Student Record Collection - PowerPoint Presentation

Student Record Collection 2019-2020 UpdatesVirginia Department of EducationOffice of Educational Information ManagementJune 2019 1

Agenda Updates & Clarification to Data ElementsRetired Data Elements for 2019-2020New Data Elements and Codes for 2019-2020Questions

Updates & Clarification to Data Elements for 2019-2020 3

Serving Division/Serving School Changes Divisions 280-299 will no longer be used for Special Ed Tuition Reimbursement purposes The serving division/school should reference the physical setting for all students New division/school numbers will be reported for Private School Special Ed students 600/8000 will no longer be accepted Division/school numbers will be published for these facilities as soon as possible

PK Experience for KG Students Accurate PK Experience! PK Experience data is being published on the School Quality Profiles If a student has a public PK experience in your division (reported with a PK Funding Code while in PK), then that information supersedes the data collected by the parent during kindergarten registration

Aggregate Days Unscheduled Another attendance option to use other than present or absent, since the student is not expected to be in school on these days A pupil shall be counted present only when he is present for roll call or is in attendance for approved participation at approved school-sponsored field trips or other approved activities or events. (8VAC20-110-40). A student is absent when he was expected to be present but is missing for roll call or is not in attendance for school sponsored activities.

Retired Data Elements for 2019-2020 7

Retired Data Elements Formerly NAEP Homeroom IdentifierFormerly Unexcused Absences Formerly MOP flag (transitioned to MSC) Formerly MOP Number of Classes Formerly Credit Accommodation Flag Formerly Attendance Plan Code Formerly Attendance Conference Code Formerly Court Referral or Proceedings Filed Code

New Data Elements and Codes for 2019-2020 9

New Data Elements Unexcused Absence - TruancyUnexcused Absence – Locally DefinedAttendance Plan Flag 2019 Attendance Conference Code 2019 Court Referral Code 2019 Early Intervening Services Flag Seclusion (private school, special ed ) Restraint (private school, special ed)Locally Awarded Verified CreditsSpecial Permission Locally Awarded Verified Credits Credit Accommodation Codes Intensive Support Services Code (Formerly special ed tuition reimbursement)

Unexcused Absence - Truancy The cumulative number of absences where student whereabouts are unknown and not supported by parent Some examples include: Student is at a friend’s house Student may show up to school but does not enter

Unexcused Absence – Locally Defined The cumulative number of absences where student whereabouts are known or supported by the parent, but administration or local policy still deems the absence unexcused Depending on local policies, some examples could be: Participation in non-school athletic activities where the student misses school – i.e. a travel tournament Vacation/out-of-country trips that may include students visiting relatives (some divisions excuse this, others do not) Community events where a student may be volunteering their service during school hours College visits

Attendance Plan Flag/Code 2019 A flag to indicate whether a plan was jointly developed to resolve the student’s nonattendance when the student accrues five unexcused absences for the year. Such plan shall include documentation of the reasons for the student’s nonattendance. Codes: Y/N – was a plan created – would be required for every record OR 1 – Yes plan was created 2 – No plan was not created Null Edits: Valid Code Code would be required if sum of at least 5 between Unexcused Truancy and Unexcused Locally Defined

Attendance Conference Code 2019 A code to indicate whether a conference was held, with or without a parent, within ten school days from the date of the tenth unexcused absence. The conference shall include a principal, or principal’s designee, and incorporate a multi-disciplinary team to address concerns and plan additional interventions to address nonattendance. Codes: 1 – Conference held within 1o days of 10 th absence with parent 2 - Conference held within 1o days of 10 th absence without parent 3 – Conference held but not within 1o days of 10 th absence with parent 4 - Conference held but not within 1o days of 10 th absence wit hout parent 5 – Conference not held Edits: Valid code Check against sum of 10 for Unexcused Truancy and Unexcused Locally Defined

Court Referral Code 2019 A code to indicate whether the student is making progress in improving attendance, or for circumstances in which the parent is intentionally noncompliant, the parent is referred to court; or for circumstances in which the student is resisting parental efforts to comply with compulsory attendance requirements, the student has been referred to court. Codes: 1 – Progress Monitoring 2 – Student referred to court 3 – Parent referred to court Edits: Valid Code

Early Intervening Services Flag A flag to indicate whether the student received CEIS or CCEIS services at any point during the school year. (IDEA Part B) Edits: Y/N – receives services Notes: The schools of students with a Y will be checked against lists of divisions required to set aside funds (CCEIS) and divisions who elected to set aside funds (CEIS) Schools on the CCEIS and CEIS list will receive fatal errors if no students have Y EOY only

