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Data Collection for Ending the 2005-2006 School
Year
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 identify school types (public school, charter school, freeway school, or accredited nonpublic schools) that are required to report and the due date of each collection. The accuracy of the data is very important at the time of the collection as the data are collected via the Application Center is aggregated and posted on the ASAP Web site to represent your school corporation and school buildings. 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. Trial collection periods will not occur with every collection. The collection period is the time period when the actual data are due. Reports that are available in the Message Center for each collection should be printed and reviewed by the person responsible for certifying the accuracy of the data. The signoff period is the time period when all data have been transferred and accepted as accurate and final by the reporting corporation or school. Whenever the data submitted from one collection contradicts data that was inaccurately submitted from another collection that is a closed collection (e.g., pupil enrollment and attendance), the data cannot be corrected on the closed collection. We ask that you sign off on the data as an indication that all appropriate validation and verification of the data has been completed by your corporation. Signoff may be electronic and require a selection in the Application Center or a paper copy sent with the appropriate signature and 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.
Attendance (DOE-AT) Collection Began June 12, 2006 Attendance data are to be submitted via the Application Center as a file transfer for each student in each building in attendance during the 2005-2006 school year except for Pre-Kindergarten and Post-High School. The trial collection period is now open and will provide the opportunity to resolve conflicts with other districts before the end of the school year. The collection period began June 12, 2006, 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 2, 2006. This attendance information is utilized for several purposes, including calculation of Adequate Yearly Progress (AYP). Title I (DOE-TI) – Collection Began July 10, 2006 The purpose of this data collection is to gather student information on the Title I services a student received throughout the 2005-2006 school year. A signature page will be required for this collection to be signed by the Title I Coordinator and the person(s) responsible for submitting data to the state. Student Dropout and Mobility Report (DOE-DM) – Collection Begins September 29, 2006 Dropout data and mobility data are to be submitted via the Application Center as a file transfer or by the data “input” screen for each dropout and mobile student. The DOE-DM Report contains student dropout and mobility information for students enrolled in the 2005-2006 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 2, 2006. Specific codes and explanations on dropouts and mobility are included in the data layout. The trial collection period starts September 29, 2006. 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. The most current information is available from October 2005 – October 2006. This feature is available in the Application Center. Suspensions (DOE-SU) – Collection Begins September 11, 2006 The purpose of this data collection is to gather data on those students that were suspended as a form of disciplinary action during the 2005-2006 school year. Please note that if a student is suspended for any portion of the school day, it is to be counted as a full day of suspension. If the student is suspended during a scheduled ½ day instructional day, it is to be counted as a full day of suspension. Expulsions (DOE-EX) – Collection Begins September 11, 2006 The purpose of this data collection is to gather data on those students that were expelled during the 2005-2006 school year. Please note that the length of expulsion for firearms in one year; any modified days of expulsion will require verification. A description of the firearm used is required. The option to report the description and verify the modified days is available in the Application Center. Graduates (DOE-GR) – Collection Begins October 2, 2006 The purpose of this data collection is to gather student information on the graduates of the 2005-2006 school year. This data will be used in determining the cohort used for the new graduation rate. Verification of the cohort and the graduation rate will be forthcoming when this collection ends. Data Collections for Beginning the 2006-2007 School Year Direct Certification (DOE-DC) – Collection Began July 1, 2006 The purpose of this data collection is to expedite the application for the eligibility of the USA Free Lunch benefit program. This will be a mandatory collection for the 2007-2008 school year. Master File (DOE-MF) / Indiana School Directory – Collection Begins August 1, 2006 The purpose of this data collection is to gather profiles of the corporations and schools used for mailings, school directories, phone contacts, data submission, and e-mail. Profile information includes the Superintendent name, principal name, e-mail, addresses, and phone numbers of each school. Principal Alert and Messaging System (PAMS) and Superintendent Alert and Messaging System (SAMS) e-mail contacts are generated from the information provided. This information will be collected on-line at http://www.doe.in.gov/htmls/doemf.html and will be available for updates throughout the school year. The profile information on public schools and nonpublic schools in your district that open and close during the school year should be faxed on letterhead to 317-233-6326. School Board Members Report (DOE-SB) – Collection Begins August 1, 2006 The purpose of this data collection is to gather the demographic information on the makeup of the school board and the school board members for your corporation. This information will be collected on-line at http://www.doe.in.gov/htmls/doesb.html. Additional Student Information (DOE-ADDL) - Collection Begins August 1, 2006 The purpose of this data collection is to gather student-specific