Student Record Collection 2013-2014 Updates Webinar

August 21st and 22nd, 2013Virginia Department of EducationOffice of Educational Information Management

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Agenda

•Code Updates•Data Element Updates

Code Updates

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Exit Codes

•W402 = Transfer to a public school in a different local education agency in the same state - A student who transfers to a public school that is not located within the administrative boundaries of the same local education agency but is in the same state.  This includes correctional institutions operated by the Department of Juvenile Justice (formerly Department of Correctional Education schools).

Exit Codes

•W411 = Transfer to a state-operated institution - A student who transfers to a state-operated institution that has an educational program. This includes mental health institutions, correctional institutions, juvenile service agencies, care shelters, and detention facilities.

Exit Codes

•**NEW** W732 = Leaves school after earning a non-terminal diploma or certificate of completion in a previous school year – A student with an IEP who returns for eligible services after completing high school in a previous school year.  ▫Note: You may continue to code these

students with a W880 Exit Code and a Graduate/Completer Code 10 if you prefer.

Tuition Code

•19 = Local Center within a Public School Division (full day or half-day programs: CTE, STEM, Health, special education or alternative)▫Added to help divisions accurately report

students attending a “non membership” school in another division.

Tuition Code 19 Scenario

Data Element Updates

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Uniform Certificate of General Studies/Associate Degree Flag

•A flag used to identify a student that has earned the one year Uniform Certificate of General Studies or an Associate Degree from a community college in the Commonwealth concurrent with a high school diploma.

•Required on EOY and Summer SRC•Edits

▫Must by Y or N▫Alert if grade is not 11 or 12▫If Y, the Graduate/Other Completer Code

must be 1-9

Career Pathway Code

•A state assigned code to identify the Career Pathway finished by the student. The Career Pathway Codes are not the same as the course codes. (Replaces the CTE Program Code)

•Required on EOY and Summer SRC•Edits

▫Must be a valid state assigned code▫Required if CTE Finisher Code = 1 or 5

Credit Accommodation Flag• A flag used to indicate a student used credit

accommodations as outlined in their IEP to obtain a Standard Diploma. (http://www.doe.virginia.gov/instruction/graduation/credit_accommodations/guidelines_standard_diploma_credit_accommodations_for_students_with_disabilities_faq.pdf)

• Required on FALL, SPR, EOY and Summer SRC• Should coincide with students earning a Standard

Diploma.  The purpose of the field is to identify students who utilized credit accommodations while graduating with a Standard Diploma.

• Edits▫Must be Y or N.▫ If the Credit Accommodation Flag = Y, the

Graduate/Other Completer Code must = 1▫Warning if grade is not 11 or 12▫Primary Disability Code cannot be blank or 15

To Be Determined: A-F Requirements Element

•Possible Element: A flag to collect data on “college ready” test scores.▫Did the student have a “college

ready” score on an IB, AP, IGCSE or AICE exam?

•Data reporting burden needs to be reviewed before a decision is made

•Would only be collected on the EOY SRC

Retired Elements

•Dual Enrollment Flag (Collected on MSC)

•Distance Learning Flag (Collected on MSC)

•CTE Dual Enrollment Flag (Collected on MSC)

•CTE Program Codes (Replaced by Career Pathway Codes)

Moving Elements

•The SSCCER Report will move from the SPR SRC to the EOY SRC. Because of this, the following data elements will also move:▫The CTE Career Cluster Code will be

collected on the EOY SRC and no longer on the SPR SRC.

▫CTE Special Populations Code will only be collected on the EOY SRC and Summer SRC (no longer required on the SPR SRC).

Contacts for SRC Data Collections

Regions 1, 3, 4 and 8Carol Wells Bazzichi (804) 225-4847carol.wellsbazzichi@doe.virginia.gov

Regions 2, 5, 6 and 7 Vickie McCrary (804) 225-2827

vickie.mccrary@doe.virginia.gov

SRC Website

HTTP://WWW.DOE.VIRGINIA.GOV/(Information Management>Data Collection>

Student Record Collection)

Support Documents:• Data Elements 2013-2014 (PDF)  |  (XLS) • Specifications Document – Miscellaneous Web

Collection  (PDF)  |  (Word) • Layout for Tab-Delimited File (PDF)  |  (Word) • Specifications for Completing the Student

Records Data Collection   (PDF)  |  (Word)

General Contact Information

•General Phone: (804) 225-2099•Email: ResultsHelp@doe.virginia.gov•Fax: (804) 530-4516

Questions?