General Overview 2020-21 End of Year€¦ · CDE from the student Interchange and will never be...

General Overview2020-21 End of Year

Recorded February 2021

EOY Basics

Things to be aware of

Next steps

What, why, & who

Keep these in mind before getting started

Trainings and validations

EOY Basics

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What is End of Year (EOY) and why do I have to do it?

October Count:

• Who is

attending

• Who needs

to be funded

• For what

• How many

End of Year:

• What happened

during the school

year?

• Completions

• Graduations

• Dropout

• Mobility2020-2021 School Year

• Who came in• Who went out• Why/how/when did they enter or

leave?EOY impacts your school’s plan type and

accreditation rating.

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For more info on EOY data use

• Used for school, district and state rates

• Graduation & Completion Rates• http://www.cde.state.co.us/cdereval/gradratecurrent

• Dropout Rates• http://www.cde.state.co.us/cdereval/dropoutcurrent

• Mobility / Stability Rates• http://www.cde.state.co.us/cdereval/mobility-

stabilitycurrent

• How CSI Uses School Data• https://resources.csi.state.co.us/new-how-csi-uses-

school-data-13-min/

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This includes:○ One day entry/exit records for students who were expected to

return but did not

○ Students who attended even for just one day

○ Students who have transferred out or transferred in

In short, ALL student activity for your school for the 2020-2021 school year.

Who is reported

All students who were reported in

October Count plus any new students.

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ALL schools w/ 9th -12th submit Graduation Guidelines file

What files do I need to submit?

ALL schools will submit SD SSA

Some schoolsTitle I

ACC

GG

If you submitted a Title I for OC, submit a Title I for EOYTitle I

Students taking AP courses or post-secondary options

Student Demographic File

Student School Association File

Advanced Course Completion

Graduation Guidelines

Student Dem. (SD) File

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End of Year Resources

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End of Year Resources

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The Weekly Update Email

submissions_csi@csi.state.co.us 10

Collection Dates

• March 2nd – 1st Record Checker submission due (new this year)

• March 9th – Initial Submission

• June 10th – Level 1 Errors Cleared

• Mid-July - 2nd Record Checker submission due (new this year)

• July 14th – Level 2 Errors Cleared

• Early August– Summary Report Review Training (required for all schools)

• Late August – Initial Summary Report Review

• Early November – Final Certification Due

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Interchange Files Check Template

SD File Checks Tab

SSA File Checks Tab

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Interchange Files Check Template

SSA File Checks Tab

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EOY: Things to Know

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Consistency between OC and EOY

Students who started the year FRL should end

the year with the same

status.

Only change should be newly

qualified or entry/exit.

Overall numbers may change as students enter/exit/newly qualify, but students who

started the year (October Count) in a special population group should finish the

year (End of Year collection) in the population group or be properly documented as

having exited or phased out of that population group.

Free/Reduced LunchMilitary Connected,

Migrant, & Homeless

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Reminder: FRL Eligibility Status End Date

Free and Reduced Lunch eligibility status end dates should not be the last day of school.

end date ≠

Use date: 06/30

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To avoid misreporting FRL data

• Use end date 06/30 - NOT the last day of

school

• Compare FRL data on Record Checker Tool

• ALWAYS review Summary Report FRL data

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Consistency between OC and EOY

SIS rollover to 21-22 SYUpdate EL status based on ACCESS testing

EL FIELDS STAY THE SAME*

Updates from ACCESS testing should not be made until after your SIS roll-over to the new 20-21

school year.

ACCESS Testing

*Unless changes were made due to COVID related Interim Procedures for EL testing

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Attendance Requirements

Aggregate to Individual

Complete and accurate attendance data is required for all CSI schools.

Attendance Snapshot MUST be error free by

MAY 14th

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Graduation Guidelines are REQUIRED this year

Exit code 90 – graduated with a regular diploma, will

be crossed checked against Grad Guidelines data on

record.

• Submission of Graduation Guideline files are

REQUIRED by CDE this year.

• For schools with 9th, 10th, 11th, or 12th grades

• Graduation Guideline files must be submitted by

the Initial Submission deadline date of 03/09/2021

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EOY Submission Process Overview

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Where am I and what do I do next?

CSI Data Submissions Handbook:

https://resources.csi.state.co.us/data-submissions-handbook/

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Step 1: Collection Prep

First, go to the End of Year Resource page (https://resources.csi.state.co.us/end-of-year/) on the Data Submission Library.

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Step 2: Data Entry & Update

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Step 3: Submit data to CSI

File submission & naming

Working in FileZilla

Submit to FileZilla > EOY >20-21 > Files to Run

• Your Record Checker Tool

• SD File

• SSA File

• Graduation Guideline File – if applicable

https://resources.csi.state.co.us/data-submissions-handbook/

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Step 4: Clearing Data Errors

Students being reported by two or more CSI schools

• SP149 Errors

(SD File)

• SE722

Warnings (SSA

File) –WILL

turn into Level

2 Errors

• SE404 Errors

(Level 2)

• Check Entry and Exit Dates

• CSI will help clear these errors

• Reply to CSI communications on the matter as quickly as possible.

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Step 4: Clearing Data ErrorsThese warnings indicate that a student is marked with an Exit Type of 13 (Transfer to another public school in a different Colorado school district), but the student has not shown up in any other districts records.

• SP149 Errors

(SD File)

• SE722

Warnings (SSA

File) –WILL

turn into Level

2 Errors

• SE404 Errors

(Level 2)

• Address while still in Level 1 Error phase

• Will turn into Level 2 Errors

• Check for Confirmation of Enrollment and Attendance from the receiving school.

• More info in EOY Exit Code Training

• Reach out to the school to ensure they include them in their State Collections.

• Adequate documentation must be submitted to CSI in order to resolve.

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Step 4: Clearing Data Errors

Students reported w. Exit Code 00 in 19-20 EOY (expected to return) but does not have a 20-21 SY record in the school.

• SP149 Errors

(SD File)

• SE722

Warnings (SSA

File) –WILL

turn into Level

2 Errors

• SE404 Errors

(Level 2)

• Otherwise, will be reported as Dropout (40).

• Need to follow up with student to find out where they exited to.

• CSI will send Adjustment Files to impacted schools.

• More info in EOY Exit Code Training.

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Interlude: CSI Validations between Step 4 and Step 5

CSI Validations

JULY

• All students in SPED EOY have

IEPs marked in EOY

• Primary Disability should be the

same for EOY and SPED EOY

• Exit Dates/Types match

EOYSPED

EOY

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EOY and SPED EOY Validations

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Step 5: Review & Close

August

Initial Summary

Report Training

Your Initial Summary in

FileZilla

Sept. – Oct.September Oct. – Nov.

CDE Post-Cross LEA Phase

722 Warnings will become

Errors requiring Adequate

DocumentationAll data can still be updated

CDE Cross LEA Phase

ONLY Exit Data can be adjusted

New Warnings generated on

Exited students

Final Summary Report in FileZilla

Must collect signatures and return to CSI via FileZilla or

email

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Thank you

Graphics from pixabay.com

Send questions to: submissions_csi@csi.state.co.us

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