Technology

Always Remember

If you leave here today with no other piece of information always remember this one thing

Always Remember

The Principal/Head Administrator is ultimately responsible for all data that is reported for the Charter School

Prior Proper Planning

Social Media Plan Technology Plan CIPA Compliance SIF, EnRich, and How things Roll Erate Student Information System (SIS) Reporting Deadlines and Reporting PowerSource User Accounts 5th day Information EFA/EIA Coding Defined Programs The Free and Reduced Lunch At-Risk Students Discipline Records Attendance Records Smarter Balanced SLICE ESOL/ELL/LEP TRANSCRIPTS Records Retention Policy

The To Do List

Social Instruments of Communication

weblogs

micro blogging

wikissocial networks

pod

casts

video

Social Media

Internet Forumssocial blog

s

Why Schools and Districts are using Social Media Outlet for delivering messages and

information to parents and students Providing Professional Development to staff Offers a variety of ways to create,

exchange, expand, explain and disseminate information cheaply to the public

Promoting a brand

Charter School

What Schools are usually afraid of with Social Technology Cyber bullying on the schools’s social media

outlets FERPA violations by staff and/or

administration Embarrassing social media blunders Or worse…

What to do to Prepare For a committee to decide what will be the

official position Even if there is no “official” District Social

Media outlet, there should still be a policy

What to think about when designing a policy Policy should cover Professional social

media◦Even though a district doesn’t have an

outlet, teachers may use other resources to communicate with students and parents

◦Content guidelines◦Approval process◦No personally identifiable student

information may be posted◦ appropriate privacy settings

What to think about when designing a policy Policy should cover personal social media

◦ Reminder: the private conversation on the internet can become public really fast

◦ Be wary of “friending” students or parents of students

◦ Personal, off work hour social media content can result in disruption at school and/or the workplace which could be a violation of policy

◦ No personally identifiable student information may be posted

◦ Should not use district email address to setup personal social media accounts

What to think about when designing a policy All communication with students must meet

the TAP(E) Test◦ Transparent—maintain openness, visibility and

accountability ◦ Accessible—consider all electronic communication

to be a matter of record ◦ Professional—use correct grammar and tone,

choose appropriate subject matter and choose words that are courteous

◦ ETHICAL!

What to think about when designing a policy MONITORING REPORTING DISCIPLINARY ACTION SHOULD BE INCLUDED IN SCHOOL’S

AUP

Other Resources http://www.districtadministration.com/articl

e/social-media-guidelines-school-administrators

http://socialmediagovernance.com/policies.php

Technology Plan or Planning

TS Eliot

The good poet welds his theft into a whole of feeling which is unique, utterly different than that from which it is torn.”

Steve Jobs

Good artists copy, Great artists steal

Templates

https://sck12techinit.sc.gov/content/e-rate-technology-plans

Predicting the Future

Don’t be Afraid to Start Over

And Over

SpecificMeasurableAttainableRealisticTimelyhttp://topachievement.com/smart.html

Creating S.M.A.R.T. Goals

Acceptable Use of Technology Bring Your Own Technology Network Etiquette Data Management Monitored Use Board Members Policy CIPA Compliance Policy Copyright Policy Network Diagram Records Retention Policy Projected Technology Budget DISCLAIMER OF LIABILITY

APPENDIXES

Conclusion

Then Remember

CIPA Compliance

Children’s Internet Protection Act In order to continue receiving these federal

funds, members of the South Carolina K-12 Schools & Libraries Network Consortium must comply with CIPA by July 1, 2012. ~ Mick Zais

CIPA Compliance Technology Protection Measures

◦ Blocks and Filters Internet Safety Policy

◦ cyber bullying awareness

Retain a copy of this policy and proof of the education of minors for auditing purposes. Public Notice and Hearing or Meeting

Retain documentation of public notice in the event an audit by USAC.

SIF, EnRich, and How things Roll The State ID is the first SIF transaction that

will be completed. Most other SIF fed data bases will not populate the student data until the State ID is populated.

