1. March Regional Collaborations System Data Collections

2. Acronyms Used in this Presentation 2 Sponsor Calendar (SPC) – system for LEA/school calendars Student Information System (SIS) – system for enrollment and demographic data Student Transcript System (STS) – system used to track graduation requirements Special Education Reporting (SER) – system for special education compliance data Profile of Educational Personnel (PEP) – system for staff data collection Teacher Certification Management System (TCMS) – stores teacher certifications Compass Information System (CIS) – system for staff goals and evaluations Early Childhood System (ECS) – system for early childhood observation data Sponsor Site (SPS) – system for storing all directory data for LEAs/Schools Board of Regents (BOR) – coordinates public higher education Louisiana Office of Student Financial Assistance (LOSFA) – offers aid to students Free Application for Federal Student Aid (FAFSA) – new graduation requirement Industry Based Certificate (IBC) – earned by students for obtaining industry skills Individualized Education Plan (IEP) – maps out education goals for students Minimum Foundation Program (MFP) – funding formula for public schools

3. Objectives and Agenda 3 Objectives Discuss strategies for successfully completing 2015-2016 data collections Review proposed system changes for 2016-2017 collections Agenda Data Submissions - Closing Out the 2015-2016 School Year SIS – Final Enrollments, Attendance, and Discipline SER – Finalizing Special Education Data, Exits, and Purges STS – Finalizing Transcript Data and Parental Consent PEP – Final Submission of Employees, Salaries, Highly Qualified Indications, and Absences SPS – Updates to Schools Including Openings and Closings Changes for 2016-2017 STS, SIS, ECS, SER, and PEP

4. 4 Closing out 2015-2016 Collections: Review

5. March 2016 Checklist 5 SystemMarch 2016 SPC For end of year collection, begin submitting SPC final/actual school calendars and verifying instructional minutes SER Complete SER February 1 MFP Statement of Affirmation and submit to LDOE System Management SERSubmit or delete SER IEPs created before 1/1/16 SIS For end of year collection, begin submitting SIS student data and verifying reports (include final enrollment, attendance, discipline, and free/reduced lunch data) SIS Complete SIS February 1 MFP Statement of Affirmation and submit to LDOE Systems Management STS Continue to send LOSFA Parental Consent updates in preparation for BOR extract LEAs should take the following actions in March to ensure data reporting deadlines are met:

6. April 2016 Checklist 6 SystemApril 2016 SER Run and verify data on SER Reevaluation Management Roster Report and IEP/Services Plan Roster Report SIS Update student meal benefit status for end of year based on April 30 SNAP data SIS For end of year collection, verify at least 1 SIS student data file has been submitted for each site and includes enrollment, attendance, discipline, and free/reduced lunch data STS Continue uploading LOSFA Parental Consent updates in preparation for BOR extract eScholar FTP Submit student earned IBC files using naming convention: SiteCode_StudentLocalID_BeginningSchoolYearEarned_IBCCode.pdf SPS Begin sending site and program changes for 2016-17 (includes new schools, closures, and modifications) LEAs should take the following actions in April to ensure data reporting deadlines are met:

7. May 2016 Checklist 7 SystemMay 2016 PEP For end of year collection, begin submitting PEP LEA staff data and verifying reports (include final staff counts, site position, salary, absences, and HQ updates) STS Complete uploading of STS final semester transcripts for all students in grades T9-12 in preparation for June BOR Harvest and certify graduates in STS SIS Enter updates and exit in SIS those students who have completed the requirements for a diploma, certificate of achievement or GED/HiSet during the 2015-16 school year STS Begin uploading STS final transcripts and parental consent for all students in grades T9-12 in preparation for the June BOR extract LEAs should take the following actions in May to ensure data reporting deadlines are met:

8. June 2016 Checklist 8 SystemJune 2016 SPC For end of year collection, complete final error-free submission of SPC actual/final school calendars PEPVerify at least 1 LEA staff data file has been submitted (Actual) SER Begin entering ESYS data and resolve all Exit Crosscheck Report errors (prior to SIS end of year deadline in June) in preparation for SER Final Exit count run (Count date 6/30/16) STS Run and review the STS Q06, STS Q08 and STS Q11 reports to ensure accurate 2015-16 transcript submissions SIS For end of year collection, complete final error-free submission of SIS student data/exit of graduates and verify accuracy of final enrollment, attendance, discipline, and free/reduced lunch data SPS Begin sending site and program changes for 2016-17 (includes new schools, closures, and modifications) LEAs should take the following actions in June to ensure data reporting deadlines are met:

9. July 2016 Checklist 9 SystemJuly 2016 PEP Complete final error-free submission of PEP LEA staff data and verification of reports (include final actual staff counts, site position, salary, absences, and HQ updates) SER Complete verification of SER Purge and Discipline Reports in preparation for Final Exit Count run SER Complete verification of SER PST, Parent Guardian, and SPP Reports in preparation for Final SPP Indicator Run SER Purge students in SER inactive for 5 years or more from active data base (count date as of June 30) STS Continue uploading LOSFA Parental Consent updates in preparation for BOR extract SIS Complete 2015-16 SIS end of year Statement of Affirmation and submit to LDOE Systems Management LEAs should take the following actions in July to ensure data reporting deadlines are met:

