Data Steward Manual

System Accountability & School Administration Department

September 2019 Rev. 4

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Directory of Elementary Data Stewards Rev. 9/11/19

SCHOOL Data Steward Title

Ballenger Creek Michelle Lebo Math Specialist

Brunswick Linda Stuart AP

Butterfly Ridge Lisa Wrzesinski AP

Carroll Creek Mont Cathy Rossomondo Secretary

Carroll Manor Hope Roberts Secretary

Centerville Brian Kilduff AP

Deer Crossing Robin Tormo Secretary

Emmitsburg Donna Saylor Secretary

Frederick Classical Charter

Glade Donna Longwell Attn Secretary

Green Valley Kim Schaub Secretary

Hillcrest Janis Reggio Secretary

Kemptown Cindi Andrews Secretary

Lewistown Kimberly Little Secretary

Liberty Kimberly Herndon Secretary

Lincoln Jessica Zentz-Ridenour Teacher Specialist

Middletown Kelly McConville AP

Middletown Primary Jaqueline Grimm Admin Intern

Monocacy Kimberly Dance - Vesely Interventionist

Myersville Marsha Meredith Secretary

New Market Karen McGaha AP

New Midway/Woodsboro Gwen Kuster/Oneida Eaves Secretary

North Frederick Courtney Hrobak Data Specialist

Oakdale Justin Heid Math Specialist

Orchard Grove Tina Abrecht Academic Specialist

Parkway Karen Osborne Secretary

Sabillasville Michelle Mapes Math Specialist

Spring Ridge Karen Nori Interventionist

Thurmont Brenda Dotson Secretary

Thurmont Primary Amy Kennedy Secretary

Tuscarora Cary Fletcher Secretary

Twin Ridge Theresa Anderson Secretary

Urbana Marc Clausen AP

Valley Caroline Hendy Secretary

Walkersville Krista McGee Secretary

Waverley Danielle Jacobs Math Specialist

Whittier David Migdal AP

Wolfsville Kathleen Cassidy Lit Specialists

Yellow Springs Kim Manley Secretary

Rock Creek Mary Morrison Secretary

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Directory of Secondary Data Stewards Rev. 9/11/2019

SCHOOL Data Steward Title

BHS Rhonda Renn Registrar

CHS Lacee Andrew Secretary

FHS Sheri Murphy AP

TJHS Adam Weinstein Data Coach

LHS Andrew McWilliams AP

MHS Niki Dillard Registrar

OHS Lindsey Baker AP

THS AnnMarie Kline Registrar

UHS Sheri Jiron Registrar

WHS Lisa Mott CCR Teacher

CTC Adam Frank Data Coach

HR Kerri Hutchison Lit Specialist

FCVS Josh Lewis DB Tech

BCMS Laura Boyer Math Specialist

BMS Kim Schmidt Math Specialist

CMS Tracey Spitalksy Registrar

FCCS

TJMS Pat Lambert Registrar

MMS Diane Thompson Adv Academic Specialist

MOMS Jennifer Fleming Math Specialist

NMMS Jason Senuta AP

OMS Kristen Airey Registrar

TMS Carol Jakab Math Specialist

UMS Ashley Hawkins Math Specialist

WMS Carol Stitely Registrar

WFMS Donald Reed AP

WKMS Mary Anderson Registrar

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Student Information Systems Team eSchoolPLUS Help Desk eschoolplus@fcps.org or by calling x45433 from outside 301-644-5337

eSchoolPLUS online documentation http://education.fcps.org/techservices/eschooldoc

Student Services Policy & procedure related questions with respect to Attendance, Discipline & Enrollment can be directed to Student Services by emailing cathy.zier@fcps.org or by calling 301-644-5238. Your PPW or Pupil Personnel Worker is another resource for your policy and procedure related questions.

