nj smart overview - career tech nj · 7/10/2012 · cte students are not new to nj smart. a single...

Course #: Course name

NJ SMART Overview New Jersey Council of County-Vocational Schools

Tuesday, July 10, 2012


NJ SMART Overview NJ SMART vision, goals and progress

Reporting Responsibilities

Review of your reporting responsibilities as a vocational submitter

Vocational and Resident District

Relationships

Review of the reporting relationship between vocational and resident districts for shared-time students

Important Tips How do we work together to continue improving communication, timeliness, data quality?

CTE Submission A brief overview of the CTE Submission

Course Submission A brief overview of the Course Roster Submission

Graduation Reporting Graduation measures and reporting at a glance

ASSA A brief overview of ASSA transition to NJ SMART

Data Analysis Tools A brief overview of available data analysis tools

What’s to Come Overview of coming NJ SMART data analysis tools

Q&A Open Q&A Session

Agenda

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NJ SMART Vision Statement

To provide the data, quality, and capacity needed to

build and support a culture of systemic and sustained

data use at the state, district, school, and

classroom levels that will ultimately lead to academic

success for all of our students.

Data Culture

Policies, Programs, Practice

Data Quality

Collections, Validation, Support

Data Capacity

Reporting Tools, Knowledge, Skills

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Practice Area Review 4

CultureCapacityQuality

Practice

ProgramsPolicy

Placement

Increased Student

Achievement

Conditions

for Data Use

Data-Driven

Actions

Focused

Results

Da

ta U

se

Th

eo

ry o

f A

cti

on

© 2010 Public Consulting Group. Used with permission.

Accurate

Timely

Relevant

Complete

Data Integration

Analysis Tools

Skills

Structures

Commitment

Beliefs

Collaboration

Leadership

School Improvement

Planning, PD, Time Program Evaluation,

Curriculum Gaps

Sharing Data,

Observing Practice

Differentiating Instruc-

tion, Flexible Grouping

Career & College Ready Students

4


Vision and Context

Vision for Data Quality, Use & Coordination

• Last 18 months, there as been a paradigm shift in the

capacity and functionality of NJ SMART

• In the beginning, NJ SMART was more commonly viewed by LEAs

as the destination for submitting state and federal report data

• New data collections and emerging functionality have improved

NJ SMART as a critical source for applying data to inform strategy

and policy for LEAs and NJ DOE

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• In 2009, New Jersey received $1 Billion in State Fiscal Stabilization Funds.

As a condition of receiving these funds, New Jersey had to commit to

improving results for all students and advancing education reform by:

• Increasing teacher effectiveness and equitable distribution of highly qualified

teachers

• Adopting rigorous college- and career-ready standards and assessments.

• Targeted, intensive support and effective interventions to turn around

struggling schools

• Establishing data systems and using data for improvement at the district level.

• The current phase of NJ SMART’s development will satisfy each of the data

objectives outlined in NJ’s SFSF application

• The NJ DOE is leveraging this opportunity to eliminate redundancies,

streamline internal data collections, and promote easy and secure access

to education data

NJ’s Stimulus Requirements

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NJ SMART Continues to Eliminate Redundant Data Collections by Streamlining NJDOE Collections, Improving Data Quality, and Reducing the Overall Burden on LEAs…

An unique identifier for every student that permits a student to be individually identified;

The school enrollment history, demographic characteristics, and program participation record of every student;

Information on when a student enrolls, transfers, drops out, or graduates from a school;

Students scores on tests required by the Elementary and Secondary Education Act;

Information on students who are not tested, by grade and subject;

Students scores on statewide tests;

Data on whether K-12 students are prepared to succeed in college;

A system of auditing data for quality, validity, and reliability;

* A way to identify teachers and to match teachers to their students;

* Information from students' transcripts, specifically courses taken and grades earned;

Data on students' success in college; including remedial course data; and

The ability to share data from preschool through postsecondary education data systems.

Meeting Federal Stimulus Requirements

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State Submissions Unique Student Identification (SID) State File Special Education Career/Technical Education (CTE) Unique Staff Member Identification (SMID) Staff Collection Pre-ID for NJASK Access for ELLs Pre-ID file Course/Roster Information and Credit Accumulation

Data Feeds/Derived Information NJ state assessments (NJ ASK, HSPA, APA, AHSA) 4-Year Adjusted Cohort Graduation Rate Student Growth Percentiles Post-Secondary Enrollment Data via NSC Student Discipline via EVVRS (f) SAT/ACT scores (f)

District Data Marts

Program Enrollment Student Suspensions Credits Earned

(f) = future release

NJ SMART Inputs

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Unlocking 13 Years of Data…

10


050

100150200250300350400450500550

No

. of

Inq

uir

ies

2009

2010

2011

2012

0255075

100125150175200225250275

No

. of

Inq

uir

ies

Course Roster Submission Account ManagementSID Management Home / GeneralState Submission SMID ManagementCTE Submission Special Education SubmissionDistrict Reports Staff Submission

User Support - Help Desk Inquiry Volume History of Help Inquiries: January 2009 to May 2012