By the original design PowerSchool has three sets of fields in the Student Table to pull data for Student Contact Info by SIF◦ Mother, Father, Guardian

Student Contact fields Contact 1, Contact 2 and others were added later and are not normally mapped to SIF objects

SIF, EnRich, and How things Roll SIF feeds PowerSchool data to:

◦ SC Destiny Textbook – Home Room Field in PowerSchool is very important for data to be grouped together

◦ EXCENT ◦ SIF is not perfect – it is possible for messages to

get lost in transit◦ SIF only passes the data that is there, if the data

is missing, then it wasn’t there when the message was sent

SIF, EnRich, and How things Roll Enrich is fed by a data extraction ran from

the PS database server◦ Some data elements in PowerSchool are not SIF

compliant◦ VC3 couldn’t figure out how to make the SIF agent

work◦ Data extraction process is an over night process◦ ENRICH may or may not be the IEP software the

SCDE is using in the future

SIF, EnRich, and How things Roll PowerSchool data feeds the other databases

so that schools do not have to enter all the common data

District Office now maintains a copy of Active Directory with all schools and school’s staff so that the creditials can be used to login into other applications

District Technology Staff will work with vendors if a regular export needs to perform for third party school applications

ERate – What is the relationship with the district Schools are covered for ERate filing under

the District’s Technology Plan District Technology Plan is currently being

rewritten Schools should design their own Technology

Plans for local planning ERate assistance is provided through the

Palmetto Charter School Association

Student Information System (SIS) ReportingCharter School Level

Charter Schools are required by law to provide accurate information from a variety of data points, including the state provided data software.

The Charter School will be responsible for the accuracy, timeliness, and completeness of all state required data.

Student Information System (SIS) ReportingCharter School Level

The Charter School will be informed by email or other means of any state extractions as soon as SCPCSD becomes aware of them.

It will be the responsibility of the Charter School to ensure that their data is ready for transmission on the date provided by SCPCSD.

Always Remember

The Principal/Head Administrator is ultimately responsible for all data that is reported for the Charter School

Student Information System (SIS) ReportingDistrict Level

It is the responsibility of SCPCSD for the transmission of data to the State Department of Education at the district mandated report times.

SCPCSD is held responsible by the SCDE and the Federal ED if a Charter School fails to report data or enters inaccurate or incomplete data. There will be repercussions to the school should they not adhere to the data reporting mandates.

Needed Personnel Resources

Student Information System Data Entry Person

1 – 300 .5 time FTE 300 - 700 Full time FTE Over 700 students requires a small FTE task

force

*Roughly 200 Data Elements per student to be maintained for the entire year per student*

What does this person need? Word – General Knowledge of working with

Word

What does this person need? Word – General Knowledge of working with

Word Excel – The ability to import data into Excel

and sort and use filters for data validation

What does this person need? Word – General Knowledge of working with

Word Excel – The ability to import data into Excel

and sort and use filters for data validation

Dependable Email Capability

What does this person need? Word – General Knowledge of working with Word Excel – The ability to import data into Excel and sort and use

filters for data validation

Dependable Email CapabilityThere will need to be some type of archiving associate with the email. Content of emails concerning students are considered part of the student record and must be maintained for 75 years.

Directors, Coordinators, Department Heads Precode ESOL, ELL, LEP Special Education 504 Assessment/Accountability Scheduling/Curriculum Calendar Guidance Attendance/Truancy

Directors, Coordinators, Department Heads Gifted and Talented CATE (if offering CATE courses) Graduation (if offering High School courses) Drop Out Discipline

Attendance Attendance/Enrollment collected based on

reporting dates (5th, 45th, 90th, 135th, 180th day)

Attendance information submitted through POWERSCHOOL

EFA allocations are calculated based on this information.

Charter Schools must provide ethnic** data to the District based on the reporting dates above.

Precode The Precode data set is collected for several

testing programs and SCDE initiatives. All schools are required to participate in

Precoding efforts for all applicable testing programs.

Precode

Two Phases Print Phase – These are the printed test booklets

This phase generally takes place in early to mid January Update Phase – This is where the blank sticker

counts the school receives comes from. This phase generally takes place in March.

Precode Update data pulled will feed into ELDA, EOCEP, HSAP, PASS, Students not Tested, and other reports not always associated directly with any type of state testing.

