eoy data nmped data conference

EOY DATA

NMPED Data Conference

NMPED Data Conference - Spring 2008

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Mobility Codes(ORIGINAL ENTRIES)

E1 Student who has not been enrolled in school anywhere else in the U.S. during the current school year.

This student is in school for the first time during this school year regardless of start day.

E2 Student who has been enrolled in school this current school year in another state, private school, home school, or transfers from a state-supported school.


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(RE-ENTRIES)

R1 Student that transfers from one school in the district to another school in the same district during the current school year.

R2 Student who moves from another public school district or Charter School in New Mexico into your district after school starts.

R3 Student previously dropped from school for any reason other than transfer to another school or district and later returns to your school site without attending school elsewhere during this school year (was previously an E1, R1, R2, or W2).


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(WITHDRAWALS)

W1 Student who withdraws from school or no longer attends for any reason not found in W2. (Includes a student transferring to another district or out of state).

W2 By Law, student that has been absent for ten (10) consecutive days for any known reason (sickness, suspension, etc.) must be dropped from the rolls.

W3 Student that was pre-enrolled for the new school year and did not return to school (a No-Show).


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WD Student passed away during the current

school year or previous summer.

WG Student graduated at any time during the current school year or previous summer.

Mobility Rate Formula

([E2] + [R2] + [W1] + [W2] – [R3] / [E1] – [WD])

VALIDATING SPECIAL EDUCATION EOY DATA



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Cleaning Up Data

Discipline

Graduation

Indicator #12 – Transition Part C-B

Indicator #11 – Parental Consent/ Initial Evaluation


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DisciplineSPP#3 and Table #5 will be a Special Ed Filter of the general collection for

Discipline

Discipline will be collected at EOY utilizing two templates.1. Student Infraction Template - to track student infractions or discipline incidents.2. Student Infraction Response Template - to record the response to each discipline

incident

General Rules:• One specific discipline infraction should only be reported once per student in the

Student Infraction template.• Likewise, Only one response should be submitted per incident per student in the

Student Infraction response template. • If a discipline infraction could be categorized into multiple Infraction Codes, include

only the most serious of the potential Infraction Codes. For example, one incident could involve alcohol and assault/battery with a knife. This incident should be reported using only Infraction Code 2 (Assault/battery with knife or cutting object).

• Only one response should be submitted per incident per student in this template. If there are multiple responses to a discipline incident, include only the most serious response. For example, a district may initially suspend a student and then later expel.


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DisciplineGeneral Rules (con’t):• If multiple students are involved in a discipline infraction, one record per student

should be submitted in the Student Infraction template. • Likewise, one record per student should be submitted in the Student Infraction

Response template (assuming there is a discipline response for each student). • The Event Identifier field is generated by the districts and used to “link” the

multiple student records to one incident. This field is also used in the Student Infraction Response template to link the response to the incident.

NOTE: Be sure to follow the directions recently provided by Kate (and are available here) and not those included in the Manual. The difference is the Safe School (Violence and Vandalism) data collection is included in the manual. If you are

ready and able to report the this data, please do so.

Template validation reports are currently available for use. We are developing exception reports to help you review the quality of your data.


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Graduation - Non Special EdMake Sure All Graduates (EOY, Expected Summer, and Winter) are submitted.

All Graduates must have a Diploma Type = 1 or 2, and Graduation Status Code = 1,2,3


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Graduation - Special EdMake Sure All Graduates (EOY, Summer, and Winter) are submitted.

SPP #1 Calculation

Students with IEP Reported on the 40th day that graduate on a standard pathway (not including Gifted)

12th Grade Students with IEPs reported on the 40th day that graduated - 12th grade Students with Transition IEPs

There are several reports currently available to review some of your data. We are currently developing additional exception reports to assist you in the

review and approval of your data.


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Graduation - Special EdMake Sure All Graduates (EOY, Summer, and Winter) are submitted.SUBMIT STUDENT and STUDENT SNAPSHOT TEMPLATES make sure the following fields are filled out:•

Challenge Type/Primary Disability Code Special Education must equal “Y” Level of Integration Repeating Last Year = N Expected Graduation Timeframe Graduation Status Code = 2 Post Graduate Activity Diploma Type Code (valid values: 1–Diploma or 2–Certificate; Gifted and Regular Ed Only) NOTE: A Certificate of Course Work Completed is not allowed for students with disabilities receiving special education services.LEP/ELL Eligibility


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Graduation - Special EdSUBMIT SPECIAL ED SNAPSHOT TEMPLATE. Make sure the following fields are filled out:

• Primary Disability• Expected Diploma Type (use 3-Career Pathway, 4-Abllity Pathway or 5-

Standard Pathway)• Primary Setting Code • Transition IEP Status Code* (If Transition IEP Status Code = T, then the

Level of Integration must equal 1. If Transition IEP Status Code = C, then the Level of Integration must equal 2, 3 or 4)

SUBMIT SPECIAL ED EVENTS TEMPLATE.• Event Type Code = 1 – indicating the Event is Exiting Special Ed) • Event Date (Use actual date of the event)• Event Reason Code (Use 9-Graduated on Standard Pathway, 10-

Graduated on Career Pathway or 11-Graduated on Ability Pathway)

NOTE: Event Reason Code and Expected Diploma Type you can improve; but not reduce.


