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January 31st,
2005
ISTEP retesting will occur March 15 – 17,
2005. In preparation, ISTEP
Barcode Label information may be submitted via the STN Application
Center
in the current file format (DOE-ISTEPBAR layout dated 7/26/04 for
academic
year 04-05), beginning 2/2/05 through 2/25/05.
The labels will be delivered to each school no later than 3/10/05.
http://www.doe.in.gov/stn/pdf/2004-07-26-ISTEPBarCode.pdf
January
19th, 2005
DOE-ME
A new report has been added to the Application
Center. Under Message Center > Reports along with the Membership
Report, you will find and ADM
Comparison Report that compares Sept ADM to Dec ADM, and an ME Roster
Download. The Roster download is a student roster of the data submitted
for the DOE-ME. You can view this rosert or download and store this
report
for auditing purposes.
November 4th,
2004
Scoreboard
The initial creation of the scoreboard was to "remind" users
that data was
due at specific times. It then became a "collection period" reminder
that
data was due, we were in the process of cleanup, users accepted the
reports, etc. Currently the scoreboard is looking at the data transfer
files,as we allow users to do manual input forms, the scoreboard
does not
capture these types of cleanups so it is not 100% accurate. Do not
rely
SOLELY on the scoreboard. Print the reports in the Message Center,
balance
the totals from transfers to final totals. Have the responsible parties
review those reports. Even if you have a red light on the scoreboard
but
you are satisfied that your data was sent/reports are accurate,
accept
the "reminded". Also when we are looking at all schools,
it may be that
you have alternative programs/schools or vocational programs/schools
that
are listed in the pull down on the reports but you do not send data
for
that particular file. Print the report, it will state: no records
found.
Thank you, we are working towards a better way!
October 29th,
2004
SES Info on PS Report
Importance: High
Please note, on the DOE-PS, field #16 SES:
Approved Free Lunch = 1
Approved Reduced Lunch = 2
Not Approved = 3
October 29th,
2004
Posting of Data Layouts
Importance: High
Please note:
Data layouts for DOE-ME, DOE-PS, DOE-PE, DOE-SR, DOE-DR, and STN
Lookup
have been reposted today. At the end of each data layout is the CHANGE
HISTORY. Most of the changes are from the results of your questions.
Changes
can be found in the instructions or the field definitions or
scenarios. Please review/print the data layouts for current and
future reference. We have also updated the Legal Name Change/Status
Change fax
form. Please visit the site often to keep abreast of the enhancements
to
the application center. Thank you again for your continued support
and
patience.
October 4th, 2004
M E M O R A N D U M
TO: Superintendents of Indiana Public Schools
Charter School Administrators
Accredited Non Public School Administrators
Freeway School Administrators
FROM: Karla Carr, Manager of Data Collection and Reporting
Division of Educational Information Systems
SUBJECT: Data Collection ending 2003-2004 School year:
Student Dropout Report (DOE-DR)
GED Recipient Report
Data Collection beginning 2004-2005 School year:
Pupil Enrollment Report (DOE-PE)
Programs and Services (DOE-PS)
December ADM count (DOE-ME)
Certified Employee/Certified Position (DOE-CE/CP)
Noncertified Personnel Report (DOE-NE)
Graduation Cohort
Title I (DOE-TI)
Application Center
DATE: September 27, 2004
Enclosed in this mailing is information for submission of the above
listed forms by each school corporation. We are moving toward
a model of “Collect once – use many.” This move will
occur in phases and redundancy of data will eventually be eliminated. Please
read the information carefully as some of the methods of submission
of the reports have changed.
As an update on data collection, please note that the above data
collections and reports are to be submitted via the Application Center
as a file transfer or a data entry forms if appropriate. Information
necessary to the submission of this data is available on the STN
home page in the Data Layout and the Administrative Summary sections
at: http://www.doe.in.gov/stn/welcome.html.
This is a public site that can be viewed by anyone. Each data
layout will contain the codes, reasons, definitions, field specifications,
file requirements, and specific information needed for each of the
data collections. The Administrative Summary contains the
general information about the data and any references and definitions
that explain the data collection. The data layouts will cover the
intended audience, i.e. reported by public school, charter school,
freeway school, or accredited non public schools. The Preliminary
Data Layouts section will contain the data layouts for 2004-2005
and will be posted on this site when available and reposted if any
changes occur.
The collection of this data covers certain collection
periods. The trial
collection period is the time period for schools to submit
data and check the validity of the data and the transfer of the
file. Errors and warnings are produced on the data transfer results
and/or the reports in the Message Center. This file may or may
not contain valid data during the trial collection, therefore,
all data is removed at the end of the trial collection. The manual
input forms will not be available during the trial collection since
all data is removed. The collection period is
the time period when the actual data is to be transferred and should
be reviewed for accuracy. Reports that are produced and available
in the Message Center for each collection should be printed and
reviewed by the person(s) responsible for reporting data to the
state. The signoff period is the time
period when data submitted interferes with data that was inaccurately
submitted from another collection, we ask that you sign off on
the data because it does contain errors that cannot be corrected.
Once the data is collected and considered final, no corrections
or additions are allowed. Almost all of the data collected via
the Application Center is aggregated and posted on the ASAP web
site. The accuracy of the data is very important at the time of
the collection. The STN calendar can also be found on the STN page,
the calendar provides due dates for each of the collection periods
described above.