ESOL/ELL/LEP By federal law, all schools are required to

survey all students upon enrollment to determine if a language other than English is spoken in the home. Once a student is identified as a PHLOTE (Primary Home Language Other Than English) student, he/she must be screened to determine English proficiency (listening, speaking, reading, writing, and comprehension) using a formal assessment instrument.

First Day of Testing Make sure Enrollment Records are up to

date Make sure the Attendance is entered and

accurate Make sure the Student Not Tested is

completed (bottom of the SC Precode Page)

Deadlines District Submission Deadlines set by the

SCDE are not School Deadlines in every case.

In some cases Charter Schools must have their data submitted to the district to give the district time to make sure there are no validation errors

In some cases Charter Schools must submit the data so that the district can combine data into one file from multiple Charter Schools

Deadlines are Deadlines not Maybelines

Deadlines for data submissions are set by the SCDE for the district.

The District sets the deadlines for the schools.

They may not be the same EFA and EIA (SC06 and SC02) Reports and

Extrations MUST be based off the schools 45 and 135th data and must be able to be recreated if there is a question by the SCDE Auditor

Deadlines are Deadlines not Maybelines

Schools must print and store all supporting reports at the school

District Office will generate the SC06 and SC02 Finance Reports on the schools 45th and 135th day date.

These are the official submissions of data and the only ones the district will provide back up data for auditor purposes

PowerSource User Accounts No more PowerSchool training paid for by

the SCDE Each school staff member may have a

PowerSource account so they can access Mastery in Minutes and Distant Learning modules

State Reporting and basic and some advance PowerSchool will be provided by the District Office staff a long with various workshops through out the year

5th day Information Last Name First Name Middle Name– If known – needs to be legal full middle name PowerSchool Number State ID Number SSN – If Known Grade Gender Ethnicity/Race – 2 places Enter Date Enter Code Leave Date Leave Code EFA Date EFA Codes Lunch Status District of Residence

When, Why, and Who…. Membership and attendance data will be

submitted to the SCDE two (2) times a year. Districts will receive state funds based on the

ADM. Final EFA funding is based on the first 135 days of

school. All schools that are accredited through the SCDE,

Office of Federal and State Accountability, Accreditation Team, with the exception of career and technology education (CATE) centers, must report through the Pupil Accounting System (PowerSchool).

South Carolina Education Finance Act of 1977

1. To provide a basic level of support for school operations in all districts

2. To distribute a larger share of the funds to poorer districts.

How EFA works

1. The base student cost2. The weighted number of pupils3. The index of taxpaying ability

A pupil with a weight of one (1) would be an upper elementary student (grades 4-8) with no special needs—no learning disabilities, no lack of English proficiency, and not eligible for gifted and talented programs.

How EFA works

1. The base student cost2. The weighted number of pupils3. The index of taxpaying ability

A pupil with a weight of one (1) would be an upper elementary student (grades 4-8) with no special needs—no learning disabilities, no lack of English proficiency, and not eligible for gifted and talented programs.

Causes of Lost EFA Funding(and some EIA Funds) EFA codes are not disability codes.

Disability codes are set by the OCEP at the federal level, EFA codes come the SC EFA and may not reflect the student primary disability.

Old habits are hard to break. Speech is not the highest weighting like it used to be.

OEC Disability Category Translation to EFA Primary Codes in POWERSCHOOL

POWERSCHOOL Code

EFA Weighting OEC Disability Category

Full POWERSCHOOL Descriptions(manuals/publications) 

POWERSCHOOL Module Descriptions

Notes/Explanations

EM 1.74 Mental Disability (Mild)

Mental Disability-Mild Mental Disabi-Mild

Previous POWERSCHOOL description: Educable Mentally Handicapped

TM 2.04 Mental Disability (Moderate)

Mental Disability-Moderate

Mental Disabi-Mod.

