1. Data, Funding, and Accountability Connections

2. Agenda Data Systems Overview Uses of Data Common Issues/Risks
LEA Responsibilities
LDOE Supports
Action Steps

3. Data Systems Descriptions
System Name
Description
Student Information System (SIS)
SIS collects data regarding a student’s demographic information, enrollment history, attendance, discipline, and projected class schedules.
Special Education Reporting (SER)
SER allows special education personnel to collect, report, and process information on individual students from the point of referral to pupil appraisal personnel and the provision of services until the time of exit from special education.
Teacher Student Data Link (TSDL)
TSDL collects records linking students and teachers within classes for the purpose of pre-gridding high school state assessments.
Student Transcript System (STS)
STS collects detailed transcript data for students in public and nonpublic grades 8-12 who have taken any courses for credit or experience.
Profile of Education Personnel (PEP)
PEP collects staff data on public school personnel including demographic information, employment history, position/role, education level, salary, and projected class schedules.

4. Data Flow from School Systems to the LDOE

5. How We Use Data Submitted
System
Accountability
Federal Funding
MFP
Other Reporting
SIS
Who counts in the SPS and where they count
October counts are the basis for allocations (gen pop, poverty, subgroups)
Feb 1 student base and ED weight counts; Oct and Feb base counts together used for mid-year adjustments; Oct 1 course data for CTE Weight and CDF allocation
Enrollments, Attendance, Discipline, Dropouts, Subgroup Reporting, Program Participation
SER
Appropriate testing and ACT 833 eligibility
Used only to identify SWDs to spend IDEA $
Feb 1 SPED and GT student weight
SPP/APR, SPED Data Profile, LEA Determinations, IDEA Monitoring
TSDL
Expected testing roster
N/A
STS
Determines whether student counts as graduate, DCAI
Validations of CTE/CDF Courses
Pathway Participation, TOPS, IBCs
PEP/Cert.
Oct 1 staff counts utilized in calculation of teacher/support worker pay raises
Workforce, Teacher/Staff Demographics & Salaries, Staff Certification
State Performance Plan/Annual Performance Report

6. Common Issues and Risks for Accountability
System
Issue
Accountability Risks
SIS
Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER
LEAP Connect identification
ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL
Coding courses
Determines what tests students are expected to test and when they are expected to test
STS
Complete transcripts with grad dates
Determines if a student is counted as an on-time graduate
PEP
N/A

7. Potential Impacts of Bad Data on Accountability
SPS Changes Pre/Post Data Certification
SPS Changes
K8 School
Combination School
High School
.1-1.0
209 67 75
1.1 to 2.0 34 17 7 12 4 11 3 15 2 1 8
9.1-10
10.1+ 6

8. Common Issues and Risks for Funding
System
Issue
Funding Risks
SIS
Incorrectly including or excluding students in base counts or weights in Feb or Oct counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER
Incorrectly including or excluding students in Feb weighted student count
TSDL
STS
N/A
PEP
Incorrectly using object/function combinations to classify staff

9. Potential Impacts of Bad Data on Funding
When even a single student is not submitted or submitted incorrectly to state data systems, the range of loss for an LEA is between $3,000 and $8,300 in the MFP. This amount increases based on the parish and weights associated with each student.
For example, this year an error of approximately 3,000 students incurred a loss of funding equal to that of almost $5,000,000.

10. Common Issues and Risks for Other Reporting
System
Issue
Other Reporting Risks
SIS
Incomplete discipline submissions
Unable to identify students attending alternative schools/programs
SER
Students not exited timely from SER
Official exit count data doesn’t accurately reflect grads, transfers to regular ed, etc.
TSDL
Missing schools & EOC/LEAP 2025 courses/classes
Student tests not precoded, accountability implications
STS
Missing grad dates
Incorrect course codes/part numbers
Students unable to attend college or qualify for TOPS
PEP
Incomplete teacher/staff submissions
Staff not reported for all schools
Incorrect Workforce Report Data
Incorrect data in School Finder

11. LEA Responsibilities for Accuracy
Data Managers
Finance Office
Federal Reporting Office
Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via system/validation reports are corrected in LDOE state systems before system closes.
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Complete/update any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification

12. LDOE Available Supports
Data Managers
Finance Office
Accountability Staff
Monthly Support Calls
Office Hours
Dedicated data system staff that flag concerns and answer questions
Data validation reports provided to LEAs during collections
Detailed user guides and training documents
Detailed collection calendar/timeline and guiding documents on INSIGHT portal
MFP Student Membership definition for base count or weights provided
Educator and support worker pay raise eligibility definitions provided
Concerns with counts flagged and resolved working jointly with data system staff

13. How You Can Help
Superintendents should ensure that accurate data collection procedures are in place and working both at central office and at school level.
Data Managers should ensure that all offices are aware of the data collected by the state and the impact of incorrect/incomplete submissions.
Business Managers should establish working relationships with data collection staff and promote common understanding of importance of accurate data on reporting and funding allocations.
Principals should ensure that data collection procedures at school follow LDOE and LEA established procedures.
Accountability Managers should work closely with data managers during key collections to ensure accurate student reporting.
Accountability, Business, and other key LEA Managers should review data validation reports for issues.