VirtualandPerformanceBasedCourseSetand AttendanceVerificationKentuckyD - PDF document

1 VirtualandPerformanceBasedCourseSetand A
VirtualandPerformanceBasedCourseSetand AttendanceVerificationKentuckyDepartmentEducationDivision of District SupportAugustKDEContactJosh WhitlowDivisionDistrict SupportOffice of Finance and OperationsSower,FloorFrankfort,KY 5279, ext.josh.whitlow@education.ky.gov Damien SweeneyOffice of Career and Technical Education300 Sower, Floor Frankfort, KY 40601, ext. 4545damien.sweeney@education.ky.gov Table of ContentsDocumentOverviewVirtualandPerformanceBased CourseFactsCoursesthatmust bePerformanceBasedDistrictOptionPerformance/Virtual/Seat TimeSettingPeriodScheduleBlockScheduleCourse SetupGradingTaskVerifyScore GroupScheduling a V/PB SectionEntering GradesVerifyDataEntryVerifyDataEntrywithStatePublishedAd Hoc QueryVerifyData EntrywithSAAR Virtual and Performanc

2 eBasedStudentReportVerifyData Entrywith
eBasedStudentReportVerifyData Entrywith StatePublishedAdHocQueryVerifyData EntrywiththeSAARReportCalculateand VerifyAttendance CreditStudentwithSeat Timeand VirtualClassesFunding Gap Audit Report Createa Single Student FilterGenerating the SAAR for a SingleStudentfor a Single DayGenerating the SAAR for a SingleStudentforthe WholeYearPresent Days + Absent Days + VP Days = Total Enrolled DaysFrequently Asked Questions DocumentOverviewPurposeThepurpose thisdocumentis toprovide instruction on thecorrectsetfor virtualandperformancebasedcourses so attendancecreditforstudentstakingthese courseswillaccuratelyreflectedon theSAAR.VirtualandPerformanceBased CourseFacts702 KAR 7:125, Section 1 (4) (c); 704 KAR 3:305 Section (4) (3.) states that a virtual course must be off c

3 ampus.Infinite Campus should reflect as
ampus.Infinite Campus should reflect as closely as possible what actually happened in the schoolStudents cannot be checked out in Infinite Campus if they are in a nonattendance classVirtual or performancebased attendance does not count on the Growth FactorSeat time classes must contain a Carnegie unit of time (120 hours). Virtual or performancebased (V/PB) classes can be set up to earn a Carnegie unit of attendance even if the course is completed in less timeThe SAAR Report calculates the seat time attendance first andcaps the V/PB attendance so student never generates over one day of attendance per daySAAR Report calculates 100% attendance when they pass the class or no attendance if they do not passCourses must have a final grade posted in thegrading task. SAA

4 R does not pull from transcriptentriesNo
R does not pull from transcriptentriesNote:not schedulestudentsinto aseattimeclass ifa certified teacher isnot really takingattendanceCoursesthatmust bePerformanceBasedGattonAcademyCraftAcademyClasseswherecreditis givencompletion predefinedcriteriaCraft/Gatton Academy Guidance Document DistrictOptionPerformance/Virtual/SeatTimeDualcreditcollegeclassesCreditrecoveryInnovativeSchedulingSettingPeriodSchedulePath: System AdministrationCalendarCalendarPeriods TabSelecttheappropriateSchoolandScheduleStructure,openthePeriodstab. The example showsoneminute,instructionalActivityPeriodtheendthedayfortrackingteams,clubs,etc.is not parttheregularsixperiodstandardday.AnotherperiodhasbeenaddedtheendthedaycalledV/PB.ordergenerate CarnegieunittimetheSAAR,thelengththeperiodmust

5 calculated.theexampleabove,there areminu
calculated.theexampleabove,there areminutesschoolday.There aresixclassesperday.Dividethenumberperiodsthestandarddayintothenumber standarddayminutes.Theexampleabove wouldcalculated(415/6=69.1).Roundup to 70minutesto assurefulldayfunding.Thisgivesstudent1/6 ominutespossible attendanccreditV/Pclastheare scheduled to take.A student’s attendance credit can never be more than 1.0 for each day. So, the highest possible attendance credit a student can receive for virtual and performancebased courses can only be equal to the difference between the standard school day and the student’s seat time in regularly scheduled classes.Example: Using the period schedule above, if a student attended seat time classes from 1st period through 5th period (355 minutes), then to