Previous POWERSCHOOL description: Trainable Mentally Handicapped

LD 1.74 Specific Learning Disability

Specific Learning Disability

Spfc Learning Disabi

 

EH 2.04 Emotional Disability Emotional Disability Emotional Disability

 

OH 2.04 Orthopedic Impairment

Orthopedic Impairment Orthopedic Impair  

VH 2.57 Visual Impairment Visual Impairment Visual Impairment  HH 2.57 Deaf and Hard of

HearingDeaf and Hard of Hearing

Deaf /Hard Hearing

 

AU 2.57 Autism Autism Autism  SP 1.90 Speech or Language

ImpairmentSpeech or Language Impairment

Speech/Lang. Impair

 

PMD 2.04 Mental Disability (Severe)

Mental Disability-Severe

Mental Disabi-Severe

Previous POWERSCHOOL description: Profoundly Mentally Disabled

TBI 2.04 Traumatic Brain Injury

Traumatic Brain Injury Traumatic Brain Inj

 

OHI 1.74 Other Health Impairment

Other Health Impairment

Other Health Impair

 

DD 1.74 Developmental Delay

Developmental Delay Developmental Delay

Students with this disability that are 6-9 yr. may be coded DD. Those that are 5yr may be coded as DD ONLY if: Enrolled in school (and) 5 on or before Sept. 1 (and) EFA Grade of K

No Appropriate EFA Code

************** Deafblindness Reported in one of the approved EFA codes

N/A Report as either HH or VH

No Appropriate EFA Code

************** Multiple Disabilities(This is a specific category of disability with eligibility guidelines. It does not refer to having more than one of the other defined disabilities)

Reported in one of the approved EFA codes

N/A Report in the contributing disability category that has the highest weight

Causes of Lost EFA Funding(and some EIA Funds) Improper coding in PowerSchool.

Sometimes extremely improper coding in PowerSchool.

Schools entering the wrong Enter and Exit dates for the student

Not meeting deadlines set for mandatory uploads. 1. 5th day (new schools or approved expanded

schools)2. 45th day3. 135th day

Defined Programs It is important to note that, the first day of

membership in a school cannot occur until the first day the pupil is present and receives services.

A pupil shall maintain membership in a minimum of 200 minutes of daily instruction.

EFA funds students enrollment in Defined Programs, having a student enrolled in school, but not in classes does not meet the definition of Defined Programs.

Defined ProgramsBasic Program Kindergarten The curriculum for children PreK-K shall consist of

experiences and activities which will enhance their physical, emotional, social, and intellectual growth and development and help each child attain, at his own rate of speed, the educational goals set for the primary school.

Basic Program Grades 1-5 Instruction in the subject areas shall be scheduled for

each student for a minimum of 1800 minutes or 30 hours per week including lunch, or the equivalent time on a yearly basis.

Defined Programs

Basic Program Grades 6-8 Instruction in the subject areas shall be

scheduled for each student for a minimum of 1800 minutes or 30 hours per week including lunch, or the equivalent time on a yearly basis.

Basic Program Grades 9-12 The instructional year for secondary students

must be at least 1,080 hours per year, excluding lunch.

Defined Programs

Exceptional Programs To be counted in membership in an exceptional

program, a pupil must be at least five (5) years of age by September 1 of the current school year, except for visually and hearing disabled pupils who must be at least four (4) years of age by September 1 of the current school year.

A pupil in membership in an exceptional program who has been recommended for expulsion will continue to be counted in membership in their special education classification and receive a free appropriate education in accordance with an (IEP), which will include the length of school day.

Defined Programs Minimum number of minutes of instructional time per

week or its equivalent for disabled pupils in resource, itinerant, self-contained, and homebound models approved by the State Department of Education are as follows:

Defined ProgramsCareer and Technology Education (CATE) Program A pupil must be assigned in grades 9-12 and maintain

membership in at least 250 minutes of instructional time per week or its equivalent in an appropriate CATE program approved by the SCDE.

A pupil must maintain membership in a minimum of 200 minutes of daily instructional time or its equivalent.

When recording pupil classifications for CATE students, it will be necessary to record the student by the number of CATE classes he/she is attending. Please use the following guideline:

