Audio / Video Settings

1

Please make sure that your phone or computer is muted and that you have turned off

your computer’s camera.

To do this, hover over the bottom left-hand side of your screen and click “Mute” and

“Stop Video”. Once both have been turned off, you should see this visual.

We will start the recording of this webinar now.

A copy of this presentation is located on LDOE INSIGHT Coordinator Portal under Monthly DC Webinars folder/2019-20 Webinars (August 2019 – July 2020)

To Join the Webinar: https://ldoe.zoom.us/j/976397929

After the webinar, please complete the webinar survey: Survey Link

Monthly Data Coordinator Webinar

May 21, 2020

This document can be downloaded via the LDOE INSIGHT Coordinator Portal

2

Objectives

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• Prepare LEAs to meet data submission deadlines by reviewing benchmark calendars, system enhancements, open/upcoming collections and other data reporting information

• Share communication resources and opportunities

• Share EdLink Updates

At the end of the webinar, please complete the webinar survey using the link below:

Survey Link

Agenda

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● Data Collection Calendar● 2019-20 Open Collections● EdLink Updates● “Heads Up” Other Items of Interest● Communications and Support

Agenda

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● Data Collection Calendar● 2019-20 Open Collections● EdLink Updates● “Heads Up” Other Items of Interest● Communications and Support

Data Collection Calendar

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ALWAYS OPEN Collections

FALL Collections

SPRING Collections

END-OF-YEAR Collections

For assistance, contact SystemSupport@la.gov

2019-20 Benchmark Calendar

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• Provides information to guide LEAs in submitting data for all data collection periods for each LDOE legacy system. Action Items include Audits, Collection Open Dates, Collection Deadline Dates, File Extract Dates and other activities.

• Posted HERE and also posted on LDOE INSIGHT Coordinator Portal (under Announcements).– Last update was 05-12-2020

In each tab, you can review specific information, by filtering the columns by COLOR, date, system, and collection:

• Benchmark tab - Lists year-long summary of action items for ALL legacy systems • Key Dates - Lists major collection dates and deadlines • System tab - Lists action items by legacy system by month

eScholar Uniq-ID and DirectMatch Closing Out 2019-20

8

2019-2020 Statewide DirectMatchSNAP and TANF

9For assistance, contact Jayanthi.Sothirajah@la.gov

The LDOE runs the statewide DirectMatch process for SNAP and TANF for all public

school systems (months of October through June)

• the student data is sourced from eScholar Uniq-Id system for matching

• for those months, these statewide runs eliminate the need for school systems to

run DirectMatch for their initial run after a new SNAP and TANF file is loaded

• school systems are notified of the batch numbers and they must resolve their

near matches

• for those batches, school systems will see status messages

o Match Completed - no near matches to resolve

o Near matches/duplicates found - resolve near matches

Note: During the month, all new enrollments, must be submitted to UniqID for

LASID assignment and DirectMatch must be run for SNAP and TANF updates

2019-2020 SNAP and TANF:Monthly Update Schedule

10For assistance, contact Jayanthi.Sothirajah@la.gov

eScholar DirectMatch is unavailable each month until the statewide runs are completed

2019-2020 Statewide DirectMatchSNAP and TANF

11For assistance, contact Jayanthi.Sothirajah@la.gov

April SNAP/TANF files:

• May 11: Statewide DirectMatch (SNAP and TANF) was completed for all public

LEAs

April SNAP (Batch # 163527-163739)o LEAs will resolve SNAP near matches in DirectMatcho Use MyStudents to download SNAP matched records

⮚ Report lunch status updates to SIS EOY (3.0 format)⮚ Report to food service system (DM Index format)

April TANF (Batch # 163740-163967)o LEAS will resolve TANF near matches in DirectMatcho No further processing needed for TANF match records

• Run SNAP/TANF DirectMatch for any new Uniq-ID enrollments after May 11.

Refer to the DirectMatch User Guide (pg. 33) for instructions on resolving SNAP and TANF near matches.

Louisiana Secure ID System (eScholar) 2019-20 DirectMatch EOY Closeout (contd.)

12For assistance, contact Jayanthi.Sothirajah@la.gov

May SNAP/TANF files:

June 5-8

• DirectMatch system will be unavailable for loading SNAP and TANF

• LDOE will initiate statewide DirectMatch (SNAP and TANF) for all public LEAs

and identify the batch numbers

June 9

• Public LEAs will resolve near matches, and report SNAP results to food service

systems and report lunch status to SIS EOY by the submission deadline

• Run SNAP/TANF DirectMatch for any new Uniq-ID enrollments after June 9.

