1. CSI Data Collection Town Hall August 23, 2016
The goal of the webinar is to provide CSI schools with updates on each of the current and upcoming state and federal data collections. These webinars also provide a forum for CSI schools to have questions answered about any of the data collections or related processes.
We will begin the webinar shortly.
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2. Introductions
CSI to introduce any CSI team members joining for the call.

3. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them.
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4. Today’s Agenda 15-16 Collections 16-17 October Count Audit
Student End of Year
Special Education End of Year
16-17 October Count
Coding for special student populations
ELL – common coding/errors
GT – new fields
SPED – removed code
Audit
What it is and what schools can expect
Important dates and resources
That said, today we are talking about the progress we’ve made on current submissions. Some coding tips for special populations. And a preliminary talk about October Count Audit information.

5. Student End of Year
Discussing current status of EOY and next steps.

6. 10/15/2017
End of Year
Several schools received an from Julie Eddy about reviewing their school’s initial EOY summary report.
A handful of schools did not receive the initial summary report because their submission has not yet cleared.
Summaries are not final because CSI needs to clear all SE104 errors and complete CDE’s Cross LEA and Post Cross LEA Validation process.
This review is particularly important for schools serving secondary students (grades 7-12) as graduation, completion, dropout rates, etc. are determined from this data.
It is important that ALL SCHOOLS also review the Warnings tab. While Warnings don't need to be cleared, they can sometimes indicate data inaccuracy.

7. 10/15/2017
SE104
CSI will be working to resolve all remaining SE104 errors for students who were enrolled at your school in and planned to continue in but ended up being a no show.
As mentioned previously, we’ll be working on resolving these errors.

8. 10/15/2017
End of Year
If your school received an initial summary you need to complete your review and notify us of any updates to data by Wednesday, August 24th.
NOTE: the signed certification of this data will not occur until later this fall (likely November) after CDE completes its post collection data checks.
announcement was sent on 8/17 to start reviewing EOY summaries.

9. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.

10. Special Education
End of Year

11. 2015-16 Special Education End of Year
10/15/2017
Special Education End of Year
CDE identified a new way to pull error reports; in doing so, the SY108 error was found across several CSI schools.
All impacted schools should have received an from Julie Eddy on Wednesday, August 17th.
Impacted schools were required to respond to CSI regarding the impacted students by Monday, August 22nd (yesterday).
We’ll be contacting any schools that we didn’t hear from.

12. 10/15/2017
SY108 Errors
These errors show up for students who were reported in SY14-15 and coded that they would be returning, YET there were no records for the SY15-16 submissions.
Showed up after all regular Level 1 and 2 errors were already cleared.
CDE discovered the problem and asked CSI to run a special report.
The SY108 errors showed up once CSI ran the special report.
These errors have to be addressed to finish out the SPED EOY report.
To Fix:
For students who did not show up in 15-16, CSI will ask for an exception. (Most common case)
For student who returned in and received services, CSI will add them to the Child and Participation files.
We’ve gotten quite a number of questions, which is understandable because we thought that all errors were cleared.
Some schools are confused as to why we’re asking about students from SY14-15.

13. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.

14. October Count Special Population Coding
Great! So for the October Count Special Population Coding section, I am going to start with some definitions and foundational information. Then, I am going to open a fake SD and SSA file for us to get a feel for what these files and error reports will actually look like.
English Learner (EL)
Gifted/Talented (GT)
Special Education (SPED)

15. EL Data
In the Student Demographic file there are four fields related to EL students:
Language Background: determined by district staff trained to review Home Language Surverys (HLS), which are all new district students much complete
Language Proficiency: Level of English proficiency based upon W-APT placement test and other bodies of evidence
ESL_Status (program): Level of services EL student is receiving
Bilingual_Status (program): Level of services EL student is receiving
Students that are identified as EL must be provided language services by the school.
We’ll start with ELL coding. In the SD file, there are four fields related to ELL status. Language Background, which specifies the student’s primary home language, language proficiency, which is determined using the W-APT placement test and other bodies of evidence, ESL_Status (Program) and Bilingual Status (Program). Students identified as English learners must be provided services by the school unless a parent requests that they not.