The Free and Reduced Lunch Debate Lunch Status indicator in PowerSchool and for reporting

purposes is only an indicator that the student is eligible Categorically Eligible Students Direct Certification – Documentation from other agency Direct Verification – Documentation from public records School may complete an application for a student that

is known to qualify. For further details please see the Eligibility Manual

http://www.fns.usda.gov/cnd/Governance/notices/iegs/EligibilityManual.pdf

Free and Reduce IndicatorFederal

Title I Title II Title V IDEA

Free and Reduce IndicatorState

SCDE Dept. Purpose

Assessment Precode

Assessment EOCEP Precode sheets

Assessment Precode

Assessment EOCEP Precode sheets

Career & Technology EAA, Perkins Education Act 1998

Early Childhood Academic Assistance 59-139-05/CDEPP

E-Learning Federal Reporting requirements

Finance EFA /EEA, and QDC 3

Medicaid Proviso 1.2 07-08 Appropriations Act

Public School Choice & Innovation Title I, part H

Regional Services EEDA Statue

Research AYP & Report Card

Research AYP & Report Card

Teacher Quality NCLB

Required PowerSchool Data fields for Students Last Name First Name Middle Name– If known PowerSchool Number State ID Number SSN – If Known Grade Gender Ethnicity/Race – 2 places Enter Date

Required PowerSchool Data fields for Students Enter Code ADA – This means ATTENDANCE! You can not

have attendance without the student being scheduled in classes.

Leave Date Leave Code EFA Date EFA Codes Lunch Status

At-Risk Students What data has to be reported?Statutory & Program Requirements1. Truancy – Incident Management section of PowerSchool2. Absenteeism3. Discipline – Incident Management section of PowerSchool4. Number of students retained in grade5. Grade point averages6. Percentage of target population on grade level7. Percentage of target population who stay in school8. Percentage of target population who complete and IGP9. Percentage of target population earning Carnegie units for graduation10.Attitude of target population toward school and learning11.Percentage of target population who graduate on time.

DisciplineSCDE Regulation No.: R 43-279Levels are defined as:1. Disorderly conduct, 2. Disruptive conduct3. Criminal conduct

DisciplineSCDE Regulation No.: R 43-279Disorderly Conduct - Level I a. Classroom tardiness; b. Cheating on examinations or classroom assignments; c. Lying; d. Acting in a manner so as to interfere with the instructional

process; e. Abusive language between or among students; f. Failure to complete assignments or carry out directions; g. Use of forged notes or excuses; h. Cutting class; i. School tardiness; j. Truancy; k. Other disorderly acts as determined by local school

authorities.

DisciplineSCDE Regulation No.: R 43-279Disruptive Conduct - Level II a. Use of an intoxicant; b. Fighting; c. Vandalism (minor); d. Stealing; e. Threats against others; f. Trespass; g. Abusive language to staff; h. Refusal to obey school personnel or agents (such as volunteer

aides or chaperones) whose responsibilities include supervision of students;

i. Possession or use of unauthorized substances, as defined by law or local school board policy;

j. Illegally occupying or blocking in any way school property with the intent to deprive others of its use;

DisciplineSCDE Regulation No.: R 43-279Criminal Conduct - Level III a. Assault and battery;b. Extortion;c. Bomb threat;d. Possession, use, or transfer of dangerous weapons;e. Sexual offenses;f. Vandalism (major); g. Theft, possession, or sale or stolen property; h. Arson; i. Furnishing or selling unauthorized substances, as defined by local school board policy; j. Furnishing, selling, or possession of controlled substances (drugs, narcotics, or poisons).

ATTENDANCE REPORTING AND RESPONSIBILITIES

A pupil shall be dropped from membership on the day when the number of unlawful days absent exceeds ten (10) consecutive days (the 11th day) or when the pupil leaves school because of transfer, death, expulsion, graduation, legal withdrawal, or for any other reason. Not withstanding any other provision, students with disabilities who have been recommended for expulsion and continue to receive educational services pursuant to Regulation 43-279 (Section V, Part D) shall not be dropped from membership, but should continue to be counted in their special education classification.

ATTENDANCE REPORTING AND RESPONSIBILITIES Proper attendance reporting is the joint responsibility of the

classroom teacher, attendance clerk, computer operator, guidance counselor, and school principal. The process of reporting accurate attendance information begins with the classroom teacher. The teacher must accurately report the attendance status of each student in his/her class.

The attendance clerk and assistant principal or school principal should periodically spot check one of the PowerSchool attendance reports to ensure its accuracy.

PowerSchool provides two primary methods for recording attendance. The first method is by the teacher in the classroom using PowerTeacher. The other method is by the attendance office or other designee using PowerSchool.

Schools must be able to provide adequate documentation to verify every student's first day in attendance.

