Education Data Management: Legislative Update 2009

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Education Data ManagementLegislative Update 2009

• randy.raphael_at_schools.utah.gov
• www.schools.utah.gov/finance/statistics
• Finance and Statistics Section
• Business Services Division
• Utah State Office of Education
• April 9-10, 2009

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New Way ofOrganizing Presentation

• Stuff you have to do something about
• Stuff you oughta be aware of
• Stuff I thought I should mention
• More about some stuff

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STUFF YOU HAVE TO DO SOMETHING ABOUT
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Data ClearinghouseOctober 2009 Deadline

• UEA convention scheduled for October 1-2
• Only five school districts will be in session
• Submit fall enrollment as of the first school day
  in October in your LEA
• Expected to be either October 1 or Monday,
  October 5
• Deadline remains October 15

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Data ClearinghouseYear End 2009

• Major changes announced by Judy Park in March to
  assessment directors
• No more November clean up resubmissions
• Was solely for accountability did not affect
  funding
• Data Quality Auditors will be available to help
  improve submitted data
• To be hired with funds from our federal
  Longitudinal Data Systems grant
• New Clearinghouse validation reports will be
  available
• The traditional summary report will be expanded
  to incorporate reasonability checks (next 3
  slides)
• More formal assurance from LEAs that good data
  has been submitted
• A single signature sheet with check boxes

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Revised LEP Homeless
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Revised
New
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(No Transcript)
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Assurances FormCheck Boxes Signature

• Regarding data submission (e.g., Clearinghouse),
  LEA has
• reviewed validation reports and believes data to
  be correct or
• not reviewed validation reports and recognizes
  possible errors but allows USOE to produce
  official federal and state reports from data
• LEA has (not) complied with state statutes and
  regulations regarding
• Fire drill
• Earthquake drill
• Federal education agreement approval
• Required postings of announcements and documents
  to Public Meeting Notice site
• http//www.utah.gov/pmn
• Required postings of data to Transparency site
• http//www.utah.gov/transparency (available May
  15)

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Year End Web SurveyChanges for 2009

• New Address
• http//www.schools.utah.gov/yews (not yet
  available)
• Classified Personnel
• Other Personnel option in Transportation (2700)
  added
• Community Services (3300) added
• Paraprofessionals
• New report asks for counts of Teacher Aides
  Paraprofessionals and Media Center Aides given
  in the Classified Personnel Report to be
  disaggregated by school
• The goal in collecting this data is to satisfy a
  recommendation of the recent (January 2009)
  legislative performance audit regarding class
  size. Specifically, this additional information
  on paraprofessionals (instructional aides in
  the audit report) will facilitate a more complete
  accounting for adults in computation of school
  level student-to-adult ratios Utah Code
  53A-1-301(5)(b)

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Student Data CollectionUTREx

• Utah eTranscript and Record Exchange
• LEA participation is required
• R277-484 (Data Standards)
• http//www.schools.utah.gov/LAW/Administrative20R
  ules20Files/R277-484.pdf
• Beginning July 1, 2010, will replace the Data
  Clearinghouse as the medium for student data
  collection
• For more info
• Clinton.Thomsen_at_schools.utah.gov

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Data ClearinghouseRace/Ethnicity

• Federal mandate to implement new data collection
  and reporting policy
• Guidance on the two-question format,
  reidentifying current students, and observer
  identification in cases of missing data
• http//nces.ed.gov/pubs2008/2008802.pdf
  (especially Chapter 4)
• Required by October 2010 Clearinghouse upload
• Will not (yet) be applied to educators in CACTUS

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Funding ProgramsNCLB / ARRA

• Title I Part A
• 49,536,282 (final)
• Own CFDA 84.389A
• Revised preliminary allocations of Regular and
  ARRA Title I available by April 17
• Title II Part D
• Educational Technology
• 3,209,375 (estimated)

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ARRA / Title IFunding Cliff

• Because the recovery funds constitute a large
  increase in Title I funding that will likely not
  be available at the same level beyond Sept. 30,
  2011, LEAs will have a unique opportunity to
  improve teaching and learning and should focus
  these funds on short-term investments with the
  potential for long-term benefits, rather than
  make ongoing commitments that they might not be
  able to sustain once recovery funds are expended.

