2018-19 End of Year (EOY)Training Module 3 – Error Resolution

Content Summary – Module 3 Your Presenter Ryan Hartung- ryanhartung@csi.state.co.us 303-866-6973 Error Resolution (slides 4-10) Exception Requests (slides 11-13) Scenarios and Examples (slides 14-22) Adequate Documentation (slides 23-29) Timelines and Deadlines (slides 30-31)

Data Submissions in 4 Steps Module 3 Repeat steps 1-3 until data is complete and accurate!

Error Resolution A look at Level 1 and 2 Error Reports and Resolution Assistance

Error Reports Each time you submit a new file(s), CSI will process them and provide Error Reports. There are two types of Error Reports: Level 1 – will be provided for all files upon new submittals Level 2 – will be sent when school is Level 1 error free! There are Two Error Types, Errors and Warnings. Errors must be cleared out: Warnings do not have to be cleared, but may indicate inaccuracies in your data. Review and make changes if necessary:

Error Report Do’s and Don’ts Use the Error Report as a checklist Make updates to the Error Report Utilize all CSI Resources (including the Troubleshooting spreadsheet) Guess how to resolve errors Reach out to the Submissions inbox Just change the data to clear errors

EOY Level 1 Errors SD and SSA Errors No Changes since October Count = No Errors Enrollment changes since October Count = Possible Errors ACC Errors 43 possible errors, mostly related to invalid AP, postsecondary program, or postsecondary institution code Title I Errors Over 20 possible errors related to inaccurate coding of the services received on students who qualify for Title I targeted assistance funding To access the Business Rules Troubleshooting Doc: https://docs.google.com/spreadsheets/d/1qzfnPLqbc3oNdp1Y_Q5HkbV6Jxibbnh- _cSLEbkaNE8/edit#gid=810597989

SP149 Errors SP149 Errors generally occur when a student attends two CSI schools in the same year, therefore there are two SD records for the same student. Below are some general reminders regarding this type of error: Review the Entry and Exit Dates of theses students to ensure you are providing accurate dates If providing a one day record for a student who is expected to return, but does not – make this entry/exit date as early as possible in the year, which can be as early as July 1st. Infinite Campus can use this date, but PowerSchool tends to run into issues with this. You may need to use the first day of school. Students who have exited your school and are receiving this error must have an exit type of 11 – Transfer to a school in the same district Students entering your school and are receiving this error must have an entry type of 11. If everything is checked and accurate, CSI has a process to clear these errors from all schools.

EOY Level 2 Errors Over 70 types of EOY Level 2 errors are possible occurring across multiple interchange files. Entry/Exit Error Examples SE404 Error Are students with exit code of 00 in the 17-18 EOY (expected to return), but they do not have a record in the 18-19 EOY. Schools can resolve these issues with a CSI-provided Adjustment file! Once received, update the file with the applicable Exit Type for each student and resubmit file.

SE722 Warnings for EOY Schools receiving SE722 Warnings in Level 2 error reports should review and make necessary corrections. Essentially these students are coded with an Exit Type of 13 – Transfer to a Public School in a different District, but a record is not being reported. To resolve this issue, follow this guidance: Schools should ensure they have a Confirmation of Enrollment and Attendance from the receiving school. If so, reach out to the school to ensure they include them in their State Collections. If not, contact both the receiving school and the family of the student to determine the appropriate Exit Type. Ensure you are getting documentation of this. Schools should make necessary edits based on the received adequate documentation and resubmit to CSI to remove the warning. This warning will become an error at a later phase of the collection and adequate documentation must be submitted to CSI in order to resolve. For a listing of acceptable documentation based on Exit Type, see the Adequate Documentation Transfer List

Exception Requests

Requesting Exceptions to CSI CSI believes it is more important to submit accurate data over error free. If you feel your data is correct, follow these steps: Discuss error with CSI submissions staff Submit the request in writing to the CSI Submissions Inbox CSI will process the request with CDE CSI will contact school to notify if exception was approved or additional file changes are necessary

Exception Examples Below are example scenarios where an exception should be submitted: During October Count, a student’s Language Proficiency was incorrectly reported as 7 – FEP Monitor Year 2 to follow logical progression instead of where they actually fall in the EL process code 8 – FEP Exited Year 1. The issue was discovered and resolved in the SIS after the OC collection closed. Upon submittal for End of Year, school is receiving a SP166 error as they did not follow logical sequence for ELL. Since the current information is accurate, an exception must be submitted. A student moved to Colorado last fall and enrolled at the beginning of 18-19. After testing the student, it was determined that he tested far below the grade level for his age and was placed in the appropriate grade (with parental approval). The student is receiving a SE168 error as his age is outside acceptable ranges for the grade level. Student is in the appropriate grade, therefore an exception must be submitted.