EOY Closeout:

July 7:

• DirectMatch access will be closed for the 2019-20 school and no additional

updates can be made for the 2019-20 school year

Louisiana Secure ID System (eScholar) DirectMatch – Resolving Near Matches

13

When you are in the DirectMatch Dashboard, under the Match Type select SNAP/TANF. Then

select the “RESOLVE” button. Next, select the “REVIEW and SELECT” button and then the

student’s name. Once you have resolved the near matches, download the SNAP records and

load into your local systems. The TANF records should not be downloaded. The LDOE uses the

TANF records for its Economically Disadvantaged counts.

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) 2019-20 Unique-ID EOY Closeout

14For assistance, contact Jayanthi.Sothirajah@la.gov

Through July 3:

• Final 2019-20 enrollments should be submitted to Uniq-ID.

July 7:

UniqID access will be closed for the 2019-20 school year and no further

updates can be made for the 2019-20 school year

eScholar Uniq-ID and DirectMatch Start Up For 2020-2021

15

Louisiana Secure ID System (eScholar) 2020-21 Uniq-ID and DirectMatch Startup

16For assistance, contact Jayanthi.Sothirajah@la.gov

July 7-14: eScholar systems will be unavailable

• Uniq-ID: 2020-2021 eScholar rollover and school updates (new schools, closed

schools, grade configuration updates, new user roles, etc.)

• DirectMatch: 2020-2021 eScholar reinitialization and loading of June SNAP and

TANF to DirectMatch (1st SNAP and TANF files for 2020-2021 school year)

July 15:

• Uniq-ID: LEAs can begin their initial submission of students expected to be

enrolled for 2020-21 with ESSY=2021 and Location Active Flag (Active="1" or

Inactive="0").

• DirectMatch: LEAs can begin running DirectMatch for TANF and SNAP after

their expected 2020-21 enrollments have been submitted to Uniq-ID.

Statewide DirectMatch runs will resume in October

Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions

17For assistance, contact Jayanthi.Sothirajah@la.gov

QUESTION RESPONSE

When will statewide matching begin in 2020-2021?

● Starting in October through June, LDOE will initiate statewide runs for SNAP and TANF. For the other months, school systems will run DIrectMatch for SNAP and TANF in order to get their match results which should be loaded to local systems and reported to SIS.

When resolving the near matches,

I can do a couple until I am kicked

out. I get the “Authorization

Error” and am redirected to the

login screen.

● Click on the purple REVIEW AND SELECT button to proceed instead of the student's name. This will allow you to continue. This bug will be corrected in the next eScholar version.

P-EBT

18

P-EBT Information

19

Louisiana has been approved for the new Pandemic Electronic Benefit Transfer (P-EBT) program. This program will provide extra help buying groceries for the families who normally receive free and reduced-price meals (FRL) at school. The portal went live on Monday. As of 8 a.m. today, over 180,000 applications have been processed on behalf of more than 300,000 children.

Federal regulations require an assurance that each child receiving P-EBT attends a CEP school or receives FRL meals. Therefore, the application portal compares student data entered by the parent with the student data in eScholar and SIS. Since LDOE cannot access student PII to verify data on behalf of parents or school systems, we need your help.

Most general questions can be answered via the LDOE digital flyer or the Frequently Asked Questions. However, a document for questions and answers specific to school systems assisting families have been developed. If school systems need additional help, please visit Ask LDOE and choose P-EBT from the subject dropdown.

Sponsor Site, School Finder, Secure Portal

20

Principal and Superintendent Secure Portal Updates

21For assistance, contact SystemSupport@la.gov

The secure portal site includes two user groups; a principal user group for viewing specific sites, and a superintendent user group for viewing an entire school system.

• A Secure Portal User Request Form is available on the Data Management FTP in the Secure Portal folder. Data Coordinators should download and provide to superintendents for adding users that need access to the secure portal. Access will be granted every week on Fridays.

• Once updates have been completed, the Data Management FTP Coordinator should rename the file using the naming guidelines below and upload the form in the same location as the original.

File Name: [LEA Code]_[LEA Name]_Secure Portal User Request Form_Completed Example: 001_Acadia_Secure Portal User Request Form_Completed

• In order for changes to be made, the Superintendent must email Systemsupport@la.govconfirming the user requests and providing his/her consent to the Department to grant access to those users.