Specific Reasons for Inquiries: This Month’s Top 10

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User Support - Help Desk: Outreach Volume Specific Reasons for Outreach: January – May 2012

786

Total Outreach Attempts:

429

Total Districts Contacted:

15

Total Vendors Contacted:

29

341

86

29

24

60

109

23

12

12

19

42

0 50 100 150 200 250 300 350 400 450

Course Roster Submission

SID Management

ACCESS for ELLs Submission

CTE Submission

State Submission

SMID Management

High School Graduation ReportCDS Code Error

General

Non-Upload

Reporting Responsibilities

Significant Number of Errors

Significant Number of Sync

Immigrant Status

Outreach Totals: January – May 2012

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Vocational Reporting Responsibilities

Vocational Student Type For County, District and School Code ATTENDING…

For County, District and School Code RECEIVING…

Share-time student …use CDS codes for the vocational school student is attending

…use CDS codes for the non-vocational school

Out-of-county student …use CDS codes for the vocational school

…use CDS codes for the vocational school

In-County, full-time vocational school students must be reported to SID Management and

State Submission by the vocational school only

Students enrolled in CTE programs will be submitted by the vocational school.

Shared-time and out-of-county vocational school students must be reported to SID Management and State Submission by the Resident District only

Students enrolled in CTE programs will be submitted by the vocational school.

Resident Districts must report accurate CDS Attending and Receiving codes

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Out of District Records Page

Lists all students who are reported to SID Management by another LEA, but are linked to your LEA by the Attending and/or Receiving CDS codes

Will be available as a reference even when SID Management is closed

The SID Status column will tell you the status (Issued, Error, Unresolved or Conflict) of the record as it was submitted by the submitting LEA

Any record that does not have a SID Status of “Issued” will produce an Error when submitted to the CTE Submission

Taking advantage of the CTE Submission Practice period will allow you to identify whether these students have been submitted correctly

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Full-Time Vocational - Out of County

Resident Receiving Attending

Full-Time Vocational - In County


Submitting

Submitting

District A District C (In County Vocational School)

District A District C (In County Vocational School)

Tuition

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General Shared-time attending vocational school

Special Education shared-time vocational school and non-public school

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District A District B (Non-vocational school) District C (County Vocational School)

Sending Shared

Shared-Time Vocational School

Submitting


Vocational and Resident District Relationships

Hi Kendra,

I have student, Andrea Stamps (SID 1234567890), attending BestEver Vocational

School shared-time, but I do not see that student showing in my Out-of-District

Records page. Have you submitted this student in NJSMART? If so, can you

confirm that my CDS code (03-9999-050) is entered in the Attending School data

element field so that I can submit Andrea to the CTE Submission? I truly

appreciate it!

Thank you!

Kathleen

BestEver Vocational School

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Where Are You Now?

July 5, 2012

Official EOY State Submission Opened

Official CTE Submission Opened

Official Course Roster Submission Opened

August 2, 2012

Deadline: Official EOY State Submission

Deadline: Official CTE Submission

Deadline: Official Course Roster Submission

Deadline: Inactivation of HS Graduates

Close: SID/ SMID Management 2011-2012 SY

Close: Special Education 2011-2012 SY

August 31, 2012

Deadline: Inactivation of Summer School Graduates

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CTE Submission

All LEAs with Career and Technical Education (CTE) programs must submit CTE students to the CTE Submission

CTE students are not new to NJ SMART. A single LEA is already required to submit students that participate in these programs to SID Management and State Submission

CTE Reporting Responsibilities are not consistent with SID Management and State Submission. Vocational schools will be submitting students to the CTE Submission that another LEA is responsible for submitting to SID Management and State Submission. Because of this, it is very important you utilize the important tips discussed previously

It is imperative that all LEAs follow the Reporting Responsibilities and CDS Resident, Receiving, and Attending rules exactly

Review NJ SMART Reporting Responsibilities and the NJ SMART County, District, School Code list, both posted on the Help tab of the portal

The VEDs collection has been sunset this year and all students with the exception of Post Secondary students will be collected through the NJ SMART CTE Submission. All funding will come from this submission

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CTE Submission Practice Period Statistics

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26,743 records uploaded by vocational school districts

3,694 errors (14%) remaining at the close of the practice period

5 districts were responsible for 84% of the outstanding vocational errors

Only 1 vocational district did not upload during the practice period



All LEAs including vocational schools must submit course records for students that are assigned to courses in their district

All LEAs including vocational schools must submit course records for teachers of record (those responsible for 100% of the class roster) assigned to their district

To access the Course Roster Submission, users must have Staff and Student level permissions.

For the 2011-2012 Course Roster Submission, a district must only submit information for courses taught in the 2011-2012 school year

LEAs must release their records to the Course Submission by the 5 PM August 2nd deadline.

Review the Course Submission Recommended Timeline REGULARLY to ensure you are on track!

Review the Course Submission FAQ Document and additional resources REGULARLY for answers to questions!

Communicate with Resident districts EARLY to ensure accurate reporting (similar to CTE submission)!

Do NOT wait until the last minute!