EOY Typical Scenarios and Examples

Transfer Students at End of Year Students who tell you that they are transferring to another school for the next school year but who complete all coursework in your school (up to three weeks before the end of the school year), should have an Exit Code of ‘00’. If they are coded with Exit Code of ‘13’, they will be counted as a dropout because they will not have time to show up in another school/district before the end of the year. As always, when informed that a student is transferring, follow-up with that student immediately to get adequate documentation of the transfer (i.e. confirmation of attendance)

Grade Reassignment A student started at MacLaren in the 8th grade (2017-2018), transferring from District 11, however; MacLaren determined that this student should be in the 9th grade. This should be coded in the following manner: 1st detail entry (row): School Number: 8825 Entry date: 08112018 Entry code: 13 (transferred from a D11 school) Entry grade: 080 (to reflect 8th grade) Retention code: 0 Exit date: 08282018 (August 28, 2018, when the student changed grades) Exit code: 10 (to reflect that the student is transferring grades) ORGANIZATION_ CODE SASID SCHOOL_ CODE STUDENT_FIRST_ NAME STUDENT_LAST_ NAME GENDER BIRTH_DATE ENTRY_DATE GRADE_LEVEL ENTRY_TYPE EXIT_DATE EXIT TYPE RETENTION 8001 9876543210 8825 Jane Doe 01 01142004 08112018 080 13 08282018 10

Grade Reassignment Con’t. A student started at MacLaren in the 8th grade (2017-2018), transferring from District 11, however; MacLaren determined that this student should be in the 9th grade. 2nd detail entry (row): School Number: 8825 Entry date: 08282018 (date of grade reassignment) Entry code: 10 (to reflect the grade reassignment) Entry grade: 090 (to reflect 9th grade) Retention code: 0 Exit date: 00000000 (zero fill if finishing the school year) Exit code: 00 to reflect finishing the school year ORGANIZATION_ CODE SASID SCHOOL_ CODE STUDENT_FIRST_ NAME STUDENT_LAST_ NAME GENDER BIRTH_DATE ENTRY_DATE GRADE_LEVEL ENTRY_TYPE EXIT_DATE EXIT TYPE RETENTION 8001 9876543210 8825 Jane Doe 01 01142014 08112018 080 13 08282018 10 01142004 090 00000000 00

Student Transfer to another District with CSI Natural Succession (e. g Student Transfer to another District with CSI Natural Succession (e.g. VPA MS to HS) A Victory Prep Middle School 8th grade student reported a 00 exit when finishing school in 17-18. The student transferred to a high school outside CSI and did not return in 18-19. School Number: 9037 Entry date: 07012018 Entry code: 11 Entry grade: 090 Retention code: 0 Exit date: 07012018 Exit code: 13

Student Transfer to another District without CSI Natural Succession (K-8 schools not feeding into a CSI HS) For the 17-18 EOY rollover CSI hosted PowerSchool schools process (and likely non-hosted PS and IC schools), all 8th grade students that ended the year at the K- 8 school were “graduated” in the SIS, and therefore were not automatically included in the interchange data extracts for 18-19. The 8th grade student exit data is still required by CSI and will be collected by either an adjustment file or a 1 day record submitted by the school.

Student Transfer to another District without CSI Natural Succession Colorado Springs Charter Academy (K-8): 8th grader who has been at the school for 3 years finished the entire year 2018-2019 and is now going to “graduate” from the 8th grade School Number: 1791 Entry date: 08092018 Entry code: 02 Entry grade: 080 Retention code: 0 (because the student passed the 8th grade and was not retained back to 8th grade again Exit date: 00000000 Exit code: 00 (to reflect that the student ended their 8th grade year at the school even though you know they are leaving your school to attend a 9th grade at another school, either CSI school or another district for the 2019-2020 year) ORGANIZATION_ CODE SASID SCHOOL_ CODE STUDENT_FIRST_ NAME STUDENT_LAST_ NAME GENDER BIRTH_DATE ENTRY_DATE GRADE_LEVEL ENTRY_TYPE EXIT_DATE EXIT_TYPE RETENTION 8001 12345678 1791 John Doe 02 01142004 08092018 080 00000000 00

Student Transfer to another District without CSI Natural Succession Collect adequate documentation of transfer for ALL 8th grade students that ended the year at your school Follow requirements on adequate documentation of transfer Work now to obtain this information, and follow up in 19-20 for confirmation of attendance You can request updates to 8th grader exit data even after the certification is due – i.e. during the Post Cross phases Students with zero filled exits in the current year, but no records in the subsequent year will receive SE404 Error CSI will provide an adjustment file in the subsequent year that allows schools to input the correct Exit Type of those students in order for CSI to provide to CDE If adequate documentation of transfer cannot be provided, the student will be counted as a dropout!

