2010 MSIS DATA COLLECTION WORKSHOP 1 Presenters

2010 MSIS DATA COLLECTION WORKSHOP 1

Presenters Francie Gilmore-Dunn Linda Golden Gregory Smith Jerry Russ MIS Statistics and Reporting Shelia Thompson Tollie Thigpen & Office of Innovative Report 2

• What is EDFacts? • EDFacts is a U. S. Department of Education (ED) initiative designed to collect and place state-reported K through 12 education performance data at the center of policy, management and budget decisions. EDFacts centralizes data provided by state education agencies (SEAs), local education agencies (LEAs) and schools. • What are the purposes of EDFacts? • Place the use of robust, timely performance data at the core of educational decision making and policymaking. • Reduce state and district burden by streamlining data reporting. • Improve state data capabilities by providing resources and technical assistance. • Provide data for planning, policy and management at the federal, state and local levels.

• • • What is important to know about EDFacts? Full reporting through EDFacts is required for all states beginning in SY 2008 -09. The Office of Management and Budget (OMB) approves the EDFacts data set before collection begins. Each SEA identifies a staff member to serve as the EDFacts Coordinator. The coordinator is the official SEA contact for the EDFacts team and is critical to the success of EDFacts does not collect individual student- or staff-level information. All information provided to EDFacts is aggregated at the school, district, or state level. None of the information is personally identifiable to individual students or staff members. A Data Governance Board within ED meets to address discrepancies in data definitions and data quality issues and to approve changes to the data set. The board includes representatives from K-12 program offices across ED.

• • • What are the EDFacts systems? EDFacts Reporting System. EDFacts data analysis and reporting tools permit users to access, analyze and report on education data. Two kinds of reporting options are available – preformatted reports and ad hoc, or individually tailored, reports. States can access preformatted reports for the data they provide to ED, while Department staff can access both preformatted and ad hoc reports. EDEN Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the Department. SEAs provide the vast majority of their education data to ED using the ESS. EDEN Survey Tool (EST). The EST is a Web-based interface that allows LEAs and other local level entities to submit data to ED. The EST is used to collect data for the Civil Rights Data Collection and the Electronic Application System for Indian Education. EDFacts Metadata and Process System (EMAPS). EMAPS provides an easy method for states to report and maintain metadata, which are information collected to explain and analyze data in ESS. Examples of metadata include state definitions, state policies, assessment information (such as performance levels and testing accommodations), graduation rate calculations, and accountability information.

FEDERAL REPORTS • • CCD (MIS) CSPR (OIS) MSIX (MIS 2000) DANS (Spec Ed) CAR (Voc Ed) OCR NAEP 6

True and Accurate Data District Accreditation Policy: 2. 5 FACTORS AFFECTING CHANGE IN ACCREDITATION STATUS An assigned accreditation status may remain unchanged during that school year except in those cases where verified noncompliance with financial standards (See Appendix H), the testing standard (See Appendix F), standards for Safe and Healthy Schools (See standards 35, 36, & 37), continued noncompliance with federal regulations, or reporting false information MAY DOWNGRADE A STATUS IMMEDIATELY. When the district has verified correction of deficiencies in meeting all process standards previously cited as deficiencies on the district’s Accreditation Record Summary, the accreditation status will be upgraded.

CSPR Consolidated State Performance Report • Collects data that is required under section 1111 of the No Child Left Behind Act (NCLB), which mandates the requirements for the Secretary’s report to Congress and information necessary for the Secretary report on the Department’s Government Performance and Results Act (GPRA) indicators. 8

CSPR • • Participation Proficiency AYP Results Teacher Quality Language Instructional Programs Persistently Dangerous Schools Graduation and Dropout Rates Education for Homeless Children and Youth Programs

CSPR (Continued) • Migrant Child Counts • Student Achievement & Participation in Title I Schools • Even Start Programs • Neglected, Delinquent, At Risk • Innovative Programs • Rural Education • Funding Transferability for state and local educational agencies

Federal Programs Managed by OIS • • • Title I, Part A – Basic Title I, Part C -- Migrant Title I, Part D – Neglected & Delinquent Title II, Part A – HQ Teachers & Admins Title III, Part A – ELL Title IV, Part A – Safe & Drug Free Schools Title IV, Part B – 21 st Century Learning Title V, Part A – Innovative Programs Title VI, Part B – Rural Education Title X, Part C – Homeless Education