10. 10 Proposed System Enhancements: Discussion

11. STS Proposed System Changes 11 Why: To align with policy What: LEAs must submit a diploma pathway on the student record Next steps: Double-check all 10 th, 11 th, and 12 th graders before submitting end of year data for 2015-2016 Diploma pathway selection requirement by the end of 10 th grade Why: To align with policy What: LEAs must collect and submit whether or not FASFA requirements have been met for each student (FASFA filled out or student has a waiver) Next steps: Program local systems to collect and submit this information for the first submission of 2016-2017 FAFSA requirement collection Why: To make work easier for LEAs What: STS parental consent will be updated nightly from eScholar Next steps: LEAs should keep parental consent up to date in eScholar and stop sending to STS Parental consent update from eScholar

12. SIS Proposed System Changes 12 Why: To allow students to graduate early What: The edit in SIS that rejects graduate exit reasons for students not in 12 th grade will be changed to a warning for 11 th grade students Next steps: LEAs will no longer have to change grade placement for early graduates but should check all warning messages to ensure accurate data Change edit that rejects 11th grade graduates to a warning message Why: To ensure alignment of graduate exits What: A report will be created that checks exit reasons in SIS against graduation dates in STS Next steps: LEAs should work the crosscheck report aligning exit reasons until the report is blank New SIS/STS crosscheck for graduates

13. SIS Proposed System Changes (cont.) 13 Why: To help LEAs finish data reporting in a timely manner What: Exit dates and reasons will be allowed two weeks into the future for graduates Next steps: LEAs can exit graduates before the graduation date if they choose Allow for LEAs to complete SIS graduate exit work up to two weeks prior to graduation Why: Retired IDs are not being updated as they should in SIS What: LDOE will create a new report that provides a list of unique IDs in SIS that have been retired and need to be updated Next steps: LEAs should work this report until it is blank New retirement report identifying which unique IDs in SIS have been retired and need to be updated Why: Partial day removals are not included in discipline counts and rates What: Programming will be updated to include partial day removals Next steps: None for LEAs Include partial discipline removals in discipline reports

14. ECS Proposed System Changes 14 Why: Lead Agencies with a vendor are having to report data twice What: An extract of the raw data will be created that can be provided to vendors for loading Next steps: Provide extract layout to your ECS vendor so they can program importing of the data Add an extract report that can be used with vendors Why: Current programming only allows sorting by site code What: Lead agencies and site coordinators will be able to also sort sites in the network by site name Add ability to sort lists by either site code or name Why: It is difficult for some users to navigate the drop- down menus What: If a user clicks “Reports”, a webpage with all of the report options will appear Create a report “landing” page to make report selection easier for users The following are enhancements to the ECS system. Only the extract report requires action from the Lead Agency.

15. SER Proposed System Changes 15 Why: The printing of unnecessary pages wastes paper What: LEAs will have a choice in which pages to print Next steps: Choose needed pages when printing an IEP Modify printing options for Accommodations pages Why: Additional information is needed on the IEP What: The following forms will be added: Medicaid, 3 parent notices, and nurse notification Next steps: Provide changes to your vendor to allow for the submission of these forms (if necessary) Create additional IEP forms Why: Not all LEAs use Internet Explorer What: Compatibility will be added for additional browsers (e.g., Firefox) Next steps: None for LEAs Add compatibility for more browsers

16. PEP Proposed System Changes 16 Why: Additional information is needed regarding teacher tenure and evaluation What: LDOE will adjust PEP to collect tenure options for teachers (e.g., is tenured, is not tenured) Next steps: LEAs will need to collect and report tenure information for teachers Collect tenure data on all teachers

17. Contact Information 17 Manager: Michael.Collier@la.govMichael.Collier@la.gov Special Education Reporting (SER) and TSDL: Ashley.Augustine@la.govAshley.Augustine@la.gov Student Information System (SIS) and Calendar (SPC): Sherry.Randall@la.govSherry.Randall@la.gov Curriculum (CUR): Sherry.Randall@la.govSherry.Randall@la.gov Sponsor Site System (SPS): Jacqueline.Edwards@la.govJacqueline.Edwards@la.gov Student Transcript System (STS) and OTS: Jacqueline.Edwards@la.govJacqueline.Edwards@la.gov Profile of Educational Personnel (PEP): Michael.Zanovec@la.govMichael.Zanovec@la.gov Annual Financial Reporting (AFR): Miao.Cao@la.govMiao.Cao@la.gov Secure ID and Early Childhood CLASS System: Anantha.Lakkakula@la.govAnantha.Lakkakula@la.gov eScholar: LouisianaSecureID@eScholar.comLouisianaSecureID@eScholar.com eScholar FTP Site: https://LouisianaSecureFTP.escholar.com:444https://LouisianaSecureFTP.escholar.com:444