FCPS Board of Education Policy and Regulations http://coldfusion02.fcps.org/legal/policies.cfm http://coldfusion02.fcps.org/legal/regulations.cfm

MSDE Student Records Manual

https://education.fcps.org/techservices/sites/techservices/files/MDStudent

RecordsSystemManual2016.pdf

Data Privacy Concerns data.privacy@fcps.org

NOTE:

The links provided on this page work for administrative end users only. They are not valid for

instructional users.

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Team Identifying the Key Players in My Building

Role Person Contacted

Administrator

Data Steward

Data Coach (if applicable)

Responsible for Enrollment Data

Responsible for Attendance Data

Responsible for Discipline Data

Responsible for Scheduling

Responsible for Grades (IPR & Report Cards)

In your role as a Data Steward you will serve as a:

✓ Facilitator

✓ Communicator

✓ Liaison

Timeline & Tasks

September September 30th Enrollment Quality Assurance & Task Completion

October MP1 Interim Report Processing or IPRs

November MP1 Report Card Processing

December

January

February

March

April

May

June EOY Quality Assurance & Task Completion

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SY’20 Official Grade Processing Schedules

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Schools receive many requests to track and record data. These requests are coming from different central

offices; some are delivered with an explanation of the purpose and others with limited information other

than a due date.

Some data entry requests are fulfilled as part of school’s regular business practices such as the

registration process when enrolling a student into our Student Information System, eSchoolPLUS. Other

data entry requests are separate, additional tasks. Some requests are done on a regularly scheduled basis

and others are a one-time data collection.

Regardless of the request, data is everyone’s responsibility; from the practitioner or program director to

the staff completing the data entry.

Data Request - Input Purpose of Request - Outcome

Data integrity is of the utmost importance at all times. The data entered is used for decision-making and

analysis, it ties a student to a particular set of graduation requirements, it is extracted for state reporting,

system funding & grants are based on our data, etc. The data entered by schools facilitates the system’s

ability to meet federal, state, and local reporting requirements. Every effort needs to be made to ensure

accurate, timely data entry.

Outline of required data entry

What – Data element

Why – Purpose

Who – Who is responsible for

the data entry

Who- Who is responsible for

communication, monitoring & oversight?

When – When is the data

collected?

Enrollment Sept. 30th Funding School-based staff SIS & Student Services Ongoing

Attendance Local & State Reporting

School-based staff

SIS & Student Services

Ongoing

Suspension, Drop Outs/Referrals

State Reporting (Disproportionality Studies, System Drop Out Rates)

School-based staff

SIS & Student Services

Ongoing

Bus eligibility Transportation School-based staff Elisabeth Stinebaugh Annually

Directory Publish

Compliance with parents request to

School-based staff Data entry is done yearly based on

o Federal reporting requirement (ESSA, Civil Rights) o MSDE reporting requirement (Testing, Enrollment) o Local reporting requirement (Master Plan, Progress Report,

BOE Presentations) o Superintendent Requests o Principal Requests o Grants & Funding

Data – it’s everyone’s responsibility

The Importance of Accurate, Timely Data Entry

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keep student out of the press. Includes honor roll in FNP.

feedback from parents collected at the beginning of each school year.

Dwelling Type Used by Planning & Facilities

School-based staff Beth Pasierb, Planning & Facilities

Information is entered upon new student enrollment and maintained yearly.

EL State Reporting EL Office Larry Steinly, EL Office Ongoing

Home School State Reporting (Accountability)

Selected Schools & Programs Notified

SASI Quarterly

Primary Language

State Reporting School-based staff EL Office Data is collected during new student enrollment.

Summer Academy

Provide necessary transportation for students attending Summer Academy.

School-based staff Elisabeth Twigg, Transportation

Timeline information is provided to schools by the Transportation Department; typically data entry must be completed by the first of June each school year.

