CEDARS Statewide Webinar – High Poverty/LAP/National Board Bonus February 11, 2016

Housekeeping Webinar is being recorded – will be posted in a week or so to www.k12.wa.us/CEDARS Please use the questions option in the webinar We will not use the “hand raise” tool Materials needed: High Poverty Tip Sheet OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Agenda: February 11, 2016 1. Details of Fiscal Reports that use CEDARS data for $$ K-3 High Poverty LAP Allocation National Board Teacher Bonus (NBTB) 2. Check Data CEDARS State/Federal Report High Poverty CEDARS Students Tab CEDARS Submission Exceptions 3. How to correct your data CEDARS Submission Process Questions? OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

K-3 High Poverty Methodology K-3 High Poverty Class-Size Reduction/State-Funding Full-Day K Schools List WAC 392-140-915: "….an eligible school is one in which the free and reduced priced lunch percentage for students in grades K-6 exceeds fifty percent within the school building, and the school is not part of a district that receives any type of K-6 small school or remote and necessary funding. CEDARS data as of October of the previous school year will be used to determine school eligibility.“ The final list for determining eligible high poverty school for the 2016-17 school year will be based on a CEDARS extract as of March 31, 2016 looking at October 1, 2015 eligibility. After March 31, 2016 there will be no opportunity for correcting the data. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Learning Assistance Program (LAP) Allocation Methodology Learning Assistance Program (LAP) funded students WAC 392-162-054: "…. shall be the sum of the district's full-time equivalent enrollment in grades K-12 for the prior school year multiplied by the district's percentage of October headcount enrollment in grades K-12 eligible for free or reduced price lunch in the prior school year.” The final list for determining district funded students for LAP for the 2016-17 school year will be based on a CEDARS extract as of March 31, 2016 looking at October 1, 2015 eligibility. After March 31, 2016 there will be no opportunity for correcting the data. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

National Board Teacher Bonus Methodology National Board Teacher Bonus Eligibility WAC 392-140-973: "…. for the prior year, the student headcount enrollment eligible for the federal free or reduced price lunch program was at least (i) 70 percent for elementary schools; (ii) 60 percent for middle schools; or (iii) 50 percent for high schools; as determined by the October 1 count of the comprehensive education data and research system (CEDARS) or successor data collection and reporting systems, of the office of superintendent of public instruction, on May 1st of that prior year.” The final list for determining eligible challenging, high poverty schools for the 2016-17 school year will be based on a CEDARS extract as of May 1, 2016 looking at October 1, 2015 eligibility. After May 1, 2016 there will be no opportunity for correcting the data. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data State/Federal OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal Reasons and ways to use CEDARS reports: Validate that good data is in CEDARS Share with program staff Check data prior to a reporting deadline Review business rules used for state/federal reporting OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal Go to Reports tab State/Federal High Poverty Schools Annual Report Choose School Year: 2015-2016 Organization: District or School Level As of Date: Leave current day if you are checking before deadline Use deadline date if checking after deadline has passed Business Rules are listed on the bottom Download them to Excel, Text or PDF OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal Summary by Grade OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal Summary by School OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - State/Federal OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Check Data - Students Tab Business Rules for High Poverty Schools Annual Report: 1. Student is enrolled during the first business day in October of the selected school year. 2. Student is reported as eligible for free or reduced meals on the first business day in October of the selected school year. 3. School is student's primary school. 4. If Student is in Pre-K, that student must also enrolled in a Special Ed program in the district during the first business day in October in order to be counted. 5. If the student has multiple records that meet the above criteria, the detailed report will only show the most recent one. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Students Tab Search your district records and review detailed information on each student’s CEDARS data By school year Only contains data “in CEDARS” OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Validations CEDARS submissions are run through our file processor to validate the records sent. Any record that does not pass becomes a submission exception. Records with submission exceptions do not load into CEDARS. There is a hierarchical (phased) relationship with the 15 data files (the files are loaded in a defined order). A submission exception error in one file may cause exceptions farther down the hierarchy. Submission exception correction should be done in the same hierarchical order. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Validations Records with errors in the following files will impact the poverty reports: 1. District Student (File B) 2. School Student (File C) 3. Student Programs (File I) – Program code 19 – if the date span covers 10/1 OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Submission How to correct your data OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Submission Send multiple submissions per day – check for new errors/exceptions within 15 min! ONLY ONE submission processed each night Nightly processing starts at 8PM – last submission in the queue at 7PM loads TIMING! OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Submission Data is cumulative by the school year – every submission re-sends the prior submission data CEDARS assumes every change you send is a correction Think of each submission as being a file folder that contains all the data gathered so far about a school year: OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS LEA Checks CEDARS for Errors Local System(s) Data is extracted and formatted LEA CEDARS Submission uploaded to OSPI’s SFTP Erred data rejected Nightly CEDARS Loading CEDARS OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Submission Process Green color step is successful Red color step is stopped Grey color step is waiting for a CEDARS process Step 3 – yellow exclamation point indicates there are submission errors/exceptions RED indicates something is stopping the file at that step – like Logical Delete OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Submission Process Shows the history of your submissions Displays if the submission has been successful or not in loading to CEDARS Indicates if that particular submission tripped the logical delete threshold or not and what action was taken OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Submission Process Once new submission is SUCCESSFUL – go back and re-check the data Check data just prior to the deadline to ensure nothing ‘has changed’ . . . Generate a copy of the data the day after the deadline to see what was extracted Use the 3/31 “as of” date in the reports Contact us if you have questions before the deadline! OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

CEDARS Resources CEDARS Data Manual: http://www.k12.wa.us/CEDARS/Manuals.aspx includes prior years data manuals and appendices CEDARS Reporting Guidance – supports “How to Report” http://www.k12.wa.us/CEDARS/ReportingGuidance.aspx Student Information Monthly Newsletters (SIMON): http://www.k12.wa.us/CEDARS/SIMON.aspx Program Specific data: search our www.k12.wa.us website Highly Qualified Teacher, Special Education, SAFS, State Transitional Bilingual Program all have CEDARS guides specific to their program OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018

Contact Us IT Customer Support for CEDARS: Student Information Emily Rang - Lisa Ireland - Customer Support Supervisor Data/Research Analyst Tricia Teasley Fatima Morris Katie Butler Customer Support Specialists customersupport@k12.wa.us lisa.Ireland@k12.wa.us 1 (800) 725-4311 opt. 7 (360) 725-6358 OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 9/21/2018