• The last column of the form will be used to update Data Coordinators when access to the secure portal has been granted by LDOE.

Louisiana School Finder Data Refresh

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The Department will update monthly the ABOUT OUR SCHOOL section in School Finder to reflect any changes made in Sponsor Site (SPS) at the end of each prior month. Information is pulled down around the 1st of each month, and changes in School Finder are reflected mid-month.

Please reference the Louisiana School Finder Data Guide for additional information on data sources.

School Finder has rolled over to the 2019-2020 School Year with the release of 2018-2019 accountability results.

Data Source School Finder Sections Refresh Timeline

Sponsor Site Website, administrator, social media, clubs and sports

Monthly

Sponsor Site Address, phone #, grade configuration December

PEP Principal name January & August

CUR/PEP/SIS Academic offerings (AP, DE, foreign languages), music/art offerings

January

For School Finder assistance, contact SystemSupport@la.gov

COVID-19 Updates

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COVID-19 Updates

24For assistance, contactl LDOECOVID19Support@la.gov

Please refer to the Louisiana Believes website and the following resources for families, as

well as up-to-date information and guidance for schools and centers

● COVID-19 FAQ: K-12 Schools

● COVID-19 Information and Resources webpage (all COVID-19 related materials are

located here)

● CoronaVirus 2019 (COVID-19)● Complete list of newsletters● BESE webpage for policy actions and waivers

The USDA has established numerous waivers to support the Child Nutrition Programs during the COVID-19 pandemic.

● Online Waiver Request● Waiver Requests and Approvals

Child Nutrition Monthly Trainings at Pennington Biomedical Research Center has been canceled through June 30. All training PowerPoints are available on the Louisiana Fit Kids

website. For Food and Nutrition Waivers contact childnutritionprograms@la.gov

2019-20 EOY Collection COVID-19 Updates

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Refer to EOY reporting updates on the System Support page

○ Distance Learning Days Guidance for EOY

○ STS EOY Reporting Guidance (in the Training Library)

○ Please refer to the 2019-20 Benchmark Calendar for a list of all updates

including

• SIS EOY data submission and validation reporting updates

• CVR data reporting suspension for 2019-20

• CIS data reporting suspension for 2019-20

2019-20 EOY Collections

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End of Year Collections

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Collection Name

Application System – What Data is Collected

SCHEDULE

EOY School Calendars – Actual Calendars

Student Information System (SIS) –Student enrollment, lunch status, attendance, discipline and homeless data

Special Education Reporting (SER) –Special education data.

● Deadline: June 26

● August 31

STS EOY Student Transcript System (STS) -Transcripts for students in grades T9-12, parental consent updates, IBC updates and all sites certified.Certify senior year-end graduates.

• 5/29 graduates• 7/1 9th grade students• 9/1 All transcripts and

IBCs for 2019-20

School Calendar System (SPC) EOY Collection

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School Calendar System (SPC)EOY Collection - Important Items to Note

29For assistance, contact Tara.Baylot@la.gov

● The deadline for submitting SPC data for the 2019-20 EOY collection is June 26th

(extended 1 week).

○ Final 2019-20 school and district calendars should be reported

○ For days covered by the Governor’s proclamation (March 13 through the last day of school), refer to EOY reporting updates on the System Support page - Distance Learning Days Guidance for EOY

■ School days during this time should be entered into the Calendar system as

regular instructional days.

■ Holiday days during this time should be entered into the Calendar system as

holiday days (ex. Spring Break).

■ Seat time has been waived for Attendance data for March 13 through the end

of the school year and no absences should be reported

Student Information System (SIS)EOY Collection

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Student Information System (SIS)EOY Collection - Important Items to Note

31For assistance, contact Tara.Baylot@la.gov

● The deadline for submitting SIS data for the 2019-20 EOY collection is June 26th

(extended 1 week).

○ All student data must be accurate and submitted by the collection deadline.

○ For each open collection, include any student enrolled in your school system at

anytime during the 2019-20 school year (including days covered by the Governor’s

proclamation).

○ If you previously reported a student as a no-show, continue to report them for end-

of-year.

○ LDOE will drop several iterations of the SIS EOY Validation Reports and Rosters on

the DM FTP in Data Validation folder during the collection. Please verify your data

for accuracy.