16. EL Data 1. Language Background
The three letter code for a student’s language that is determined by Home Language Survey given to each newly enrolled student at your school.
Language Background codes can be found on the CDE website
Students with a Language Background of ‘eng’ (English) must have Language Proficiency and ESL_Status/Bilingual codes of ‘0’
Students with a Language Background that is not ‘eng’ (English) must have a valid Language Proficiency code other than ‘0’
Language background is a three letter code denoting the student’s primary home language. Students whose families primarily speak English have “E-N-G” in this field. Students whose families primarily speak Spanish have an “S-P-A” in this field. Language background codes can be found on CDE’s website, using the link provided.
If this section says “eng” a student must have all other ESL information zero-filled as they will.

17. 2. Language Proficiency Codes
EL Data
2. Language Proficiency Codes
Name
Abbreviation
Code
Description
Non-English Proficient
NEP 1
Language Other than English and in EL program
Limited English Proficient
LEP 2
Language Other than English and in EL Program
Fluent English Proficient
FEP 3
Was in EL program and has exited now reported as monitored or exited
Primary or Home Language Other than English
PHLOTE 4
Never Identified as English Learner
Former ELL
FELL 5
Received ELD instruction in a different district
N/A
Language Background is English

18. EL Data Language Proficiency of PHLOTE or FELL
W-APT and body of evidence indicate student is English proficient
Primary home language is NOT English
(Language Background ≠ eng)
ESL_Status / Bilingual = 0 (not in program)
Students exited from your districts EL programs are FEP not FELL
PHLOTE
FELL
Has never been identified as an English Learner
Former ELL (received ELD instruction in a different district)
Language Proficiency code = 4
Language Proficiency code = 5
Can apply to Preschool (PK)
Cannot apply to PK

19. EL Data 3 & 4. Program Codes: ESL_Status / Bilingual
Do not use both fields for a student, this is a designation on the type of service provided for EL students.
Please contact your school EL staff to determine which field you should be using (either ESL Status OR Bilingual Status)
Students with a language background of English cannot be reported in a Bilingual Program

20. ESL Status/Bilingual Codes
EL Data
ESL Status/Bilingual Codes
Description
Code
Language Proficiency
Language Background
In applicable program 1
NEP(1) / LEP (2)
Other than English
Re-designated, Monitor year 1 2
FEP (3)
Re-designated, Monitor year 2 3
Exited, year 3+ 4
Parental Refusal, Identified EL 5
NEP (1) / LEP (2)
Not in a program
N/A (0), PHLOTE (4), FELL (5)
Other than English, or English

21. EL Data Re-designation
Legal term used when an English learner’s (EL’s) English language proficiency (ELP) label changes from Limited English Proficient(LEP) to Fully English Proficient (FEP) Monitor Year 1 (M1)
Designation determined through valid academic assessments and a documented body of evidence
The state mandated English Language proficiency assessment is ACCESS for ELLs
Re-designate students at the start of the school year to avoid EL_Logic errors (students moving from one category to another at unexpected times).
If a student tests indicate they are proficient in this year’s ACCESS test then for they would be FEP Monitor Year 1

22. EL Data Monitor year 1 and year 2
Must be two consecutive years of monitoring
Must still receive classroom differentiated instruction and assessment
After two years of monitoring a student may:
Move to exit status FEP and Exited
Or reenter LEP status and EL program
A student’s first year of monitoring will start at the beginning of a school year, based on Spring Assessments from previous school year.

23. GT Data
While there are new fields to code students’ Gifted and Talented status, use the original Gifted and Talented singular variable for October Count
For questions on English Learner identification, programming, and evaluation and if your school is in the Denver Region, please contact Nick Stachokus at Western Region and Pikes Peak Region schools, please contact Kimberly Caplan at

24. GT data
For October Count, schools should continue to use the 1 GT field.
CSI will use the 1 GT field for data validation purposes
Schools MAY choose to ALSO fill in appropriate data for the 14 new fields, but they will not be required to until End of Year Data Collection

25. SPED Data Primary Disability Field
Physical Disability (07) - was removed from the list of options.
Please check that any students coded as having a Physical Disability are recoded to another appropriate code.
Students will have to be retested and qualify for primary disability code 15 – Orthopedic Impairment

26. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.