Seclusion The cumulative number of times that a student in a private school for students with disabilities was put into seclusion, as per the Regulations Governing the Operation of Private Schools for Students with Disabilities . Edits: Must be a valid number between 0-9,999 Check serving division/school to ensure private school for students with disabilities Allow null for public school students Notes: EOY only

Restraint The cumulative number of times that a student in a private school for students with disabilities was restrained, as per the Regulations Governing the Operation of Private Schools for Students with Disabilities . Edits: Must be a valid number between 0-9,999 Check serving division/school to ensure private school for students with disabilities Allow null for public school students Notes: EOY only

Locally Awarded Verified Credits The cumulative number of locally awarded verified credits earned by a student, in accordance with the Board of Education’s regulations and guidance, Guidance Governing the Use of Locally-Awarded Verified Credits. Edits: Blank or valid number (<= 6) If primary disability code is blank, valid number <= 3 Notes: EOY and Summer only

Special Permission Locally Awarded Verified Credits The cumulative number special permission locally awarded verified credits earned by a student with disabilities, in accordance with the G uidelines for Standard Diploma Credit Accommodations for Students with Disabilities. Edits: Blank or valid number (<= 6) Primary disability code cannot be blank Notes: EOY and Summer only

Credit Accommodation Codes A state assigned code to indicate any and all credit accommodations that a student with disabilities used to earn credits required to graduate with a Standard Diploma. Codes: 1 - Courses Taught in Two Parts - Two standard credits for one sequence in a content area 2 - Expanded Score Range for Expedited Retake - Students with a scaled score between 350-374 are eligible for an expedited retake on that test with the exception of English Writing 3 - Economics and Personal Finance - Personal Living and Finance (3120) substitutes for Economics and Personal Finance (6120 ) 4 - Alternative Assessment - VMAST (EOC English Reading*) *VMAST EOC Reading assessment will no longer be available after the 2018-2019 school year Edits: Blank or valid code Primary disability code cannot be blank Notes: EOY and Summer only

Intensive Support Services Code A state assigned code which designates a program, through which students with Intensive Support Needs receive special education services and which allows the student to be claimed for reimbursement funds. (Formerly known as the special education regional tuition reimbursement program). Edits: Blank or valid code Required if First/Second/Summer Semester Tuition Reimbursement is not null Notes: Collected on Spring (1 st semester), EOY (2 nd semester) and Dec. 1 Child Count (summer semester)

Intensive Support Services Codes 1 – Cooperative Centers for Exceptional Children2 – Middle Peninsula Regional Special Education Center3 – Laurel Regional Program4 – Northern Neck Regional Program5 – Northwestern Regional Education Program6 – New Horizons Regional Education Center7 – Piedmont Regional Education Center8 – Shenandoah Valley Regional Program9 – Southeastern Cooperative Education Program (SECEP ) 10 – Northern Virginia Regional Special Ed Program 11 – Henry Co Public Schools/Martinsville Regional Program 12 – Roanoke Valley Regional Board 13 – Region I Consortium

Intensive Support Services Codes, Cont. 14 – Rockbridge Regional Partnership15 – Stafford/Fredericksburg Regional Partnership16 – Caroline/King George Regional Partnership17 – Far Southwest Regional Partnership18 – Mid Southwest Regional Partnership19 – Near Southwest Regional Partnership20 – Westmoreland Regional Partnership21 – Fairfax Regional Partnership22 – Potomac Regional Partnership 23 – Fauquier Regional Partnership 24 – Highlands Regional Partnership 25 – Eastern Shore Regional Partnership 26 – St. Mary’s Infant Home Disclaimer: These codes are not finalized and may be updated

General Information 25

SRC Website HTTP://WWW.DOE.VIRGINIA.GOV/(Information Management>Data Collection> Student Record Collection ) All support documentation will be updated on the website as soon as it is finalized

General Contact Information Email: ResultsHelp@doe.virginia.govAnswered from 7:00 AM t0 4:30 PM Checked every 15 minutes (last check at 4:15 PM)

Specific Office Contact Information New Attendance Regulations Email: michael.gregory@doe.virginia.gov Phone: (804) 225-4543 Early Intervening Services Email: spedprogramdata@doe.virginia.gov Seclusion/Restraint Email: hank.millward@doe.virginia.gov Phone: (804) 371-0525 Locally Awarded Verified Credits/Special Permission LAVC/Credit Accommodations Email: jeffrey.phenicie@doe.virginia.gov Phone: (804) 786-0308 Intensive Support Services Email: angel.lewis@doe.virginia.gov Phone: (804) 225-2043

Questions?

Feedback Email: ResultsHelp@doe.virginia.gov All feedback from these webinars will be collected for review and consideration. Updates to the proposed SRC based on these webinars will be sent out to SRC Contacts via email and listed in the Tuesday Telegram