Judy Center

State Grant

Judy Center Director

Catherine Nusbaum Annually

504 Plan State Reporting School-based Linda Chambers, Special Ed Ongoing

Promotion Code

State Reporting School-based Student Services Yearly

Foreign Exchange

State Reporting (Accountability)

School-based

Student Services

Yearly

Sped Certificate/Alt MSA

State Reporting (Accountability)

Suzanne Rumpf

Special Ed/SASI Ongoing

Migrant

State Reporting (Accountability)

Cathy Zier

Student Services Yearly

HSA Exempt Status/HSA scores for Transfer Students

State Reporting (Accountability)

School-based Staff (Guidance)

Deborah Gilmartin

Ongoing

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DEXTAR

Quality Assurance Tool in your Digital Toolbox

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DEXTAR Data Exception Tracking and Reporting

DEXTAR provides a measure for student data accuracy. DEXTAR is a program that

routinely reviews student data housed in eSchoolPLUS and checks for defined errors.

The SIS Team has identified the most common data entry errors and translated them into

exceptions within DEXTAR.

When errors are found, the system writes that error to a log. Data Stewards have access

to that information within eSchoolPLUS. It will also generate a weekly automated email

highlighting the issue discovered and providing a link to the area in which the correction(s)

needs to occur.

Sample Data Exceptions –

• Grade level of ‘EE’ found for an active student.

o Grade level ‘EE’ is only appropriate for pre-registration of PK students.

Grade level ‘EE’ rolls into ‘PK’ during end of year processing.

• Student is marked as both having a ‘504’ and as being Special Ed Active.

o A student cannot have both indicators simultaneously, they are one or the

other.

• Missing Response for Hispanic Yes or No

o Leaving the Hispanic Field left as ‘U’ or unanswered affects the federal race

code calculation. The software recognizes ‘U’ as valid, however FCPS

customized processes do not.

• Suspension missing Educational Services Provided.

o MSDE dictates that for any official suspension, we must also provide

information as to the educational services that were provided to the student.

Data Stewards can access their exception log at any time. To Access DEXTAR:

1. Log into

2. Navigate to the My eSchoolPLUS | DEXTAR

3. Select Browse for a listing of exceptions.

Select Dashboard to see a graphical depiction of areas of concern.

Using Business Intelligence (BI) to bring the results to you for more efficient use of your time and resources.

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Browser View

4. The initial Browser View will be a high level listing of the Type: of errors.

5. Click on the plus sign and a detailed listing of errors will appear to include

the Student ID, Student Last Name, First Name, Remedy & Additional Info.

6. Click on the link and you will be placed into the eSchoolPLUS module where the correction needs to take place.

Dashboard View

Currently, as shown in the example above, the graphic indicates most errors are found in the Discipline module and the root cause ‘Missing Educational Services’. The other errors are significantly less and are derived from Registration.

The Dashboard assists the Data

Steward in quickly assessing

where to begin and how to

prioritize.

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Exception Correction

Discipline

To enter Missing Educational Services Provided:

1. Log into eSchoolPLUS.

2. Navigate to My eSchoolPLUS | DEXTAR | Browse.

3. Select Missing Discipline Education Type.

4. Click on the plus icon to expand list.

5. Select a record and click on the link.

6. From the Incident Detail screen click on the VIEW DETAIL icon to the right of the Offender Name as shown

7. Click on the Actions link.

8. Scroll down to Educational Services Provided prompt, click on the plus icon,

to expand, make a selection and click on SAVE.

CRITICAL NOTE:

If the Educational Services

Provided data point is left

blank, at the conclusion of

the school year, those

incidents will be updated

and reported to MSDE as

Code 9 – Other Ed Services.

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Registration

To Correct Invalid Grade Level:

1. Log into eSchoolPLUS.

2. Navigate to My eSchoolPLUS | DEXTAR | Browse.

3. Select EE Grade Level for Active Students.

4. Click on the plus icon to expand list.

5. Select a record and click on the link.

6. From the Entry/Withdrawal List.

7. Click on the School Year link shown in blue.

8. Update the Grade and click on SAVE.

*If Grade:* field is grey and does not allow you to update, contact the eSchoolPLUS Help

Desk for assistance.

