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Data Collection for the ending of the 2004-2005
School Year Corrected Copy, September 26, 2005
This memo provides 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 be minimized. 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 form when appropriate. All information necessary to the submission of this data including the data layout is available on the STN home page in the Data Collection and Reporting section at: www.doe.in.gov/stn/welcome.html. The data layouts will contain the codes, reasons, definitions, field specifications, file requirements, references, and specific information needed for each of the collections. The data layouts also will cover the intended audience, i.e., reported by public school, charter school, freeway school, or accredited nonpublic schools, and the due date of each collection. The accuracy of the data is very important at the time of the collection. Almost all of the data collected via the Application Center is aggregated and posted on the ASAP Web site. The process for the collection of this data will cover specific 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. Data errors and warnings are produced on the transfer results or on the reports in the Message Center. Since the file submitted may or may not contain valid data during the trial collection, all data is removed at the end of each trial collection. The data entry forms will not be available during a trial collection. Trial collection periods will not occur with every collection, but will be made available when the data collection is “new” to the application center. The collection period is the time period when the actual data is due and is to be transferred and reviewed for accuracy. Reports that are 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 sign off period is the time period when all data has been transferred and accepted as accurate and final by the reporting corporation or school. Whenever the data submitted from one collection interferes with data that was inaccurately submitted from another collection that is a closed collection, the data cannot be corrected. We ask that you sign off on the data as an indication that all appropriate validation and verification of the data has occurred by your corporation. Sign off may be electronic and require a selection in the Application Center or hard copy with appropriate signature returned to the Department of Education. When a collection closes, the data is considered final by the state and corrections or additions are not allowed. The STN calendar and the data layouts, found on the STN home page, provide the due dates for each of the collection periods described above. Data Collections for the ending of the 2004-2005 School year Attendance (DOE-AT) Sign off Date: October 3, 2005. Attendance Data is to be submitted via the Application Center as a file transfer for each student in each building in attendance during the 2004-2005 school year expect for Pre-Kindergarten. The collection period began on June 13, 2005, and will remain open until existing conflicts are resolved. Conflicts occur when two or more schools report overlapping attendance dates for the same student. The sign off period begins October 3, 2005. This attendance information is utilized for several purposes, including calculation in Adequate Yearly Progress (AYP). Student Dropout and Mobility Report (DOE-DM) - DUE DATE: October 31, 2005. 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-DM Report contains student dropout information for student enrolled in the 2004-2005 school year. Each student is counted one time only. Dropout and Mobility information should be reported for students that leave prior to the end of the school year or for students that do not return by October 1, 2005. Specific codes and explanations on dropouts and mobility are included in the data layout. GED Recipient Report. The GED Recipient screen 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. Suspensions – DUE DATE: September 30, 2005. The purpose of this data collection is to gather data on those students that were suspended as a form of disciplinary action during the 2004-2005 school year. Expulsions – DUE DATE: October 7, 2005. The purpose of this data collection is to gather data on those students that were expelled during the 2004-2005 school year. Graduates – DUE DATE: October 29, 2005. The purpose of this data collection is gather student information on the graduates of the 2004-2005 school year. Data Collections for the beginning of the 2005-2006 School year ISTEP+ Barcode Corrections – DUE DATE September 14, 2005, through 8 a.m. September 28, 2005. Schools that submitted ISTEP+ Barcode data prior to September 13, 2005, can submit corrections to the data for the ISTEP+ test label instead of bubbling. Bubbling the ISTEP+ Test Student Information Questionnaire (SIQ) information will override any data submitted on the ISTEP+ Barcode Corrections. Programs and Services (DOE-PS) - Multiple DUE DATES: August, October, December, February, and June 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 currently provided by schools to the students. This data collection will be collected multiple times throughout the year as stated in the data layouts, the STN Calendar, and the Data Collection Schedules found on the STN home page. www.doe.in.gov/stn/welcome.html. Full Day Kindergarten Funding Report - DUE DATE: September 30, 2005. This data collection gathers funding information on students in full day kindergarten. This collection is for