an outside source to educate the student?

No Yes

Hours of Instruction < 90 86 - Not Eligible

Non-Specific

87 - Not Eligible

Tuition

90 < Hours of Instruction < 360 82 - Part-Time87 - Not Eligible

Tuition

360 < Hours of Instruction 80 - Full Time87 - Not Eligible Tuition

36

Reporting tuition-paying studentsReporting tuition-paying students

• If both your district and another district are claiming the same student you will, after approving your data, receive an e-mail from CDE indicating you have an error that needs to be resolved.

• Duplicate counts between districts and facilities will also be addressed during this phase of the StuOct process

• Log back into the system and download a new error report with SASIDs and Student Names.

• You will need to forward documentation to the auditing unit.

37

Duplicate Funding ProcessDuplicate Funding Process

• CDE’s Auditing Unit will determine who should count the student.

• If you need to change either a SASID or remove a record you will need to make the change to your file, contact Peter ( [email protected] ) or (303) 866-6175) to reset your district, and then resubmit the file.

• Since you have resubmitted your data you will need to download the latest version of the Data Summary Report and get both signatures again.

38

Duplicate Funding - continuedDuplicate Funding - continued

44 Early Childhood Education

Colorado Department of Education40

Colorado Department of Education

• The November 1 Alternate Count Date Applies to Early Childhood Students Only (Grade Level Coding of 004 only)

• Districts may use either the October 1 count data, or their November 1 count data - whichever is higher. Even if a district is planning to use the alternate count, a district should still plan to include their CPP and early childhood special education count information in their October collection.

• Whatever date is chosen a district must use the same count date for all CPP, early childhood special education students and other early childhood students within the district.

Requirements:

41

Colorado Department of Education

Children must be enrolled and in attendance on or before November 1.

Children’s attendance must still be documented prior to and five school days following November 1.

You will be asked to indicate in the submission whether you are using the October 1 or November 1 count date for your early childhood students.

Children counted on November 1 must have at least 90 hours of teacher-pupil instruction or contact in the first semester, and the CPP program must be available 360 hours in the course of the school year.

Requirements (continued):

42

Age GradeGifted &

Talented CodeFunding code

options

4 006

(half day Kindergarten)

1,2,3,4

(select one)

82,86,87,88

(select one)

4 007

(Full day

Kindergarten)

1,2,3,4

(select one)

82,85,86,87,88

(select one)

5 010

(Grade 1)

1,2,3,4

(select one)

Select proper funding status code

49

How to code Early Access to Kindergarten and first grade for Highly Gifted Children

55 Migrant, Immigrant and Refugee

Migrant

Migrant0 = No

1 = Yes

Free and Reduced Lunch If Migrant is = 1 then FREE LUNCH Eligible must be =

01

Error Message: If Migrant is = 1 and FREE LUNCH Eligible is not = 01

MigrantMark any student who is eligible, while attending

the reporting district on October 1st, whether or not program services are provided.

To obtain a listing of all eligible Migrant Students in your district, contact your local Regional Migrant Education Director at the link listed below: http://www.cde.state.co.us/cde_english/download/Migrant/eightregion.pdf

You can obtain a listing of districts by migrant region at the link below: http://www.cde.state.co.us/cde_english/elau_migrant.htm

Note: Migrant will continue to be a warning for one more year.

ImmigrantThe term 'immigrant children' means individuals

who:

– are ages 3 through 21; AND

– were not born in any State; AND

– have not been attending one or more schools in any one or more States for more than 3 full academic years.

0 = No

1 = Yes

Note: Immigrant is a mandatory field

Refugee

Students that are not identified as refugee should default to “No” rather than “Unknown”.

If the district is not able to verify a student’s refugee status, then they should mark student as “Unknown”.

0 = No1 = Yes2 = Unknown

Note: Refugee will continue to be a voluntary field for the 2010-11 School Year.

66 Record Integration Tracking System (RITS)

Communicating

• Most Common October Count Errors- Invalid SASID

Not updated into your districtThe SASID was merged and you are using

the wrong SASID

• Communicate with your district’s RITS User

56

Student Search

• Allows districts to identify their own students

• Minimizes case management

• Ensures the best match for student records

57

Always Search

• Every student

• Out of state students

• Pre-school and Kindergarteners

• Avoid making assumptions

58

Search for SASID

59

Search Criteria

60

Search Results

61

Student Detail Screen

62

Searching Time Savers

Using the Optimizer will save you time when searching for a SASID.

Using the Optimizer will keep students out of case management.

Once in case management, usually a one day turn around; however during the busy time this could be five days. If your student is in case management longer than five days you need to call.

63

ADE RITS Read File Submissionhttps://cdeapps.cde.state.co.us/

64

The RITS Read Optimizerhttp://www.cde.state.co.us/cdesim/optimizer.htm

65

Data Standardization

• LASID – 14 characters or less• Use birth certificate information • Watch out for dates on foreign certificates• Use full legal names• Avoid nicknames• Acceptable punctuation; - Dash, space and

‘apostrophe. • Be careful of data entry typos

http://www.cde.state.co.us/cdesim/policies.htm

66

Duplicate SASID

67

Important LinksRITS Log in

https://edx.cde.state.co.us/rits/

ADE RITS READ & RITS File Submissionhttps://ade.cde.state.co.us/

Student Information Management Unithttp://www.cde.state.co.us/cdesim/index.htm

RITS READ Optimizerhttp://www.cde.state.co.us/cdesim/optimizer.htm

Online RITS Training Moduleshttp://www.cde.state.co.us/cdesim/documentation.htm

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77 Documentation and Additional Resources

Who to contact at CDEData Services Unit – All general Student October questions (coding, edits, definitions, file

creation, using the Automated Data Exchange, etc)

– Peter Fritz (303) 866-6175 [email protected] – Yoon Shin (303) 866-6755 [email protected]– Jan Rose Petro (303) 866-6838 [email protected]

Student October Issues & Contacts

– Lori Bowers (303) 866-6783 - Colorado Preschool Program, Special Education - PK

– Jane Brand (303) 866-6934 - Free & Reduced Lunch

– Tracey Cantrell (303) 866-6880 - Count Issues, Audit Requirements, Detention Centers

– Mary Lynn Christel (303) 866-6818 - Facilities, Facility Codes, & 522's

– Margaret Lake (303) 866-6802 - CSAP Labels

– Brenda Meyer (303) 866-6744 - Migrant, Immigrant, Refugee Status, English as a Second Language or Bilingual programs, English Language Learners

– Debbie Puccetti (303) 866-6612 - SASIDs and RITS

– Dennis St. Hilaire (303) 866-6840 - Private schools, School Directory info (new schools, closed schools, change in grade levels served, etc)

70

Thank You!

– student october count – training for the 2010-11 collection

Documents

official count day

count training

day window

no00 no00

alternative count date

day week

thofficial count date

races districts