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ARRA / Title ISchool Level Expenditures

• Each LEA that receives Title I Part A ARRA funds
  must file with the SEA, no later than December 1,
  2009, a school by school listing of its per pupil
  educational expenditures from state and local
  sources during the 2008-09 school year.
• http//www.ed.gov/policy/gen/leg/recovery/guidance
  /title-i.pdf (April 2009)

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Funding ProgramsNESS

• First, thank you for your diligence in supplying
  detailed documentation last year!
• We will conduct a detailed review in April-May
  2011 for FY 2012
• So, applications or modifications will only be
  needed this year (FY 2010) for schools whose
  situation has changed since last year
• Deadline is May 1
• Contact Shaunna (538-7672) for assistance

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STUFF YOU OUGHTA BE AWARE OF
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Data ClearinghouseHomeless

• Funds will be allocated on cumulative count
  rather than as of October 1

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Data ClearinghouseLimited English

• The following students will be counted as Limited
  English Proficient (LEP) for federal purposes
• Y (Pre-emergent, Emergent, Intermediate,
  Advanced)
• O (Opted out)
• For state purposes, the LEP count will also
  include
• F (Fluent) and exited from ELL within prior two
  years

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Data ClearinghouseForeign Exchange

• Foreign exchange students with J-1 visas appear
  to be underreported
• In fact, available evidence suggests that some
  districts are misreading optional in Resident
  Status documentation to justify reporting J-1s as
  Utah residents in violation of law to obtain even
  more funding
• Beginning October 2009, we will require explicit
  declaration of the resident status of each student

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Data ClearinghouseYIC Full Time

• Classification
• 0 Not a full time YIC student
• 1 Full time YIC student (has a YIC service code
  other than RSM, ISI-1, or ISI-2)
• Notes
• Full time YIC students will be included in
  special education membership, as in the past, and
  also in enrollment for allocation of school trust
  land funds
• This change in data collection policy is
  motivated by the consolidation of YIC students
  into alternative schools for accounting purposes
  and the elimination of YICSIS as a source of YIC
  student data
• The classification may be expanded to cover all
  service codes and associated YIC membership

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Data ClearinghouseDistrict of Residence 1

• Proposed Project
• Web Service For Locating School District Of
  Residence
• Utah Automated Geographic Reference Center (AGRC)
• http//gis.utah.gov/agrc
• USOE will create interface to consume web service
• Purpose
• Improve accuracy of district of residence data
  reported by charter schools so that property tax
  revenue can be more fairly reallocated
• Functionality
• Basic idea is for charter to enter permanent
  address into web form, retrieve name and number
  of school district which contains the address,
  then report number via CLH

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Data ClearinghouseDistrict of Residence 2

• Timeline
• Goal is to deploy application in June 2009
• Help
• Paul.Crawford_at_schools.utah.gov (801.538.7646),
  USOE Charter Schools IT Analyst
• Liaison to charters in promoting and supporting
  use of web service
• Verification of School District Boundaries
• AGRC will work directly with school district
  business administrators (BAs)
• Basic approach will be for the AGRC to send maps
  to BAs and county asessors

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AuditsCompliance Intenal

• Request for Consideration
• New section (9.x) in Legal Compliance Audit Guide
  formalizes process of making adjustments to
  statistics which drive funding after data
  collection period has closed
• Accuracy of WPU Counts
• USOE Internal Audit staff are beginning an audit
  this month

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LegislationEducator Eval. (HB 264)

• Local boards must adopt an educator evaluation
  program with numerous mandated components,
  including use of student achievement data
• Mentors to educators who have not yet achieved
  status as a career educator must receive
  training in mentoring educators

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LegislationClass Level Data (HB 328)