public schools and charter schools that applied and were approved for the Full Day Kindergarten Grant. Information from the Division of School Finance can be found on the STN Home page under Communications Letters and Memorandums at www.doe.in.gov/stn/commletters.html. Prime Time (DOE-PT) – DUE DATE: September 30, 2005. This data collection gathers the Prime Time Data for Grades Kindergarten - 3. The Division of School Finance has provided written instructions concerning the reporting of students, teachers, and aides for the collection of Prime Time Data. A copy of the written instructions can be found on the STN home page under Letters and Memorandums. Membership (DOE-ME) - Final DUE DATES: September 30, 2005, and December 16, 2005. This data collection gathers the Average Daily Membership (ADM) counts taken on September 16, 2005 and December 1, 2005. The September collection of ADM will be used in the calculation of State Support 2006. The Division of School Finance has provided written instructions concerning ADM. A copy of these instructions can be found on the STN home page under Letters and Memorandums. Pupil Enrollment Report. The DOE-PE is no longer a separate collection. Student information pertaining to enrolled and retained students are collected on the Programs and Services (DOE-PS). Pupil enrollment data is to be submitted via the Application Center and the data is to be reported as of October 1, 2005, on the DOE-PS. Pupil enrollment is a head count. Count each student that is expected to be attending and receiving instructional services from your school on October 1 of each school year. For the 2005-2006 collection the count date will be September 30, 2005. Special Education Participant Count. Student information pertaining to exceptional learners is collected on the Programs and Services (DOE-PS). Count each student that is receiving instructional services from your school on October 1 and December 1. Please note this submission is in addition to CODA reporting. CODA reporting is still required. Certified Employee/Certified Position Report (DOE-CE/CP) - DUE DATE: October 31, 2005. Data may be entered via the Internet at: www.doe.in.gov by clicking on the ‘K-12 School Data’ link and then clicking on ‘2005-2006 Certified Employee Report.’ Internet submission includes the capability of printing the CE/CP data for editing. The DOE-CE Report contains basic staffing information and will need to be completed at the corporation level. This Report contains a record for each certified employee in the school corporation. Update any information that is incorrect and complete the contract days, salary, supplemental salary, and all other information as of October 1, 2005. The DOE-CP Report contains information about subjects taught, number of students, and other information. DOE-CP could be completed at the school building level. It must also include central office staff. Calculations for the Annual Performance Report make it imperative that we know the number of periods taught for each grade level by each teacher. Reports without this information will be in error and will be returned to you for corrections. Make every effort to provide this data when submitting the DOE-CP. The Subject and Level codebook has been revised for the 2005-2006 school year. The codebooks, as well as codes for completion, are available on the Internet under the Certified Employee Report screen. Please print and use the most current codebook. Noncertified Personnel Report (DOE-NE) - DUE Date: October 31, 2005. The DOE-NE Report contains noncertified employee information as of October 1, 2005. This report is unchanged from last year and is available at: www.doe.in.gov by clicking on the ‘K-12 School Data’ link and then click on ‘2005-2006 Noncertified Personnel Data Entry’ and follow the directions from there. Voc 30A – DUE DATE: September 30, 2005. Form 30A is the collection document for Vocational Education Student Counts for the 2005-2006 school year. Textbook Reimbursement – DUE DATE: October 31, 2005. The purpose of this data collection is to gather information required for Textbook Reimbursement by student. The process for submitting textbook reimbursement has changed for the 2005-2006 school year. With the ease and added security of transferring data in the Application Center, the data for 2005-2006 is prepared and can be downloaded from the Application Center; this is a new feature that has replaced the use of diskettes. The data fields gathered in 2004-2005 remain the same for the 2005-2006 collection. Upon completion the file can be transferred to the Application Center for determining accuracy. Student Residence Report – DUE DATE: September 30, 2005. The purpose of this data collection is to gather student residence information on students enrolled in a Charter School for the current school year. Based on legislation and the rules of the State Board of Education, the first count of students will occur on September 16, 2005. The second count of students will occur on December 1, 2005. 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 grade students 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. This collection of data will occur before the end of the calendar year. More information will be posted on the STN page, the STN Listserv, and the STN calendar. If you have questions, please contact the Division of Educational Information Systems at 317-232-0808 or 800-527-4931.
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Indiana Department of Education |
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