Indicators in MSIS not Utilized How do we maximize • • • TITLE 1 TITLE STUDENT INDICATORS MIGRANTS LEP HOMELESS NEGLECTED/DELIQUENT 12

TITLE 1 • • Title 1 funds are targeted to high-poverty school districts and used to provide supplementary educational services. Only those persons receiving Title 1 funding should be coded in personnel with a Special Program Code of 1. In Title 1 School wide Program, most federal, state, and local funds are consolidated to upgrade the entire educational program of the school. In schools operating on a school wide model, Title 1 is no longer a distinct program but is integrated into the regular program. Schools may elect to operate as a school wide program only if they have a child poverty rate of at least 40 percent. Title 1 Targeted Assistance Schools are so-termed because it targets its services on specific, identified children. A student is Title 1 Eligible if he or she is from a low-income family, as indicated by his or her free and/or reduced lunch status. Title 1 neglected students are students who are 21 years of age or younger and enrolled in a regular program of instruction at either an eligible institution or community day program for an average length of stay of at least 30 days. Title 1 delinquent students are students who attend a public or private residential facility that is operated primarily for the care of children and youth who have been adjudicated delinquent or in need of supervision. 13

Student Indicators All Student data is provided through monthly file submissions. 14

AYP • Adequate Yearly Progress Model – Annual AYP “Met/Not Met” Decisions – Improvement (choice, supplemental services) – Corrective Action (serious!) – School Restructuring (very serious!)

MIGRANTS • In order to qualify for the Migrant education program the child must: • Be younger than 22 and has not graduated from high school or does not hold a high school equivalent certificate • Have moved within the last 36 months • Have moved across school district boundaries and a change in residence • Have moved for the purpose of obtaining work that is temporary or seasonal, and agricultural of fishing • Be working to provide a living for himself and his or her family 16

MSIX • What is MSIX? Migrant Student Information Exchange: MSIX was developed in September 2007. The MSIX does not replace existing state migrant student record systems; rather it links them in a minimal invasive manner to collect, consolidate, and make available critical education and health data. The MSIX also leverages available information provided by the states to ED’s Education Data Exchange Network (EDEN) system to ease the data collection burden on states 17

BEYOND MSIS

Data Required for Reporting NOT Currently Captured in MSIS • • • Private School Participant Survey Private School Enrollment Form Homeless Student Tracking System Supplemental Education Services Participant Counts Neglected/Delinquent Annual Student Count (October) 21 st Century Yearly Performance Report Profile Performance Information Collection System (PPICS) English Language Learners (ELL) Survey Consolidated Federal Programs Monitoring

DEMOGRAPHICS • DISTRICT: Street address (Physical Address) Mailing Address (Mail Delivery) Administrator Information • SCHOOL: Street address (Physical Address) Mailing Address (Mail Delivery) Grades Taught Administrator Information 20

DISTRICT DEMOGRAPHICS At the beginning of each school year, all data contained in the demographic file should be checked for validity, corrected if necessary. 21

SCHOOL DEMOGRAPHICS The School Demographics screen will provide District/School Users with the ability to create, update, and view the School Demographic information for new and existing Schools. Any authorized MSIS user that has access to the School Demographics screen will be allowed to view the Demographic information for any school in the State. 22

ENROLLMENT: Enrollment is the total number of different pupils admitted to (or entered on the roll of) the school unit concerned. The school unit may be the classroom, the school, the county, the state, or the nation. In order that a uniform procedure for elimination of duplicate enrollment may be used by all school within a state, as well as by respective states, it is necessary that pupils be classified as Original Entries, Re-entries, and Withdrawals. 23

ETHNICITY/RACE A two-part question is mandatory, with the ethnicity part asked first. Ethnicity (Choose one): • Hispanic/Latino • Not Hispanic/Latino Race (Choose one or more, regardless of Ethnicity): • American Indian or Alaskan Native • Asian • Native Hawaiian or Other Pacific Islander • Black or African American • White • Two or more races 24

A DROPOUT IS AN INDIVIDUAL WHO: • Was enrolled in school at some time during the previous school year and; (Aug-May); • was not enrolled at the beginning of the current school year; • has not graduated from high school or completed a District approved educational program; and • does not meet any of the following exclusionary conditions: * Transfer to another public school district, private school, or State or District approved educational program; * Temporary absence due to suspension or school-approved illness; * Or death. 25