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To Correct Hispanic Unanswered:

1. Log into eSchoolPLUS.

2. Navigate to My eSchoolPLUS | DEXTAR | Browse.

3. Select Missing Hispanic Flag.

4. Click on the plus icon to expand list.

5. Select a record and click on the link.

6. From the Personal Information screen select ‘YES’ or ‘NO” and click on SAVE.

To Correct Missing Home School

1. Log into eSchoolPLUS.

2. Navigate to DEXTAR/Browse.

3. Select Missing Home School.

4. Click on the plus icon to expand list.

5. Select a record and click on the link.

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6. From the Additional Student Information Screen enter the Home School & click

on SAVE.

To Correct Student HAS 504 and Student is Special Ed Active Simultaneously:

The Special Education indicator is set centrally by a process managed by the Special

Education Department. Any question regarding that indicator will need to be answered

by Special Ed. The contact person for the integration between MD OIEP and

eSchoolPLUS is Wes Baugher at john.baugher@fcps.org.

If you determine the student is in fact Special Education Active and need to

remove the 504 indicator check with 504 Coordinator first. And then if required:

1. Log into eSchoolPLUS.

2. Navigate to My eSchoolPLUS | DEXTAR | Browse.

3. Select Simultaneous 504 and SPED.

4. Click on the plus icon to expand list.

5. link is not currently working for this error. Note the student id number,

search on that student and select their record.

6. Navigate to Registration | Student Demographic | Personal

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7. Once on the Personal screen, click on the Yes shown next to 504 Plan.

8. Enter an End Date and click on Save.

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Additional Validation Tools

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Validating Attendance Data

Error Handling Reports

Attendance data is being utilized & analyzed throughout the school year. And at the conclusion

of each l year, the school system is responsible for submitting several state reports including EOY

Attendance. These reports rely upon the accuracy of the data entry completed by the schools.

To get a head start and stay ahead on evaluating data & identifying data entry errors, the SIS

team has developed an Attendance Error handling report in ReportNet. This report is available

throughout the school year. Running this error handling report and staying to top of the accuracy

of your data should become a part of your regular routine, weekly, bi-weekly or monthly.

To Access the Attendance Error Handling Reports –

1. Log into eSchoolPlus+ 2. Navigate to My eSchoolPLUS| ReportNet and select the Attendance Folder

3. Select the Attendance Errors Report 4. Select your building and click on Finish 5. Open the MS Excel spreadsheet and review the information

The types of errors you may find on the report:

• Arrival & Dismissal Time Errors o A student will be recorded as dismissing before they actually arrived. o A student will have two (2) arrival times instead of an arrival & a dismissal time. o A student will have two (2) dismissal times in error. o The student’s activity for the day is recorded on two (2) lines incorrectly.

When these types of errors occur, the software cannot calculate the minutes absent or allocate

absences accurately and will end up awarding full day absences in error. It is imperative schools

are monitoring their data entry throughout the year. In the past, users received error reports

and reminders from the SIS Team. With increasing demands and limited staff resources, it is

critical schools understand their need to self-monitor and manage quality assurance.

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Validating Discipline Data

The SIS Team has provided several reports in ReportNet to assist in the audit of Discipline data

entry. At the conclusion of the school year, FCPS will be required to submit Discipline reports

to MSDE. These reports are based on the data entry completed by schools thru out the school

year. It is imperative the Discipline data is reviewed NOW for accuracy and any errors

corrected prior to the end of the school year. This review should continue thru out the

remainder of the school year.

To access the Reports for Review:

• Log into eSchoolPlus+ • Select ReportNet from the file menu • Select the Discipline Folder • Review the In & Out Of School Suspension Errors & Duplicates Reports

When reviewing the reports remember:

• Not everything you find on the reports provided is an error. If there are multiple entries for the same student on the same date, this is pointed out to assist the user in reviewing their data entry.

• There can be more than one entry per student per date. HOWEVER, there cannot be more than one 900 series action code per day per student.