27. October Count Audit

28. What is the October Count Audit?
CSI is implementing for the first time in a validation and audit plan that will review elements that schools report in the October Count data submissions
The purpose of this plan is to ensure that each school’s data are validated before final submission to the state, particularly focusing on data elements that impact funding as well as the ‘student types’ identified in the CDE October Count Audit Resource Guide and At-Risk Guide
Timeframe: Began in June with submission of school calendars and will continue at least until the final October Count submission to the state (mid November).
Talk about this being helpful to schools to be prepared for CDE audits and to avoid errors in reporting.

29. What Schools can Expect?
Supporting Documentation Submissions
Examples (not inclusive):
Calendars/Bell Schedules (already submitted)
FRL FEDS forms (spot check)
Home Based Education forms (CSI online survey)
Attendance and Scheduling
Specific Student Types (i.e. concurrently enrolled, ASCENT, expelled, transfer, etc.)
School Surveys
Free Reduced Lunch Participation Survey (will be ing to schools this week)
Student Types Survey (coming soon)
Others (currently being identified)
CSI Trainings & Guidance
October Count Audit Training: September 7, 2016 (1:00-2:00 PM)
Additional specific training topics to be announced
Ongoing communications to schools
CSI calendar—important dates posted
Supporting Docs—some will be all and some will be a sampling for spot checks.
Not everything will be a separate school submission—some documents schools are already submitting for other purposes; some we will try to find from other sources.
Additionally—we will see what we can obtain from each school’s SIS.
We’ll be using the CDE Oct Count Audit and At-Risk guides in determining what documents to collect.

30. Important Dates--August
October Count Initial Data Submission
Wednesday, August 24, 2016—Tomorrow!
Submit the following interchange files:
Student Demographics
Student School Association
Title I (if your school receives Title I Targeted Assistance funds)
Free Reduced Lunch School Participation Survey
will be sent today and responses will be due Monday, August 29, 2016
Note that for each month that there may be more dates to come. Particularly, as we narrow down elements mentioned early. These are ones that have been established so far.

31. Important Dates--September
Alternate October Count Date Request Deadline
According to CDE, a district or school may request an alternative count date in appropriate circumstances, including but not limited to providing maximum flexibility in the operation and scheduling of alternative program school calendars and of year-round calendars, in circumstances when pupils will be on authorized breaks on the pupil enrollment count date within the applicable budget year, or for other reasons as authorized by statute.
An example would be a school with a scheduled fall break the same week that the October Count date falls within.
Friday, September 2, 2016
questions and requests to Julie Eddy at and include the alternate count date and rationale for the request

32. Important Dates--September
FRL Variance Waiver Request Deadline
Schools can use carryover documentation to evidence free lunch eligibility if the pupil enrollment count date falls within the first 30 days of school. If past the 30 days, then a school can request a variance waiver to extend the 30 school day requirement as it relates to at-risk count only.
Friday, September 2, 2016
questions or requests to Julie Eddy at and include rationale for the request

33. Important Dates--September
CSI October Count Audit Training
Wednesday, September 7, 2016
1:00-2:00 PM
All school data submissions contacts should attend. School submission contacts who cannot make the live training should let Julie Eddy know in advance to make alternate arrangements.
Homeless Form
Required by the CSI Student Services Team and an auditable document for October Count.
Used to determine if a student meets eligibility requirements for services under the McKinney-Vento Act.
Friday, September 30, 2016

34. Important Dates--October
October Pupil Count Day
Wednesday, October 5, 2016
Home Based Education Form Deadline
Friday, October 7, 2016
The survey type form is located at
Home-based students can fall into two separate categories:
Those who are NOT receiving any educational services from the district
Those who ARE receiving educational services from the district

35. Resources Reminder CSI October Count webpage CSI Calendar
Contact Julie Eddy at or for October Count Audit related questions
CSI Calendar

36. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.