Traditional Graduate • A students who enters the ninth grade and after fulfilling a prescribed course of study, graduate four years later. ( Graduate associated /w a Year) WHAT IS THE GRADUATION RATE? The percentage of students entering the ninth grade who, after fulfilling a prescribed course of study, graduate four years later. (Yearly Rate) 26

Incidents and Dispositions Reported to MSIS Why am I reporting discipline data to MSIS? All discipline data reported is required by either state or federal legislation. 27

Discipline Detail Report • Two Major Divisions – Incidents and their reporting requirements – Dispositions and their reporting requirements • Incident is an infraction committed by a student • Disposition is the result of an incident and is prescribed by the district. 28

Student Incident Data Western 3/5/08 FAP Cody 10/23/93 Handgun Student had handgun in backpack Expulsion 3/5/08 5/21/08 45 Expelled for duration of school year 29

Different Groupings of Incidents I. Alternative Education Codes Ø Used as a tracking system to track reasons for remanding students to Alternative School Ø Does not count in aggregate numbers of incidents for school/district II. Persistently Dangerous School Codes Ø Must be reported within 72 hours of occurrence III. State law codes IV. Incident codes reported to track dispositions 30

ARRA REPORTING ARRA Guiding Principles • • Spend quickly to save jobs Improve student achievement through Ensure transparency and accountability Invest one-time funding to minimize “funding cliff” 31

ARRA REPORTING Transparency Federal Funding Accountability and Transparency Act (FFATA) – 1512 (c)(4) • SEC. 1512. REPORTS ON USE OF FUNDS (c) RECIPIENT REPORTS. —Not later than 10 days after the end of each calendar quarter, each recipient that received recovery funds from a Federal agency shall submit a report to that agency that contains— (4) awarded by the recipient to include the data elements required to comply with the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109– 282), 32

ARRA REPORTING Mississippi Education Recovery Act Awards Statewide Longitudinal Data Systems State Fiscal Stabilization Funds (SFSF) Title I, Part A Mc. Kinney-Vento Homeless Assistance Act School Improvement Funds Section 1003(g) – Individuals with Disabilities Act (IDEA) Title II – Part D National School Lunch Program Equipment Assistance Grants Qualified School Construction Bonds TOTAL $ 7, 569, 716 $160, 541, 123 $132, 888, 489 $ 896, 372 $ 39, 910, 208 $122, 347, 422 $ 8, 507, 492 $ 1, 720, 968 $ 297, 737, 000 $772, 118, 790 33

ARRA REPORTING Section 1512 ARRA Report Federal. Reporting. gov Provides transparency into Recovery Act spending – Who received Recovery Act dollars in what amounts – What activities and projects are being funded – What is the completion status of such projects and activities 34

ARRA REPORTING Transparency of ARRA Funds Prime recipient – MDE Sub-recipients – Local Educational Agencies Vendor – a dealer, distributor, merchant, or other seller providing goods or services that are required for conduct of a Federal program. (Refer to OMB Circular A-133 M-0921 Section 2. 2) Vendor Payment – a vendor payment, for reporting purposes, is defined as an amount that has been obligated, invoiced, paid for by the district, and reimbursed to the district by the MDE 35

ARRA REPORTING Data Elements Prime Recipient – Federal Funding Agency Name – Award Identification – Recipient DUNS Number – Parent DUNS Number – Recipient CCR Information – CFDA Number – Recipient Account Number – Project/grant period – Award type, date, description, and amount January 2010 • Amount of Federal Recovery Act funds expended to projects/activities • Activity Code and Description • Job creation narrative and number • Infrastructure expenditures and rationale • Recipient Primary Place of Performance • Recipient Area of Benefit • Recipient Officer Names and Compensation (Top 5) • Total number and amount of small sub-awards Copyright © 2010 Mississippi Department of Education

ARRA REPORTING Sub-recipient Reporting Sub-recipients will report the following to MDE: – Vendor Payments – Jobs Created/Retained 37

ARRA REPORTING Sub-recipient Reporting Jobs Created and/or Retained Jobs Created- “A new position created and filled, or previously existing unfilled positions that are filled, as result of Recovery Act funding. ” Jobs Retained- “Previously existing filled positions that are retained as a result of Recovery Act funding. ” Reference: OMB Updated Implementing Guidance for ARRA; Section 5 -2 38

ARRA REPORTING Sub-recipient Reporting Jobs Created and/or Retained To report jobs created/retained within the district, districts will need to provide the following information: – Employee’s SSN – Hours worked by employee 39