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NJDOE has adopted the use of NCES SCEDs (School Codes for the Exchange of Data) for the collection of Course Roster data

NCES SCED is a series of course codes that are combined to create unique identifiers to distinguish each prior-to-secondary and secondary course available

Districts are NOT required to change local course scheduling systems. The Course Roster submission has been designed to encourage districts to maintain local systems

The NJ SMART Course Roster Part 1 webinar training provided detailed information regarding mapping local course codes to the NCES SCED codes

Course code mappings are not required to be consistent across districts, though there should be consistency within districts

Formal NJDOE memo regarding the Course Roster collection can be found on the NJDOE website


July Course Roster Training Schedule

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July 10: 9:00 AM and 1:00 PM

July 16: 10:00 AM and 2:00 PM

July 23: 10:00 AM and 2:00 PM

July 30: 10:00 AM and 2:00 PM


Course Submission Practice Period Statistics

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657 Total Districts

Total Uploaded to Course Roster Submission 533

Uploaded to Only Staff Section 74 11%

Uploaded to Staff and Student Sections 459 70%

Not Uploaded 124 19%

Uploaded their Staff and Student file, have 0 errors in Staff/Student Errors, and 0 records in Sections without Students/Out-of-Sync but have not yet released

66

Total number of Staff records uploaded 73,029

Total number of Student records uploaded 783,339

Total number of Staff errors 107,884

Total number of Student errors 1,401,182


Graduation: Measures and Access to Data

On October 29, 2008, the U.S. Department of Education published final regulations calling for the adoption of the National Governors Association’s recommended Adjusted Cohort graduation rate formula, beginning with 2011 graduates

The adoption of this 4-year, adjusted cohort graduation rate is one of the assurances that were attached to New Jersey’s acceptance $1.3 billion in State Fiscal Stabilization Funds

Beginning with Cohort 2011, NJ SMART began calculating graduation rates for districts, based on data submitted by LEAs. Each incoming 9th grade student is assigned to a specific graduation cohort, based on a 4-year expected graduation date, and their status is tracked over time

Districts can track their students’ cohort statuses, from the time they enter a cohort in 9th grade, using the High School Graduation Cohort Status Profile Report in NJSMART District Reports.

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Not Adjusted

+4

Transfers In

Transfers Out UNVERIFIED

Dropout

Original Cohort Size

Adjusted Cohort Size

Transfers Out VERIFIED or

Excluded From Cohort

-2

Adjusted

100 104 102 102 102 102

Graduation: Adjusted Cohort Counts

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Graduation: Changes Moving Forward

Accountable County-District-School (CDS) Codes for 2012 have been updated by the NJDOE, thanks to user feedback and district guidance

Updated Accountable CDS Codes have been integrated into NJ SMART district reports since July 5th

Specifically, school codes have been removed for some vocational districts from the Accountable High School List

As a result of this change, the accountability for some students who are attending vocational school districts will shift from the students’ vocational school to the students’ resident school district

Please refer to the Accountable CDS One-Pager and Accountable High School List on the NJ SMART Help tab for details

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Graduation Timeline: What You Should Do!

July 2012

Profile your submitted 2012 graduation data in NJ SMART LDM District Reports

Update your data by making any corrections in SID Management through August

Make sure administrators and NJ SMART users attend a Graduation Webinar Training

Read the High School Graduation documentation on the NJ SMART Help tab

August 2012

Profile Cohort 2012 graduation data using End-of-Year Snapshot or LDM Reports

Meet the August 2nd and August 31st student inactivation deadlines

September 2012

Starting September 10th, view the August 31st Official Graduation Snapshot

Submit any necessary data appeals during the Appeals Period: Sept. 10th – Oct. 5th, 2012

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ASSA Transition to NJ SMART

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Beginning in the 2012-2013 school year, NJDOE will use NJ SMART October 15th Snapshot data to pre-populate ASSA data tables, which will be used by the NJDOE’s Office of Finance. This will be the first year that school funding decisions will be informed by data sourced through LEA NJSMART data submissions

The NJDOE Office of Finance will continue to provide LEAs with the ability to preview and edit ASSA counts, similar to the current process

It is imperative that districts carefully review their data submissions to ensure accuracy, and manage your data when necessary

Districts are also urged to investigate why students are not being counted accurately if the actual counts you communicate to the Office of Finance vary from your LEA’s NJSMART data

NJ SMART and Office of Finance team members are meeting regularly in making this shift

Formal user guidance will be distributed by NJDOE


Home Tab

– Announcements

– Upcoming training schedules

HELP tab

– Student and Staff Data Handbooks

– Reporting Responsibilities Document

– Templates

– User Guides

– Web Videos

– Frequently Asked Questions Document

– Troubleshooting Document

– District POC list

Help

NJ DOE Website

– http://www.nj.gov/education/njsmart/

– DOE Memos

– Announcements

NJ SMART Help Desk

– 800-254-0295

– [email protected]

Where can users get more help with NJ SMART?

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mailto:[email protected]


Questions and Answers Session

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Thank You!

nj smart overview - career tech nj · 7/10/2012 · cte students are not new to nj smart. a single...

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