6 ok a virtual course to fill his schedule
ok a virtual course to fill his schedule, the attendance funding for the V/PB class would be capped at 60 minutes (415355 = 60) even though the V/PB period is 70 minutes long. ��5 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ;Note:there arestudents attendingtheGattonAcademyCraftAcademythatareout ofthebuildingfor theentireday,schedulethe classforperiodsthru6 tofillthewholeday.BlockScheduleThere maybe classthatmeetsone semesterandneedsblockschedule.additionalperiodshouldaddedthatlongerandgivesattendancecreditforlargerportiontheday. shouldtwice astheV/PBperiod.Coursesin thisperiodshould onlymeet onesemester becauseblockcourse.Example: ��6 &#x/MCI; 0 ;&#x/MCI; 0 ;Course SetupPath: System Administration / Schedu

7 ling / Add CourseFor details on setting
ling / Add CourseFor details on setting up courses, see the Courseand Dual Credit Coursedata standards. Recommendation: Use a naming convention in the course number to make virtual and performancebased courseseasyto recognize. For example, include the ‘V’ for virtualclasses, ‘PB’ for performance based or ‘DC’ for dual credit in the course number.Thisis notrequired,butmakeseasierto findwhensearching for courses.Note:order toget attendancecreditbasedpassingthecourse,the type mustvirtualperformanceandattendancemustunchecked.Course TabClick on the Course in the Index, select the CoursetabType: Select Virtual of PerformanceTranscript: Can be checked to allow posting to the transcript once grades have been entered.Attendance:Course sh

8 ould not be marked for Attendance. There
ould not be marked for Attendance. There is no seat time for the course. Attendance will be reflected on the SAAR based on whetheror not the student passes the class.Teaching Method:Choose the appropriate teaching method.Instructional Setting:Choose the appropriate setting ��7 &#x/MCI; 0 ;&#x/MCI; 0 ;GradingTaskPath: System Administration / Scheduling / Courses /Grading TasksSAAR calculates attendance credit from course grades, not transcript entries. AV/PB coursemust have a grading task to record the final grade. ClicktheCoursetheIndexSelectGrading TaskGradingTaskmusthaveFinalGradeSelectAddSelectFinal GradeNote:Final Gradeshouldonlyselectedforonetermon theTermMaskthefinal termwherethegradewillawarded.otherterms are marked andhaveleft the

9 finaltermblank,attendancewillbe givenfor
finaltermblank,attendancewillbe givenforthe course.Attendancepulledfromthefinal termforattendance reportingSAAR.Note: Score Group should be selected with correct Scale Group that fits best in your district. ��8 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ;VerifyScore GroupPath:GradingStandardsScoreGroups &RubricsSelecttheScoreGroupused on the Grading TaskVerifyPassingScoreboxcheckedforallpassinggradesVerifyPassingScoreis unchecked for all failing gradesSchedulinga V/PB SectionPath: System Administration / Scheduling / Courses / SectionSearch for the course by number or nameSelectthe Section tab.Select Add a Sectionor select an existing sectionsectionnumberrequired.AllV/PBclassescanscheduledintotheV/PBperiodandwill givecreditfort

10 hoseclassesHighlyQualifiedselectNotAppli
hoseclassesHighlyQualifiedselectNotApplicablePrimary Teacher/Teacherrequired,grades willenteredtheSectiontabTeacher Display NameThisfielddisplaysthe portal, schedules and reportcardsBy default, it is the primary teacher’s name or it can be overridden here to show the college, digital learning provider oother meaningful information 9 ��10 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ;EnteringGradesClicktheSectionin theIndex, selecttheGradingBy Tasktab.Clickthedropdownarrow andselectFinal Gradelist ofstudentsenrolledthecoursewill bedisplayed.Selectscoreforstudentfromthedropdownscorelist.If a percentage grade is available, enter it in percent.Note: Select the actual grade the student received as long asthe correct grades a

11 re indicated as a passing grade on the G
re indicated as a passing grade on the Grading Scale. This allows you to post the actual grade directly to the transcript rather than entering the grade manually on the transcript. ��11 &#x/MCI; 0 ;&#x/MCI; 0 ;VerifyData Entry VerifyDataEntrywithStatePublishedAd Hoc QueryPath:Hoc Reporting Data Export State Published Virtual and PerformanceBased Students hoc query hasbeen published alldistrictscalled“VirtualandPerformanceBased Students.”Once have the query,generate a PDFreportallVirtualandPerformanceBased students. HighlightVirtual/PerformanceBasedStudentfilterSelectPDFReportSelectFieldNameOnlyClick the ExportbuttonNote:thereno accesstheStatePublished ad hoc queries,contactthedistrictadministrator and theycanmake a copythe ad