information to complete the information on student groups such as gifted and talented, homeless and students with shortened day during the school year and is due by the end of the school year. ISTEP + Barcode Labels (DOE-ISTEPBAR) – Collection Begins August 1, 2006, through August 28, 2006 The purpose of this data collection is to gather student information used to pre-print bar code labels to affix to the ISTEP+ exam during the 2006-2007 testing cycle. The bar code labels will help reduce the time requirements of the exam and will also ensure more accurate student information by helping to eliminate common bubbling errors related to the Student Information Questionnaire (SIQ). ISTEP+ Barcode Corrections (DOE-ISTEPBAR-C) – Collection Begins September 8, 2006, through 8 a.m., September 15, 2006 Schools that submitted ISTEP+ Barcode data prior to August 29, 2006, can submit corrections to the data for the ISTEP+ test label instead of bubbling. Bubbling the ISTEP+ Test SIQ information will override any data submitted on the ISTEP+ Barcode Corrections. Full-Day Kindergarten Funding Report (DOE-FD) – Collection begins September 15, 2006 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. Prime Time (DOE-PT) – Collection Begins September 15, 2006 This data collection gathers the Prime Time Data for kindergarten through 3rd grade. The Division of Financial Management, Analysis, and Reporting 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) – Collections Begin September 15, 2006, and December 1, 2006, and April 6, 2007 This data collection gathers the Average Daily Membership (ADM) counts taken on September 15, 2006, and December 1, 2006, and April 6, 2007. The September collection of ADM will be used in the calculation of State Support 2007. The Division of Financial Management, Analysis, and Reporting 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 – Collection Begins October 2, 2006 The DOE-PE will become again a separate collection. Pupil enrollment data are to be submitted via the Application Center and the data are to be reported as of October 2, 2006. 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 2006-2007 collection, the count date will be October 2, 2006. Additional information on pupils enrolled on October 1 is required such as socio-economic status and language minority status. Review the posted data layout on the STN home page. Special Education Participant Count (DOE-SE) – Collections Begin October 2, 2006, December 1, 2006, and April 2, 2007 Student information pertaining to exceptional learners is collected separately on the DOE-SE Special Education. Count each student that is receiving instructional services from your school on October 2, December 1, and April 2. Please note this submission is in addition to CODA reporting. CODA reporting is still required. Certified Employee/Certified Position Report (DOE-CE/CP) – Collection Begins October 2, 2006 The 2006-2007 Certified Employee/Certified Positions Report will be submitted by file transfer to the Application Center. The data for 2005-2006 data will be updated where necessary and will be available in the Application Center to download under Administration>Retrieve Student Data. The DOE-CE Report contains basic staffing information and will need to be completed at the corporation level (charter, freeway, and nonpublic schools will also complete this report). 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, 2006. 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 2006-2007 school year. The codebooks, as well as codes for completion, are available on the Internet under the Certified Employee Report screen. Please use the most current codebook. Noncertified Personnel Report (DOE-NE) – Collection Begins October 2, 2006 The DOE-NE Report contains noncertified employee information as of October 2, 2006. 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 ‘2006-2007 Noncertified Personnel Data Entry’ and follow the directions from there. Voc 30A – DUE DATE: September 30, 2006 Form 30A is the collection document for Vocational Education Student Counts for the 2006-2007 school year. Textbook Reimbursement (DOE-TB) – Collection Begins September 16, 2006 The purpose of this data collection is to gather information required for Textbook Reimbursement by student. The 2006-2007 is prepared and can be downloaded from the Application Center. Upon completion, the file can be transferred to the Application Center for determining accuracy. Student Residence Report (DOE-SR) – Collection(s) Begin September 15, 2006, and December 1, 2006, and April 6, 2007 - Charter Schools Only 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 15, 2006. The second count of students will occur on December 1, 2006, and the third collection will occur on April 6, 2007. Graduation Cohort (DOE-CH) – November 2006 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. 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. Homebound/Hospitalized (DOE-HB) – Collection Begins December 2, 2006, through December 1, 2007 The purpose of this data collection is gather information on students that receive instruction at home or at a hospital due to injury or illness at any time during the collection period. ISTEP+ Corrections for Accountability (Public Law 221 & Adequate Yearly Progress) - Collection Begins December 11, 2006 The purpose of this data collection is to correct demographic student information submitted on the ISTEP+ exam for the 2006-2007 testing cycle. Only specific data can be updated at this time. ISTEP+ Barcode Labels for Retest Takers (DOE-ISTEPBAR) – Collection Begins February 2, 2007 The purpose of this data collection is to gather student information used to pre-print bar code labels to affix to the ISTEP+ exam during the 2006-2007 retest cycle. The bar code labels will help reduce the time requirements of the exam and will also ensure more accurate student information by helping to eliminate common bubbling errors related to the SIQ. Please share this information with the Application Center site administrators, student data management administrators, business officials, and data transfer administrators in your corporation. 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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