• District, school, and class results of the U-PASS
  testing program, but not the score or relative
  position of individual students, shall be
  reported to each local school board at a
  regularly scheduled meeting.
• School performance report shall include NRT and
  CRT scores for the previous two years and whether
  there was a sufficient magnitude of gain by class

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Statistical AwardCriteria

• On Time
• Year End Data Clearinghouse (July 15)
• Year End Web Survey (July 15)
• October Data Clearinghouse (October 15)
• Aggregate Membership Audit Report (Sept 15)
• Fall Enrollment and Transfer Student
  Documentation Audit Report (Nov 1)
• Complete and Accurate
• Audit Report
• Follows current State of Utah Legal Compliance
  Audit Guide
• No repeat findings from the previous year
• No need for USOE to make adjustments to
  statistics based on audits or other compelling
  evidence
• Data Files
• No need for USOE to make adjustments to
  statistics
• Starting YE 2009, Cactus Database will be
  included
• Satisfactory response to notification of
  anomalies in FTE and Teacher Salary data by June
  29

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STUFF I THOUGHT I SHOULD MENTION
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CACTUSFTE Definition

• Measure of Labor (not Compensation)
• An individuals FTE in CACTUS is based on an
  individuals contract time worked not on the
  individuals level of compensation
• Prorated
• An individual that works fewer periods, hours or
  days (however labor is measured) than the LEA
  standard for full time employment in the position
  should be entered as less than 1.0 FTE.

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AuditsLegal Compliance

• On May 9, 2008, the Finance Committee of the
  State Board decided not to make any substantive
  changes in response to State Auditor findings
  (1/18/2008) regarding a lack of policies and
  procedures for evaluating independent accountants
  reports of student membership
• Maintenance of the Legal Compliance Audit Guide
  is uncertain because of budget cuts sustained by
  the State Auditors Office

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LegislationChild Welfare (HB 63)

• A student shall be allowed to enroll in any
  public school, including a district where the
  student does not reside, if the enrollment is
  necessary, as determined by the Division of Child
  and Family Services.
• The division shall may use an interdisciplinary
  team approach in developing each child and family
  plan. The interdisciplinary team shall include,
  but is not limited to, may include
  representatives from the following fields mental
  health education and if appropriate, law
  enforcement.

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LegislationGRAMA (HB 118)

• It is unlawful for a person to intentionally
  mutilate, destroy, or to otherwise damage or
  dispose of the record-copy of a record knowing
  that the mutilation, destruction, damage, or
  disposal is in contravention of a governmental
  entity's properly adopted retention schedule or
  if no retention schedule has been properly
  adopted by the governmental entity, the model
  retention schedule.
• Violation is now a class B misdemeanor formerly,
  at worse, it was only a cause for dimissal

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LegislationForest Reserve (HB 149)

• Portion of funds allocated to school districts
  of the county according to proportion of school
  children residing in each district that are over
  the age of 6 and under the age of 18.
• Charter school students are included in counts by
  using district of residence
• Not clear how charters will participate in the
  funding

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LegislationMilitary Child (HB 194)

• LEA must enroll a military child (as defined in
  law) under the age of 5 by September 2, if the
  child was enrolled in a public school in another
  state prior to moving to Utah.
• USOE will modify CLH edit check to allow such
  students flagged as military child to count in
  membership

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LegislationReauthorization (HB 197)

• All rules of Utah state agencies are
  reauthorized, except
• R765-603, Regents (Board of), Administration,
  Regents' Scholarship and
• R277-470-12(B) and (C), Education,
  Administration, Charter Schools, Charter School
  Parental Involvement

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LegislationDisruption (HB 244)

• It is a class A misdemeanor to enter school
  property when attempting to flee or evade pursuit
  or apprehension by police
• The court shall order the defendant to reimburse
  the school for costs incurred by the school in
  responding to the defendant's presence on the
  school property

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LegislationUSDB (HB 296)