12 hoc. ��12 &#x/MCI; 0
hoc. ��12 &#x/MCI; 0 ;&#x/MCI; 0 ;VerifyData EntrywithSAAR Virtual and PerformanceBasedStudentReportThereportwilllistthestudent,schooltheyattend,coursename,andstartand/orenddateTo allow SAAR todetermineV/PB attendance credit correctly, the dates should be blank.Attendance creditwilldetermined thelengthclassandstudentenrolleddayswhen the start and end dates are blankand allowsSAARto calculateCarnegieUnitRemoveanystartenddatesthewalkschedulerRosterBatchEdittabthesection ��13 &#x/MCI; 0 ;&#x/MCI; 0 ;VerifyData Entrywith StatePublished Hoc QueryPath: Hoc Reporting DataExport State Published Student Virtual Performance- BasedStudentsThe hoc query be used look schedules,attendance or otherinformationforthisliststudent

13 s by using the AdvancedSearchfeatureloca
s by using the AdvancedSearchfeaturelocatethespecificstudents.Searchfor a SpecificStudentSearchtab the top leftAdvancedSearchSavedFilters – Highlight the hoc createdSearchThiswillbring up the liststudentsmeeting the criteria of the hoc foryou easilymovefromstudent student withoutneeding to search again.(Thissiteonlyhas one V/PBstudent). ��14 &#x/MCI; 0 ;&#x/MCI; 0 ;VerifyData EntrywiththeSAARReportTheSAARreport runin Detailverifyvirtualperformancebased students.Calendars:SelectthecalendarswantverifyReportType: DetailReport Selection:CheckonlyRV VirtualPerformanceBasedAttendanceenerateeport ��15 &#x/MCI; 0 ;&#x/MCI; 0 ;If a student does not have a final grade or does not have a passing grade, theywill show

14 on the reportwithzerodays.After a passin
on the reportwithzerodays.After a passing grade is entered, the amount of attendancecreditper studentwill show on the report.Calculateand VerifyAttendance CreditStudentwithSeat Timeand VirtualClassesA student willgenerateMOST one day of AggregateDailyAttendance (ADA)per eachday they areenrolled.A student be over scheduled. If he has a fullday of seat attendance and has V/PB classes.If she has apartialdayseat time schedule andexcessV/PBclasses.TheCappedV/PProficientDays the sum of the Uncapped VirtualProficientdays and the UncappedPerformanceProficientDays. the student overscheduled, the CappedV/Pwillonly allow one day’sattendance per dayper student. TheSAARreport be used to verifyfullday’sattendance being generated. orderto verifythismust have th

15 e following things: A student has a full
e following things: A student has a full schedule. This be either V/PB or Seat Time and V/PBA student has passing grades entered on the V/PB classes ��16 &#x/MCI; 0 ;&#x/MCI; 0 ;Funding Gap Audit ReportPath: KY State Reporting/Funding Gap AuditThe purpose of this report is to produce a list of students that potentially have funding gaps in their schedules. The report is designed to look at a student’s schedule and display the percentage of attendance used to calculate funding for seat time attendance classes and virtual/performancebased classes. Students with a combined total of less than 100% in these two class types will be returned on the report. Schedules for these students should be examined to determine whetherthere is a fund

16 ing gap that needs to be addressed. This
ing gap that needs to be addressed. This report is not designed to be “cleared”. It is an auditing tool to help identify potential issues with student schedules that could result in a loss of funding.For more information, see the Funding Gap Audit Report Quick Reference Card ��17 &#x/MCI; 0 ;&#x/MCI; 0 ;Createa Single Student FilterPath:HocReportingCreatenewFilterusingtheSelectionEditorFilterDataTypeStudentHoc can createdverifytheV/PBsetSelectCreatenewFilterusingtheSelectionEditorSelectStudentClickNextGivetheselectionquerynameFindthestudentthelist and clickthearrowmovehimtheSelectedStudent’slistClickSave ��18 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ;Generating the SAAR for a Singl

17 eStudentfor a Single DayPath:State Repor
eStudentfor a Single DayPath:State ReportingSAARReportThisfilterused runattendancereportsforthisstudentmakesure attendanceis beingcalculatedcorrectlyforseat time attendanceandvirtual/performancebasedcourseThedate rangesetlookparticulardayrange daysspecificschoolmonth.theexamplebelow,thereportbeinggeneratedforschoolday.The onlyrecordsneedlookat areR7 AggregateAttendanceand VirtualPerformance BasedAttendance.SelecttheHoc fromthepreviouspageGeneratetheSAARTheexampleshowsoneattendanceday.Thisstudentreceives.87 attendancecreditforseattimeandforthevirtualcourse.Thetwoamountsaddedtogetherequalonedayof attendanceforthisstudentforsingleday. ��19 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ; &#x/MCI; 2 ;&#x/MCI; 2 ; &#x/MCI; 3