Student Dropout and Mobility Report (DOE-DR) - Final DUE DATE:
October 29, 2004
Dropout Data is to be submitted via the Application Center as a
file transfer or by data entry form for each dropout student. The
DOE-DR Report contains student dropout information for the 2003-2004
school year (summer of 2003, fall of 2003 and spring of 2004). Each
student is counted one time only. Mobility information for students
that leave prior to the end of the school or students that do not
return by October 1, 2004. Specific codes and explanations on dropouts
and mobility are included in the data layout.
GED Recipient Report
New to the Application Center will be a GED Recipient screen
that will allow the lookup of students under the age of 21 that passed
the GED. This feature will assist you in tracking your dropouts.
Please review the STN Calendar for exact posting date.
Pupil Enrollment Report (DOE-PE) - Final DUE DATE: October 31,
2004
Pupil enrollment data is to be submitted via the Application Center
and the data is to be reported as of October 1, 2004. Pupil enrollment
is a body count, count each student that is expected to be
attending and receiving instructional services from your school on
October 1, 2004. Please review the STN Calendar for exact collection
periods.
Programs and Services (DOE-PS) - Multiple DUE DATES: October,
December, and February
New to the Application Center is the DOE-PS. This data collection
gathers the programs and services that students receive throughout
the school year. This collection covers a majority of the programs
and services being currently provided by schools to the students.
The majority of data has been collected in the past as separate collections.
It is the goal of the Department to combine all data collections.
This data collection will be collected multiple times throughout
the year as stated in the data layout. More information will be posted
in the STN calendar, the STN Listserv, and the Data Layouts.
Membership (DOE-ME) - Final DUE DATES: December
New to the Application Center and school corporations is a second
ADM count. The 2003 General Assembly enacted legislation that requires
a second count of students in ADM in the 2004-2005 school year. This
second count will occur on December 1, 2004. More information will
be posted in the STN calendar, the STN Listserv, and the Data Layouts.
Graduation Cohort
The data collected in the Application center by individual student
record will be used for determining the graduation rate of schools.
Each graduating class will be tracked starting with the 9th graders
in the fall of the 2002-2003 school year. We will use the data that
you have provided and will ask that you verify and update each graduating
class. As we move through each year of data collection, these processes
will become less demanding of your time and approval. More information
will be posted on the STN page, the STN Listserv, and the STN calendar.
Noncertified Personnel Report (DOE-NE) - DUE Date: October 30,
2004.
The DOE-NE Report contains noncertified employee information as
of October 1, 2004. This report is unchanged from last year and is
available at: http://www.doe.in.gov by
clicking on the ‘K-12 School Data’ link and then click
on ‘2004-2005 Noncertified Personnel Data Entry’ and follow
the directions from there.
ajh
Enclosures
Information Cleanup
August 5th, 2004
During the week of July 26, 2004 the schools were to
be working on
cleaning up attendance issues with other schools and also making
certain
that any records that failed while transferring data was corrected.
It was
also a time to check for enrollment records (PE) that were submitted
for
students in a building and no attendance (AT) was submitted for those
students in that building.
The weeks of August 3, 2004 through
August 18, 2004 the STN support
team
will be contacting corporations/schools about outstanding issues.
We will
continue to work with individual schools to correct any issues that
remain
from their clean up period. At this time we ask that you sign off
on the
Attendance Report. This will let us know that you accepted any errors
and
warnings and the Attendance Report is accurate or that you are still
waiting on cleanup activity. The Data Scoreboard in the Application
Center
will alert you and inform you on how to proceed for this sign off
period.
As always, we appreciate all of the efforts that you and your staff
have
put forth to give us accurate data.
Errors and warnings received on PE missing AT
Importance: High
July 28th, 2004
A new function has been added to the PE missing At lookup. This
will allow
you to mark the record that should not have been reported on the
PE after
you have verified the information for the student. An attendance
record
can still be added for the student if you determine an attendance
record
was needed. Again the DOE-PE Pupil Enrollment is closed. Corrections
will
not be made to the student records contained in or missing from the
DOE-PE. DOE-PE is a body count of students enrolled in your school
on Oct
1, 2004.
Schools Preview and Correct DOE-AT Data Submitted in
Comparison with Data from other Schools
Importance: High
July 26th, 2004
The collection period for DOE-AT has ended. Now that
data from all schools are reported, it is necessary to cleanup
any missing attendance data during the week of July 26-30. The data
transfer page will remain open for Attendance, but should be used
for cleanup activities only. Cleanup activities will include student
data NOT reported on attendance (DOE-AT), but was reported on pupil
enrollment (DOE-PE). If a student is
enrolled on Oct 1, they must have attendance data submitted. Schools
with
missing data will be noted on the scoreboard, in the Application
Center,
and then directed to the student list of PE missing AT.
Also at
this time, files with any failed records should be corrected and
errors that remain because of overlapping date conflicts with
other schools should continue to be cleaned up as soon as appropriate
staff return for school business.
STN
Lookup Update Data
Schools
should submit updated STN Lookup information <http://www.doe.in.gov/stn/pdf/STN503b.pdf> beginning
this month. This information should be "as of" the
first of the month and should be reported no later than the
third Tuesday of each month. This process begins in October
and will continue through the school year.
Schools
should strive to send this information as soon as possible
after the first of the month. Even though the due date is no later
than the third Tuesday of each month, the closer we can come
to a one day "snapshot", the more accurate the data
will be.
The
STN Lookup system is used by schools to identify students moving
into a new school system. In addition to allowing an easy way
of finding previously assigned STNs, when the student is "assigned" to
the new school, a transcript request is sent to the previous
school.
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