1 ct-psis connecticut public school information system

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CT-PSIS

Connecticut Public School Information System

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History of CT-PSIS

July 1, 2000

Connecticut General Statute 10-10a

Public School Information System (PSIS)

October 1, 2002

PSIS Launched

First Name, Last Name, and Date of Birth Used as Key

October 1, 2005

State Assigned Student Identifier System (SASID) Launches

Ten Digit Student Identifier Used as Key

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Rationale for Change

Reduce post-collection data cleanup by quickly identifying and resolving duplicate student records in CT-PSIS;

Allow the Reporting District to register students with a minimum number of data elements;

Facilitate a quicker turnaround of data reported back to the district;

Adopt recognized national data standards (SIF and NCES);

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Rationale for Change

Improve the tracking and monitoring of student progress;

Provide the ability to conduct longitudinal research;

Support local decision-making through the creation of data warehouses and decision support tools; and

Facilitate the development of more efficient data collection instruments mandated by the state (such as Special Education and Disciplinary Offense).

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Components of CT-PSIS

Register Students (Pre-Register year 1)

Unregister Students

Data Collection

Case Management

Register / Unregister Data Collection

CT-PSIS

Register

LEA

SIS

Resolve Cases

Data Collection

LEA

SIS

Resolve Cases

Unregister

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Register Students

In order to implement the unique ID assignment of the State Assigned Student Identifier (SASID), we are extending CT-PSIS by adding a student registration module.

Registration will:

Allow the Reporting District to register students with a minimum number of data elements;

Reduce post-collection data cleanup by quickly identifying and resolving duplicate student records in CT-PSIS; and

Facilitate a quicker turnaround of data reported back to the district.

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Register Students

Mandatory Elements

• Formal Last Name

• Formal First Name

• Date of Birth (DOB)

• Race Code

• Gender

• Grade Code

• Reporting District

• Reporting District Entry Date

• Resident Town

• Facility Code 1 & 2

The data elements used to register a student are:

Recommended Elements (included if available)

• Middle Name

• District Student ID

• Generation Suffix

Generate SASID Resolve Cases

CT-PSIS

Register

LEA batch upload or web entry

LEA

SIS

Batch with SASID returned to LEA for import into SIS

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2

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Resolve Cases

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CT-PSIS

Pre-Register Students (year 1)

To ease the burden of the initial student registration SDE will use the October 2004 CT-PSIS Data Collection to pre-register students.

The Reporting District will be provided a downloadable file of student with a SASID based on the 10/04 CT-PSIS collection.

The download file will contain:

Local SIS

Using the LASID, if provided by the district as part of their 10/04 CT-PSIS submission, the LEA will import the SASID into their Student Information System (SIS).

Refer to Attachment A for

complete file layout of the

Register Module

SASID

Record TypeState Assigned Student ID (SASID)Reporting DistrictReporting District Entry DateResident TownFacility Code 1Facility Code 2Formal Last NameFormal First NameFormal Middle NameGeneration SuffixDate of BirthRace CodeGrade CodeDistrict Student ID(LASID)Last Name as it appears in SISTown of BirthMother’s Maiden NamePolio Vaccination DateSecondary IDReporting District Exit DateExit TypeExit StatusNumber of Days of MembershipNumber of Days in AttendanceEnd of Record Marker

LASID

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Registration Rules

Student must be registered in CT-PSIS by the Reporting District prior to submitting data collection batches (October, Pre-Assessment, June);

For the first year a student will be allowed to have registration data in 2 or more districts; and

A registration case is only generated if more than 1 district submits collection data (October, pre-assessment, end of year) on the same student.

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Unregister Students

Mandatory Elements

• SASID

• DOB

• Reporting District

• Reporting District Exit Date

• Exit Type

• Exit Status

• Number of Days of Membership

• Number of Days in Attendance

The data elements used to Unregister a student are:

CT-PSIS

Unregister

LEA batch upload or web entry

LEA

Resolve Cases

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New Data Elements - Element Definitions

Reporting District Exit Date This is the date at which the student ends membership in your district. This is the date at which the student stops accruing days of membership. This District Exit Data must predate the beginning of membership in a new district. This is a mandatory field in the Unregister module and disallowed in the rest of the collections.

Unregister Rules

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Exit StatusThis is the indicator if the student is exiting the district. The reason for leaving is defined in the “Exit Type.” This is mandatory in the Unregister module and disallowed everywhere else.

Exit Status Codes

• Permanent exit/withdrawal

• Temporary exit/withdrawal (reserved for future use)

Unregister Rules

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Exit TypeThis is the reason for the student leaving. It is mandatory in the Unregister module and disallowed everywhere else.