18 ;&#x/MCI; 3 ; &#x/MCI; 4 ;&#x/M
;&#x/MCI; 3 ; &#x/MCI; 4 ;&#x/MCI; 4 ; &#x/MCI; 5 ;&#x/MCI; 5 ;Present Days + Absent Days + VP Days = 1 Day.87 + 0 + .13 = 1 Day ��20 &#x/MCI; 0 ;&#x/MCI; 0 ;Generating the SAAR for SingleStudentforthe WholeYearRunthereportforthisstudentforthewholeyearratherthansettingthedaterange forday.Thisshowstheamountattendancecreditthestudentwillreceiveforthevirtualcourse.Present Days + Absent Days + VP Days = Total Enrolled Days141.81 + 0 + 21.19 = 163 Days Enrolled ��21 &#x/MCI; 0 ;&#x/MCI; 0 ;Frequently sked uestionsQ: What I needseattimeattendanceat my alternative school, but allclassesareperformancebased?A: Create a CreditRecoveryAttendance course scheduledintoall periods the student willattend.The actu

19 alcourse workbeingattempted must be capt
alcourse workbeingattempted must be captured in the V/PBpart of the schedule.Starting 2018-2019 the state code fore placeholder course will be 960001. Since the student has a full schedule of seattimeclasses, the performancebasedattendance creditwill be cappedzero.Q: What I a studenthasbeenexpelledwithservicesthatareV/PB?Would I stillneedseatattendance?A: Yes,when a studentexpelledwithservices,thedistrictdoes not loseanyattendance.orderget the attendance,setshowntheexampleabove.Youneedschedulestudentswhoareexpelledwith or withoutservicesintoseatclassesaccordancewithKAR 7:125. If a student enrolled in only V/PB classes receives an out of school suspension, how is the suspension entered? The district must enroll the student into a seat time course to which t

20 he suspension can be attached. Create/sc
he suspension can be attached. Create/schedule the student in an allday course (i.e. Homeroom) for the duration of the suspension. Behavior records for out of school suspensions can only be created when a student is enrolled in a seat-time course. Q: What I have a DualCreditperformancebasedclassand I neededseattimeattendance,wouldI use the samecourse?A: o, the DualCreditPlaceholderstate code 950001 will be usedfordual credit coursesThisnewstate course codewill be availablestarting inthe 2018-2019. Q: Whatthecollegegradingscaledoes not matchthegradingscale the districtusesforfinalgrades?A: A newgradingscale be createdthatmatchesthecollegegradingscale.Thenew gradingscaleselected on the gradingtasktabthecourse. ��22 &#x/MCI; 0 ;&#x/MCI; 0

21 ;Q: Whatsingledayonlycalculates.99dayins
;Q: Whatsingledayonlycalculates.99dayinsteadfulldayattendancecredit?ThelengththeV/PBperiodneedsextendedtheperiodschedule.Whencalculatingattendancecredit,thelengththeperioddividedthelengththestandarddayroundsdown,enoughcreditwillgiven.importantroundThesystemwill attendancemorethanonedayallotted.haveschedulesetwasrecommended,andnowhaveschedulegaps.Whatdidwrong?normalseegapthereportforthesestudents.ForSAAR,theScheduleGapReportwillliststudents,onlywarning.longthegapsthereportmatchthewhenthestudentdoesnothaveseattimeclassesV/PBclasses,attendancewillcalculatecorrectly.ThegapsremovedusingtheCreditRecoveryPlaceholder(960001)theDualCreditPlaceholder(950001).maynecessarycreatetwoversionstheplaceholders,forattendanceandmarkedforattendance.Studentsshouldscheduledintoattendan

22 ceclassunlesstheyarewithcertifiedstaffan
ceclassunlesstheyarewithcertifiedstaffandattendancetaken. havesetV/PBcoursesoutsidetheschoolday?No,buttherecommendedpractice.TheclassesenteredingthestandarddaythatmaycausethefundingperdaylessthanAllV/PBclassesthestudentattemptingto passmustscheduledCampus.WhyhavezerodaysRecordwhenallV/PBClasseshavepassinggradesthetranscript?TheSAARonlyusespostedpassinggradesthegradingtaskthesectioncalculateattendancecreditforRecordsurepostgradesthefinalgradingtask.Where canfindmoreinformationaboutusingtheplaceholdercourses?See GuidingPrinciples for UsingCourseCode950001and GuidingPrinciplesforUsing Course Code . Is there any additional uidanceon virtual and performancebased course set up?Virtual and performancebased course set up is coverin the End of Year Process Data Clean