• If a student is involved in multiple incidents on one particular date, you can use eSchoolPlus+ to record them all. However, when it comes to assigning the suspension, the 900 series action code, there can only be one 900 series code per student per date. The suspension should be assigned to the GREATEST offense. The other offenses can still be recorded using a code OTHER THAN a 900 series action code

Discipline: Reviewing Discipline Data Entry for Accuracy

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The In & Out of School Suspension Errors Report shown above lists the students & entries that

need to be reviewed for accuracy. In the “Duration” column information about what

specifically needs to be checked is given.

In the example provided there are several errors. There is a missing Actual Duration & there is

an Actual Duration of zero (0).

Remember –

• Actual Duration MUST be completed, cannot be left blank.

• Actual Duration CANNOT be zero (0).

Actual Duration - If the Action

Code is a 900 series code, an

official suspension code, the Actual

Duration MUST be completed. It

cannot be blank, it cannot be zero

(0).

Action Duration Totals – This

total is the total Actual Duration days

for any 900 series suspension

recorded for the current school year.

For this total to be accurate, the

Actual Duration (shown above) must

be recorded accurately.

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September 30th Enrollment Reporting

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Preparing for September 30th Enrollment As you prepare for September 30th Enrollment Reporting, it is important you have identified the

staff in your building responsible for the data entry in eSchoolPLUS. Communication and

relationship building with the ‘Data Team’ in your building is essential to ensure all data is entered

on time and accurately.

Data Quality Checks

Have all new enrollments been processed?

Have all withdrawals or exits been processed?

Is Attendance data entry up to date?

Have I worked with my building administration and PPWs to find any students

enrolled in my building but have not shown up for school this year?

Have I verified all enrollment codes for the 2019 school year are accurate?

o Have the ‘R’ and ‘E’ entry codes been applied accurately?

Has ‘Hispanic Yes or No’ information been provided for all of my students?

Have I run the School Enrollment Totals for Active Students Report out of

ReportNet | Enrollment Folder to ensure we do not have any students enrolled

inappropriate grade levels for our building?

To Check Enrollment Codes –

✓ Review information provided by DEXTAR

✓ Run the Enrollment Summary by School Report

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My building’s critical task is to verify ALL students enrolled in our building. To accomplish this, there are reports you can run and tasks you can facilitate to ensure your data is 100% accurate and up to date. There are different variables at play with Elementary and Secondary so outlined below is a recommended ‘Game Plan’ for each level.

Secondary - ✓ Run a Student List report for your entire building by Grade or by Last Name

Range. Provide that list to each of your School Counselors and ask them to verify their student caseload.

✓ HS Registrars work to identify if there are any students enrolled in your

building but are not scheduled into any courses?

o ReportNet | Scheduling

o ReportNet | Scheduling | Schedule Books

o Run the report online, scroll thru the PDF a student with no

schedule will stand out immediately.

✓ Remind teachers the importance of recording accurate attendance and to

notify the Registrar if there are students appearing on class lists but not

attending. DO NOT IGNORE!

Elementary – ✓ Run a Student List report for your entire building and verify. ✓ Ask teachers to validate their class rosters in TAC and notify you

immediately if there are students on their class lists who are not attending.

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All schools are required to run the “Enrollment by Grade” report from ReportNet on September

30th after ALL daily attendance and enrollments & withdrawals have been processed.

To run the report:

• Log into eSchoolPlus+

• Navigate to My eSchoolPLUS | ReportNet

• Navigate to the Enrollment Folder

• Select the Enrollment by grade report

• Select your building from the drop down menu and click on Finish.

• This report is to be signed & dated by the building Principal.

• Make a copy of this report to be retained for your files and report reconciliation thru the month of October.

• Forward the signed & dated original report to Cathy Zier, Student Services.

September 30th Enrollment Reporting

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Student Data Privacy

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Forward any questions about student data privacy to

data.privacy@fcps.org

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