Unregister Rules

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Exit Type Codes

• Transfer to a public school in a different local education agency in the same state

• Transfer to a public school in a different state

• Transfer to a private, non-religiously-affiliated school in the same local education agency

• Transfer to a private, non-religiously-affiliated school in a different local education agency in the same state

• Transfer to a private, non-religiously-affiliated school in a different state

• Transfer to a private, religiously-affiliated school in the same local education agency

• Transfer to a private, religiously-affiliated school in a different local education agency in the same state

• Transfer to a private, religiously-affiliated school in a different state

• Transfer to a school outside of the country

Unregister Rules

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Exit Type Codes (continued)

• Transfer to an institution

• Transfer to a charter school

• Transfer to home schooling

• Graduated with regular, advanced, International Baccalaureate, or other type of diploma

• Completed school with other credentials

• Death

• Reached maximum age for services

• Discontinued schooling

• Transfer to GED program

• Transfer to a postsecondary education

• Moved, not known to be continuing

Unregister Rules

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Unregister Rules

In year 1, the LEA will not be required to Unregister a student (although a case will be generated);

In year 2, the reporting district of the exiting student will be required to Unregister the student prior to Registration in the gaining district; and

The exiting district will be required to report the Number of Days of Membership and Number of Days in Attendance for the exiting student.

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Data Collection

There are three data collection periods

October;

Pre-Assessment (Late January/Early February); and

End of Year (mid-June).

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Data Collection

Rationale for the End of Year Data Collection Period

• the growing need to look at attendance given the rising awareness of its correlation to student achievement;

• more and more LEAs are tracking student attendance as a means of keeping students in school (most noteworthy is the work being done by the Connecticut Consortium on Student Attendance); and

Those students who are unregistered from your district prior to the end of year will have their days in attendance and days in membership captured in the unregister module.

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• Mandatory - If this field is not complete, a level I error is generated which means that your batch will be rejected;

• Optional - The district has the option to report this field or leave it blank;

• Recommended - We recommend that this field be reported, but the district has the option to report this field or leave it blank;

• Conditional - If certain responses are provided to specified fields, this field is required. For instance, if the Grade Code is reported as “PK” or “P3” then the Pre-K status fields are required; and

• Disallowed - The district may not report this field for this collection or module. For instance Reporting District Entry Date is disallowed for the Unregister module.

New Data Elements - Element Disposition Descriptions

Data Collection

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Data Collection

Reporting District Entry DateThis is the date at which the student first entered a school and began membership in your district. If a student has re-entered your district, it will reflect the date of re-entry. In either case the date must be after their membership in a prior district ends. This is a mandatory field in the Register module and disallowed in the rest of the collections.

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Data Collection

Days in MembershipCumulative number of days a student has been enrolled in the district from the beginning of the current school year to the time of reporting (e.g., June 15 or at the time of unregister). This field is optional for the October, January collection, mandatory for the June collection and unregister and disallowed for register.

Days in AttendanceCumulative number of days a member student has been present in the district from the beginning of the current school year to the time of reporting (e.g., June 15). This field is optional for the October, January collection, mandatory for the June collection and unregister and disallowed for register.

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Data Collection

Nexus District Nexus District – This field is conditional for special education student for all collections. The nexus district is the district that has the legal responsibility to identify, educate and pay for a special education student under the Individuals with Disabilities Education Act (IDEA). Generally, nexus means the town where the student’s parent(s) reside with the following exceptions. Students that reside in one district but attend an Open Choice school are considered to be the nexus of the Open Choice District.

Homeless This element houses the NCES codes for Homeless status that we are mandated to report to the Federal government due to NCLB requirements. If a student is homeless for any point or duration of the school year, this must be reported. We recognize that we took this element out of the collection cycle last year, but upon the release of the new federal requirements, we are re-instating this element in order to be in compliance. This is disallowed for the Register/Unregister modules, and mandatory on all other collections.

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Data Collection

Last Name (as it appears in SIS)This is different from the “Formal Last Name” in that the student’s last name may have changed for multiple reasons since their birth certificate and this is the name that is currently in use in the SIS. This is an optional field for the Registration module and disallowed for everything else.

Generation SuffixThis is the suffix following the name (Jr., Sr., the Third, III). It is a recommended element in the Register module and disallowed everywhere else.

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Data Collection

Town of Birth (e.g., Resident town at time of birth)This is a tie-breaker element. It is optional in the Registration module and disallowed everywhere else.

Mother’s Maiden NameThis is a tie-breaker element. It is optional in the Registration module and disallowed everywhere else.

Polio Vaccination DateThis is a tie-breaker element. It is optional in the Registration module and disallowed everywhere else.

Secondary IDThis is a tie-breaker element. It is optional in the Registration module and disallowed everywhere else.

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Data Collection Rules:

Data Collection

• The SASID is a required element in every data upload for every student;

• All students who have not been pre-registered by the state must be registered before you report them; and

• If in your batch there are any records without as SASID, the entire batch will be rejected.

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http://www.csde.state.ct.us/public/studentid/

Help and Technical Support

General PSIS Questions/CommentsMark Vocca

Email: [email protected]: 860.713.6879

PSIS Technical QuestionsKevin Graham


Keryn Walczewski Email: [email protected]

Phone: 860.713.6612

PSIS Help Website

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Current Consortium Districts

Software: Districts: File maker Pro Plainfield HTE/Phoenix Winchester, Windham IPASS – IMG Vernon Power School Stonington Rediker East Windsor, Killingly, New Milford SASI Bristol, Hamden, Hartford, Sprague Star Base Danbury, Norwich, Trumbull Tenex New Britain Win School Ansonia

General Consortium Questions/CommentsKarl Adams


1 ct-psis connecticut public school information system

Documents

ctpsis data collection

ctpsis collection

ctpsis submission

student identifier sasid

history of ct

student information

components of ct

postcollection data