ARRA REPORTING Sub-recipient Reporting Jobs Created and/or Retained Recipients must consider the job impact on vendors funded with Recovery At funds. Typically, individuals who are employed by vendors in order to provide services to prime recipients or sub-recipients would be counted. Recipients should not attempt to report on the employment impact on vendors from whom recipients are purchasing materials, equipment, or other supplies (so-called “indirect” jobs), except in those instances where the value or the quantity of the purchases is so significant as to have an identifiable employment impact on the vendor. 40

ARRA REPORTING Sub-recipient Reporting Vendor Payments Districts will need Vendor’s DUNS number (all vendors paid with ARRA funds must have a DUNS number) or the Vendor’s 9 digit zip code. Districts will report the amount of the payment to the vendor and the description of the goods/services paid for during the quarter being reported. 41

ARRA REPORTING LEA FY 11 ARRA Reporting Timeline Quarter Period Deadline 2010 Quarter 3 July – September 30 2010 Quarter 4 October – December November 31 2011 Quarter 1 January – March 31 2011 Quarter 2 April – June 30 42

Contact Information Office of Innovative Support Sheila Thompson sthompson@mde. k 12. ms. us 601 -359 -3499 Tollie Thigpen tthigpen@mde. k 12. ms. us www. mde. k 12. ms. us/innovative_support/index. html Central High School Building 359 North West Street, Suite 111 Jackson, MS 39205

Contact Information Office of Management Information Systems M. Francie Gilmore-Dunn mgilmoredunn@mde. k 12. ms. us 601 -359 -3863 Gregory Smith gsmith@mde. k 12. ms. us Jerry Russ jruss@mde. k 12. ms. us Shelia Miller smiller@mde. k 12. ms. us Linda Golden Lgolden@mde. k 12. ms. us Central High School Building 359 North West Street, Suite 118 Jackson, MS 39205

Thank You For Attending 45

Alternative Education Codes • • Data is often asked for by state legislators researching the need for funding of alternative programs in their district. If you aren’t reporting them, the legislator will conclude that you don’t need funding and won’t push for funding. 46

Persistently Dangerous School Codes • These incidents must be reported within 72 hours of occurrence “Persistently Dangerous School” is a school that, during the past two (2) years, has continually exposed its students to injury from violent criminal offenses and is: • – – An elementary, middle, or secondary public school in which a total of 20 or more violent criminal offenses were committed per 1000 students (2%) in two (2) consecutive years. An elementary, middle, or secondary alternative school in which a total of 75 or more violent criminal offenses were committed per 1000 students (7. 5%) in two consecutive years 47

State-Law Codes • These incidences must be reported in accordance with state law. • They do not carry the 72 -hour stipulation. • They can be reported in the current monthly submission. 48

Alternative Education Codes • • • ASAE – student remanded to alternative school after being expelled from regular school ASCO – student remanded to alternative school as a stipulation of probation ASCP – student is remanded to alternative school after receiving corporal punishment ASFY – student starts the year in alternative school ASGD – student is remanded to alternative school to complete GED 49

• • • ASHS – student is remanded to alternative school after completing suspension. ASOS – student is remanded to alternative school by youth court for committing crimes off campus. ASPR – student is remanded to alternative school at the request of a parent. ASRR – student is remanded to alternative school for remedial education purposes ASSA – student is remanded to alternative school for truancy. ASTS – student is remanded to alternative school after release for juvenile correctional facility. 50

• ASLT – Assault - Any verbal threat or physical assault which results in a court (Youth or Adult) prosecution. – Same as fighting except the student was prosecuted in court. • EXTN – Extortion - The use of threats to obtain something of value from another person – Similar to robbery only a threat is used instead of physical force – When in doubt, use robbery • FAP – Firearms Possession - The possession of any firearm of any type by a student – Includes firearms only. • FIGHT – Any verbal threat or physical assault committed in violation of state code that does not result in prosecution. – Includes normal school yard type fights. – Includes shoving, gesturing, pushing, pulling, striking, etc. 51

• HOCI – Homicide - Any death that occurs on school property caused by a student • KNAP – Kidnapping - Without lawful authority to seize, confine, or imprison a person against their will, or against the will of the custodial parent. • MYHM – Mayhem – Disfigurement – Slicing, Cutting with a razor, or the intentional disfigurement of a person 52