• The Utah Schools for the Deaf and Blind can now
  be a designated local education agency, with
  two schools for the deaf and blind,
  respectively but nothing diminishes the
  responsibility of a students LEA of record for
  the education of the student

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LegislationWriting Test (HB 334)

• U-PASS modified to include an online (rather than
  paper and pencil) writing assessment in grades 5
  and 8 (rather than in grades 6 and 9)
• LEAs are encouraged to administer an online
  writing assessment in grade 11, at their own
  expense
• State Board is authorized but not required to
  award grants to pay for online writing and
  assessment in grade 11 in any case, no money has
  been appropriated

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LegislationSpec Ed Voucher (HB 425)

• LEAs with students who have an IEP must
• Notify parents of Carson Smith Scholarship within
  30 days of qualification for IEP and no later
  than Feb 1
• Post detailed info about applying for the
  scholarship on own website
• Link to the state program website at
• http//www.schools.utah.gov/admin/specialneeds.htm
  

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LegislationMaster Study (HJR 21)

• 29. Education Reports - to study and review the
  reports required by statute and the State Office
  of Education, including reports that local school
  districts must prepare.

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LegislationHome Schooling (SB 146)

• A local school board shall issue a certificate
  excusing a minor from attendance within 30 days
  after receipt of a signed affidavit filed by the
  minor's parent.

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MORE ABOUT SOME STUFF
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Legal Compliance AuditRequest for Consideration
1

• 9.1 If, as a consequence of the audit or further
  review of its student accounting system, a
  district would like to make an adjustment to
  statistics that is, to aggregate data already
  in the possession of the USOE based on individual
  data previously reported by the district that
  may have a material impact on the districts
  allocation of funds, the district may submit a
  formal request for consideration to the USOE.
• 9.2 Evidence supporting the adjustment must be
  documented in the body of or as an attachment to
  the audit report and be received by the USOE by
  the deadlines specified above. The actual request
  may be made by email over the signature of
  either the district superintendent or business
  administrator (or their charter school
  equivalents).

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Legal Compliance AuditRequest for Consideration
2

• 9.3 The USOE will review all such requests for
  consideration together with audit reports during
  its regularly scheduled audit report review
  meetings in September (for the Year End
  Clearinghouse Report and Year End Web Survey) and
  November (for the Fall Enrollment Clearinghouse
  Report).
• 9.4 Submission of a request does not guarantee
  that an adjustment will be made. Moreover,
  adjustments to aggregate data will not be
  reflected in the underlying individual data
  stored in the USOE Data Warehouse. In either
  case, districts will be notified via email of the
  decision of the USOE. The USOE also retains the
  right to adjust statistics when warranted by the
  findings of an audit in the absence of a request
  from the district.

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UTRExSources of Initiative

• Utah State Legislature
• HB 160 (2007) provided 3 million for student
  achievement data management system that can
  operate at local and state levels
• U.S. Dept. of Education
• USOE won 4.5 million competitive State
  Longitudinal Data Systems grant to build student
  record exchange system
• Schools Interoperability Framework (SIF)
• http//www.sifinfo.org

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UTRExMajor Features 1

• Universal use of national standards (SIF) for
  student record/transcript exchanges will improve
  data quality for all purposes
• Each LEA will receive the necesssary software,
  servers, and trained staff to support on demand
  exchange with any other LEA and the USOE of any
  subset of student records

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UTRExMajor Features 2

• LEAs will be able to electronically send
  transcripts to any Utah postsecondary
  institution, most out of state postsecondary
  institutions, and even other out of state LEAs
• U.S. Dept. of Ed accepted USOE proposal to test
  submission of deidentified student level data to
  satisfy federal reporting requirements

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NCESAttendance Data Guide

• Every School Day Counts The Forum Guide to
  Collecting and Using Attendance Data
• http//nces.ed.gov/pubs2009/2009804.pdf
• National Forum on Education Statistics
• http//nces.ed.gov/forum
• Tracy Olsen (Nebo) currently represents Utah LEAs
  at Forum