ATTENDANCE REPORTING AND RESPONSIBILITIES Students who are present the first day of school and are part of

the database require no further action, provided the default EFA code assigned during EFA/EIA initialization is correct. These students will be counted in membership effective the first day of school.

A “no-show” student is one who does not show up on the first day of the new school year as expected (enrolled and scheduled for classes). The proper code is NS and the exit day of the new school year for that school. The student must be no-showed before the end of the first day of school.

Daily attendance requires that either:◦ Daily attendance is recorded by a PowerSchool Admin for each student,

once per day.◦ Daily attendance can also be entered by teachers using the meeting to

daily attendance bridge.

Smarter Balanced Hardware Purchasing 93.2% certain schools will need some type of

tablet to preform testing on 97.34% certain that the device will need a

touchscreen with precession pointer capabilities

99.7% certain every school will have to purchase new technology in the next two years

100% certain that the district and the schools need to develop a plan on how we are going to prepare for state wide online testing

Smarter Balanced Hardware PurchasingCalifornia Technology Assistance Project:Additionally, there are plans to include a significant number of items in the mathematics assessment that will require a student to produce illustrations or calculations. Because of this, by 2016-2017, it is expected that students will need to use a tablet or other device that allows for stylus input. The timeline for future, and possibly required, use of tablet devices is still under consideration. This information is planned to be released in a minimum specifications guidelines document in August 2012

SLICE – What does it mean to the district and schools National Technology Plan from the Dept. of

ED states that each state will develop a Longitudinal Data Solution and that LEAs will support the state in that development

SC has developed SLICE to comply with the NTP

Date will be pulled from PowerSchool into ENRICH Assessment every night, on a regular basis this data will be pulled into the SCDE data store

SLICE – What does it mean to the schools There is going to have to be even a bigger

push to make sure the data in PowerSchool is accurate and up to date.

SCDE is planning on a state data audit system assessing data quality, validity, and reliability at the time of the actual data entry into PowerSchool, this may turn into a more near real time exchange or over night validation process.

SLICE – What does it mean to the schools

What Data Will Be the SCDE have Access to on a Regular Bases? Student demographics

◦ Student number, State ID◦ Name, Address, Phone ◦ Race / Is Hispanic, Gender, Date of Birth ◦ Mother/Father ◦ Grade Level, Schools

Attendance Discipline Teachers

◦ Name, email address, current school Rosters

◦ Course/section #, section name, teacher, min/max grade range, content area Final course grades Test scores

◦ All available test scores data back to 2006 if available

SLICE – What does it mean to the schools

Data Standards Only the State defined codes will be imported into Enrich Assess Central for:

◦ Attendance ◦ Discipline

Course Codes will be aggregated if consistent with Activity Coding manual **we have been informed that we must use course names as they appear in the Activity Code Manual as of the 2012 – 2013 school

ESOL/ELL/LEP By federal law, all schools are required to

survey all students upon enrollment to determine if a language other than English is spoken in the home. Once a student is identified as a PHLOTE (Primary Home Language Other Than English) student, he/she must be screened to determine English proficiency (listening, speaking, reading, writing, and comprehension) using a formal assessment instrument.

TRANSCRIPTSTranscripts only comes from PowerSchool

This is an SCDE and SC Higher Ed rule

Transcripts must be accurate and precise

This is something that we will not ask twice

Yearly Transcripts must be printed by the June 15th date

That is mandated by the state

You may have another Learning Management System or SIS

But all official transcripts must come PowerSchool nevertheless

School Lunch Applications – 3 Years then destroy.

Cumulative Pupil Record Files - 75 years, then destroy

Pupil Record Cards – 2 years if CPRF is present, if not 75 years, then destroy.

Teacher’s Grade Books - 2 years if CPRF is present, if not 75 years, then destroy.

Pupil Accounting and Support Documentation - 3 years, then destroy

Student Truancy Records - Until student reaches age of majority, then destroy

Teacher’s Student Attendance Record - 1 year, then destroy

Records Retention Policy

IF IS NOT IN POWERSCHOOL, EXCENT, ENRICH, OR SMARTFUSION THEN IT DOESN’T EXIST!

DISTRICT MANTRA

And Remember

The Principal/Head Administrator is ultimately responsible for all data that is reported for the Charter School