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Indicator #12 – Transition Part C-BIndicator #12 reports the percent of children referred by Part C (DOH) prior to age 3, who are found eligible for Part B, and who have an IEP developed and implemented by their third birthday.

There are three primary scenarios that we expect will address the majority of your evaluations:

1. Child was evaluated, found eligible, and is currently enrolled2. Child was evaluated, found eligible, and is not currently enrolled3. Child was evaluated and found non-eligible


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Indicator #12 – Transition Part C-BChild was evaluated, found eligible, and is currently enrolled

To submit all of the evaluation dates follow the following steps:1. Enter the 90 day Transition Conference Date via the SPED Events

template utilizing SPED Events Code 20. 2. Enter the Parental Consent Date via the SPED Events template utilizing

SPED Events Code 30.3. Enter the Part C to B Eligibility Determination Date via the SPED Events

template utilizing SPED Events Code 21. 4. Enter the Part C to B Initial Placement IEP or IFSP Date via the SPED

Events template utilizing SPED Events Code 22. 5. Enter the Part C to B IEP Implementation Date via the SPED Events

template utilizing SPED Events Code 23.


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Indicator #12 – Transition Part C-BChild was evaluated, found eligible, and is not currently enrolled

Submit a Student record:1. Create a an ID utilizing the STARS NM Unique ID System2. Submit a student record via the Student Template (DO NOT

SUBMIT A STUDENT SNAPSHOT RECORD)3. Submit the student using the district office location.

Enter the evaluation dates following the following steps:1. Enter the 90 day Transition Conference Date via the SPED Events

template utilizing SPED Events Code 20. 2. Enter the Parental Consent Date via the SPED Events template

utilizing SPED Events Code 30.3. Enter the Part C to B Eligibility Determination Date via the SPED

Events template utilizing SPED Events Code 21. 4. Enter the Part C to B Initial Placement IEP or IFSP Date via the

SPED Events template utilizing SPED Events Code 22. 5. Enter the Part C to B IEP Implementation Date via the SPED

Events template utilizing SPED Events Code 23.


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Indicator #12 – Transition Part C-BChild was evaluated and found non-eligible

Submit a Student record:1. Create a an ID utilizing the STARS NM Unique ID System2. Submit a student record via the Student Template (DO NOT

SUBMIT A STUDENT SNAPSHOT RECORD)3. Submit the student using the district office location.

Enter the evaluation dates following the following steps:1. Enter the 90 day Transition Conference Date via the SPED Events

template utilizing SPED Events Code 20. 2. Enter the Parental Consent Date via the SPED Events template

utilizing SPED Events Code 30.3. Enter the Part C to B Eligibility Determination Date via the SPED

Events template utilizing SPED Events Code 21. 4. Mark the SPECIAL ED filed in the Student template as “N”.


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Indicator #11 – Parental Consent/ Initial EvaluationThis indicator reports the Percent of children with parental consent to evaluate, who were evaluated within 60 days.

• Required only for INTIAL parental consent and INITIAL evaluation.

• Does not include reevaluations: students moving into a district are considered reevaluations if they were receiving services at their previous school.

• Does not apply to initial evaluations for gifted

• Data is submitted via the SPED Events template for Initial Evaluations that happen within the current school year.

• Parental Consent date should be entered with an event code of 30.

• The Evaluation date should be entered with an event code of 31 Submit Event records only


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District Code

District Name

a) # of students for

whom parental

consent to evaluate was

received.

b) # determined not eligible

whose evaluations

were completed within 60

days.

c) # determined

eligible whose evaluations

were completed within 60

days.

Percent of students with

parental consent to

evaluate, who were

evaluated within 60

days. [(b+c)] divided by (a)]

times 100.

Met State Target of 100%?

35 0 15 41.6% NOSee student list on page 2.

STARS INDICATOR 11 VERIFICATION PROFILE


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Full Location

Name

Special Ed

Status Code

Student ID

Student Last

Name

Student First

Name

Initial Date of Parental Consent

Initial Evaluation

Date

Non-Compliance

Reason

Days Betwe

en

XX Y Xxxxxxxxx Smith Salley 1/15/08 3/7/08 52

Xx Y Xxxxxxxxx Missing 8/21/07 2,789

Xx Y xxxxxxxxxx

12/18/07 Missing 80

Xx Y xxxxxxxxxx

8/20/07 11/12/07 72

xx Y xxxxxxxxx 9/21/07 9/21/07 Parent failed to produce the child for testing

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Note: For Event Type Code #31 use the "Initial Evaluation Date" not the initial MDT date.