ELL, GT, SPED Please make sure you are following up with your various program coordinators (GT, ELL, SPED) to make sure the SIS has been updated to reflect any newly identified students to these program areas since October Count. Newly identified students that have entered since October Count are the only ones that should be updated. Do not make changes to existing students (particularly EL) as differences between OC and EOY will cause errors! Adjusting incorrect EL coding from October Count would require an exception for EOY.

Adequate Documentation CDE: Documentation showing where a potential drop out is being educated.

Why is Documentation Required? - Reduce dropout rates for district and schools - Improve graduation and completion rates - Good practice—assurance that student is continuing their education

Adequate Documentation Know what happens to a student after they leave your school Document Everything! More is better Get signatures Records request alone is not adequate Student leaving the country? Document it Student being home schooled? Document it Transfer to another district? Document it CDE Adequate Documentation for Transfer Guidance: https://www.cde.state.co.us/datapipeline/seyadequatedocs

Transfer Student Reminder When you hear that a student is transferring out, be sure to follow up with them immediately to get adequate documentation of the transfer. You will avoid this student unnecessarily being coded as a dropout! If you hear that a student will be transferring out in the next school year, but they finish all coursework at your school (up to 3 weeks before the end of school) you should use an exit code of 00. If they are coded with exit code 13, then they will be counted as a dropout because they will not have time to show up in another district before the end of the school year.

Confirmation of Enrollment Guidance Confirmation of Enrollment and Attendance (CEA) signed by the receiving district is required to validate transfers of 7th-12th grade students. Keep in mind: CEA should only be sent if the student has enrolled and begun attending at the receiving school Both the Dates of Enrollment and Attendance must be included in the signed document. CEA should be sent through secure file transfer system or monitored fax Templates necessary for CEA documentation are provided here Confirmation that disclosure of student information is to officials at another school For more information on CSI attendance guidance: http://csiresources.wpengine.com/wp-content/uploads/2018/08/Attendance-Guidance-2017.pdf

Incorrect Transfer Student Scenario A Student exits your school mid-year on 3/18/2019 stating that he will be attending a school in the Denver Public School District for the remainder of the year. To ensure the student does not have to be coded as a dropout, you must: Review any exit paperwork to verify that a plan is in place and where the student will attend Exit student from your schools SIS with applicable Exit Date and a 13 Exit Type that was obtained on exit paperwork Contact new school to request a signed confirmation of enrollment and attendance for the student Confirmation of Enrollment is received showing the student enrolled, but the date attended is blank – assume information is acceptable to keep 13 Exit. Ignore the SE722 Warning that your school is receiving for that student believing school has not entered this student, do not follow up CSI will reach out to you later in the EOY collection regarding this warning which will become an error at a later phase of the collection Scramble to reach out to the school who mentions the student enrolled, but never attended Attempt to contact family to see where the student is attending with no success Once warning becomes error several months later in the collection and no information is gained, code student as a 40 – Dropout.

Correct Transfer Student Scenario A Student exits your school mid-year on 3/18/2019 stating that he will be attending a school in the Denver Public School District for the remainder of the year. To ensure the student does not have to be coded as a dropout, you must: Review any exit paperwork to verify that a plan is in place and where the student will attend and applicable start dates Reach out to the student/Family prior to them to ensure the plans are accurate Exit student from your schools SIS with applicable Exit Date and a 13 Exit Type that was obtained on exit paperwork Contact new school to request a signed confirmation of enrollment and attendance for the student Once received, ensure both the date enrolled and date first attended are completed and document has been signed Keep a record of this information in case issues arise in the future

Timelines and Deadlines

EOY Collection Timelines and Deadlines Task 02/20/2019 Initial File Submittal Due 06/13/2019 Schools must have all Level 1 errors cleared 07/12/2019 Schools must have all Level 2 errors cleared 08/30/2019 Initial Summary Certification Reviewed – Data Approval Email Sent to CSI 11/01/2019 Final Signed Certification Agreements to CSI

Thank you for Reviewing this Module Module 3 has now been completed. Please review Module 4 when you are ready to start reviewing your Summary Certification Report. Contact the Submissions Inbox with Questions: Submissions_CSI@csi.state.co.us