Persistently Dangerous School Codes • ROBB – Robbery – To take property from the possession of another by violence or threat of violence. – To tell someone “I’ll beat you up if you don’t give me your shoes and lunch money. ” • STAS – Staff Assault – Any verbal or physical assault or offer to do bodily harm, committed against school staff by a student. Immediately upgraded to a felony. – Unlawful touching a staff member or the offer to do bodily harm to a staff member. • STKG – Stalking – To harass or credibly threaten another with the intent to instill fear of death or injury that results in prosecution. – To follow, gesture, speak to, or communicate with another person with the intent of causing them to be afraid they will be injured or killed. – Often associated with terminated romantic relationships. 53

• PSNG – Poisoning – Introduction by a student of a hazardous substance to food or water supply with the intent to kill or injure – Placing a hazardous material in any substance normally ingested by a person. • RAPE – Rape – Sexual relations by a person 18 or older with a child under the age of 14. Any person who forcibly attempts to have sexual relations with a female regardless of age. – Consensual sexual relations between an adult (>18) and a child (<14) are illegal. Also, to attempt to force a person to have sexual relations is illegal. 54

• SXBT – Sexual Battery – Actual sexual penetration without consent; or of a mental defective; or child >14 but <18; or sex between staff and student. – Sex without consent or sex with a SPED student or student between 14 and 18 as well as sex between student and staff. • WPOS – Weapon Possession – Possession of any weapons other than a firearm. – Possession of knives, edged weapons, blunt weapons, or any device carried with the obvious intent to be a weapon such as clubs, ax handles, screw drivers other than in a shop environment. 55

State-Law Codes • ALC – Alcohol – The solicitation to purchase, sell, use, or the possession of an alcoholic beverage on a school campus. – Liquor, beer, or other alcoholic beverage • BTHR – Bomb Threat – This includes bomb threats where a student subject is identified. Any threat affecting a school must be reported no matter who received the call – Contact the Division of School Safety immediately via phone even if a student subject is not identified. 56

• DCOND – Disorderly Conduct – Unlawful conduct that promotes either an unsafe or other environment that is not conducive to effective and efficient education operations that result in prosecution. – REPORT ONLY INCIDENTS THAT RESULT IN PROSECUTION. – Includes but is not limited to • • Abuse of Staff Bullying Disturbing School Sessions Profane Language Indecent Exposure Abusive Language Disturbance in a Public Place 57

• DRUG – Possession of Drugs – The student solicitation to purchase, use, or the possession of a controlled substance or paraphernalia without a prescription. – Possession of any drug of abuse such as marijuana, cocaine, crack, methamphetamine, etc. Does not include non-prescription medications. • THEF – Theft – Any violation of state code that involves the unlawful taking of the property of another with the intent to deprive the person of their property. – Stealing money, books, clothing, personal articles, etc. 58

• TRES – Trespassing – Entering school property without authorization or not pursuant to school business. – Entering school property before or after school hours or while in a suspended or expelled status. • VAND – Vandalism – The intentional destruction or defacement of school property. – Graffiti, destruction of desks, equipment, breaking windows, doors, etc. 59

Codes Used to Track the Disposition • NCB – Non Criminal Behavior – Any incident which is a violation of school policy that is NOT a violation of the law. – Disrespect to teachers, insubordination or defiant behavior. • Only these dispositions may be used with NCB – Expulsions – Suspensions – Corporal Punishment – Alternative School. 60

Dispositions Reportable to MSIS • ADMIN – Administrative Discipline – Discipline that is within the parameters of district policies and procedures. • Any incident OTHER THAN NCB that results in a disposition of ADMIN is reportable. – Any incident that is a violation of school policy AND state law. – Examples of ADMIN are: • Verbal intervention or chastisement • Behavioral modification plan • Student conference • After school detention 61

Dispositions Reportable to MSIS • ALSCH – Alternative School – Student assigned to Alternative School. – Any infraction that results in the student being remanded to Alternative School. • CORP – Corporal Punishment – Striking the posterior with hand or instrument. – When a student is spanked by hand or instrument such as paddle. – Any infraction that results in corporal punishment. 62

• EXP – Expulsion – The termination of ALL educational services for a period of time to exceed 10 days up to one calendar year. • SUS – Suspension – The temporary termination of ALL educational services for a period of time not to exceed 10 days. • ISS – In School Suspension – Student assigned to In School Suspension. 63