There are five scenarios you may come up against

1 - All is correct No action required

2- Submit Parental Consent date

3- Submit Initial Evaluation date

4- Enter appropriate Non Compliance Reason Code

5 - Submit Initial Evaluation date the same as the Parental Consent and the “Parent failed to produce, or Child Moved “ reason Code”


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Fixing Indicator #11 Data For Events dates, or non-compliance reasons that have

not been submitted, just resubmit your events templates with the correct dates or reasons codes (no deletes required)

For incorrect dates, you must request a delete of the specific event from the STARS helpdesk.

ATTENDANCE EOY DATA


Attendance Templates• Student Summary Attendance

• Student Daily Attendance

Exiting Teachers EOY DATA



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STARS Manual, Vol. 2, New Appendix L – Exited Teacher Appendix L – Exited Teacher

− Teachers that were teaching in the district and within a 1 year timeframe stopped teaching at the district. Exited Teachers are tracked annually. The first year a teacher is NOT teaching on the 120th day is the year the teacher should be reported at EOY as an Exited Teacher.

− Exited teachers may have worked in your district the year they were reported as exited (such as someone who was a teacher on the 40th day (or 80th day) but was no longer teaching on the 120th day -- due to moving out-of-state) OR they may not have worked at all during the year they were reported as exited (such as the case of retirement).

• For retired teachers, they may have been reported actively teaching on the 40th, 80th or 120th day of the PREVIOUS year but were never reported as actively teaching the following year.


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Exited Teacher continued… At EOY (the first year exited) report Exited Teacher in both STAFF &

STAFF SNAPSHOT templates with appropriate TERMINATION CODE (reason for exiting).

Note: If “Exited” staff person is mistakenly reported during reporting periods 40th, 80th, 120th, etc… then STARS will inadvertently pick up person as an ACTIVE staff person, even if a TERMINATION CODE is specified.

Exited teachers are reported only once during the year they left—meaning they should not be continually reported as exited year after year. It is however possible to have a person exit your district as a teacher more than once over several years, at which time you would report the teacher as exited for each year they left. If the person exits more than once during the same year, you would only report this person as having exited ONCE during the year.

Note: New Staff/Staff Snapshot FAQs added for exited teachers.


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FAQ – Exited TeachersHow do I report Exited Teachers?

Exited Teachers will be reported with a Termination Code at EOY only in STAFF and STAFF SNAPSHOT. PED will verify that teacher reported as exited was not actively teaching on the 120th day of the same year they were reported as exited.


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FAQ – Exited Teachers continued…Why do I need to report Exited Teachers in both STAFF

and STAFF SNAPSHOT?

STAFF SNAPSHOT contains the EOY snapshot date, which states the year the teacher exited as well as let’s PED know this is the EOY data that contains the Termination Codes. STAFF must also be updated since this template always contains the most current data. STAFF does not contain a School Year and contains 1 record per District/Staff ID. The snapshot file shows what the data looked like at a point in time.


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FAQ – Exited Teachers continued…Why do I need to report exited teachers? Can’t exited

teachers be derived by PED?

Yes, they can be derived, but PED needs to know WHY the teacher exited. Future decisions may be based on these reasons.


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FAQ – Exited Teachers continued…Why can’t exited teachers be reported in Staff Snapshot at

the time they exited, instead of waiting until EOY to report them?

Because staff reported in STAFF SNAPSHOT, STAFF ASSIGNMENT, COURSE INSTRUCTOR, STAFF COMPENSATION for 40th, 80th, 120th, etc…are reserved for ACTIVE employees and will be picked up as such on reports. All Staff Termination Codes should be reported at EOY only.


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FAQ – Exited Teachers continued…Can I report exited teachers at EOY in Staff Assignment,

Course Instructor & Staff Compensation?

No, these templates are reserved for ACTIVE staff only. However there is one exception. If a person exited the Teaching Profession yet remains employed at your district, then they would be reported in Staff Assignment and Staff Compensation as an active employee. They would also be reported at the EOY as having exited as a teacher.


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FAQ – Exited Teachers continued…If an educational assistant, coach or principal retires,

should I report them with a termination code?

No, only TEACHERS should be reported with termination codes; those Staff Assignment Codes listed under the TEACHER category found in the STARS MANUAL Volume 2, Appendix B – Staff Assignment Codes.


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Future Reports Exited Teacher Rate


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Questions?

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