○ No absences should be reported for March 13 through the last day of school. Refer

to EOY reporting updates on the System Support page - Distance Learning Days

Guidance for EOY

Student Information System (SIS)EOY Collection - Important Items to Note

• Potential Dropouts: Please continue to correct potential dropout data. For

more information on correcting dropouts refer to the following documents:

• 2019-20 SIS User Guide Appendix F-Dropout Data• Guidance - EOY Dropout Correction 2018-19• Dropout Reporting • High School Equivalency Credential (HSE) Guidance• Retire ID Split ID Guidance, Retire ID Template and Split ID Template

● Lunch status updates: Submit all lunch status updates including DirectMatch

updates, DC extended updates, and updates from income verification forms.

Refer to other guidance

• Economically Disadvantaged Definition and CEP Reporting

• Economically Disadvantaged Guidance and SIS Reporting

32For assistance, contact Tara.Baylot@la.gov

Student Information System (SIS)Exiting Students

33

• It’s very important to exit all 2019-20 graduates using Exit Reason Code =”04”• Mid-year grads Exit Date = Last Day of the semester• End-of- year grads Exit Date = Last Day of School• Summer Grads Exit Date = Last Day of School (If SIS EOY is closed, summer grads

should be exited when SIS EOY reopens in mid-July for Dropout Correction)• Other students who left your school system during the year should also be properly exited. Refer to Bulletin 111 regarding Cohort Graduation Index, Exit Reason Codes and required documentation for all exits.

For assistance, contact Tara.Baylot@la.gov

EXIT REASON CODE DESCRIPTION

04 Diploma

05, 06 GED/HiSet, Certificate of Achievement

14 Exit to State-Approved Nonpublic Schools

16 Exit to BESE-Approved Home Study Program

44 Exit to non-public schools not approved by BESE

11 Exit to Adult Education (with Dropout Reason Code=22)

Student Information System (SIS)EOY Validation Reports and Validation Rosters

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Dates Available Action ItemReport 1: Week of May 18, 2020Report 2: Week of June 1, 2020Report 3: Week of June 15, 2020Report 4: Week of June 29, 20202019-20 EOY Deadline: Friday, June 26, 2020Report 5 (FINAL Report): Week of July 13, 2020

Review data on the SIS EOY Validation Reports and Rosters (available via DM FTP in Data Validation folder).

Monday, July 20, 2020 Deadline: for obtaining signatures and submitting a completed SIS EOY Statement of Affirmation Form. The submission link will be provided on the form.

The SIS EOY Statement of Affirmation will be included with the FINAL SIS EOY Validation Report.

For assistance, contact Tara.Baylot@la.gov (SIS)

Student Information System (SIS)

EOY Validation Reports/Rosters

35For assistance, contact Tara.Baylot@la.gov

Validation Report Elements Validation Roster Elements

● SIS EOY Enrollment● Attendance, Truancy & Discipline● SIS & HTS Homeless Status● Grade Level Discrepancies● Special Populations● SIS EOY Lunch Status● SIS EOY Exits● SIS EOY Potential Dropouts

● Roster of multiple and duplicate enrollments● Roster of students on Academic Improvement

Plan● Roster of students in Oct 1 MFP, or Oct 1

CLASS, or Feb 1 MFP but not in EOY● Roster of current T9 students who were T9 at

any time the prior school year● Roster of 504 students with accommodations● Roster of student discipline events● Roster of students with 30 or more absences● Roster of homeless students● Roster of migrant students● List of CEP sites

Validation Reports and Rosters for the EOY collection will be dropped on the Data Management FTP the week of 5/18, 6/1, 6/15, 6/29 and 7/13.

EOY Collection Submission Issues

36

Issues Count of LEA’s Missing Data

No Calendars submitted to SPC 54

Calendar days reported incorrectly - See Distance Learning Days Guidance for EOY posted on the System Support page

18

No SIS EOY data reported 61

No Discipline data reported 102

No Graduates reported in SIS or STS 51

Missing Graduates in SIS but reported in STS 67

Missing Graduates in STS but reported in SIS 15

2019-20 EOY data submission summary for the 167 school systems as of 5/21/20

SIS Frequently Asked Questions

37

QUESTION RESPONSE

How should I enter the days covered under the Governor’s order to close school facilities?

Should I submit attendance data for March 13 through the end of the school year?

What should I use for a graduating senior’s exit date?

Refer to EOY reporting updates on the System Support page - Distance Learning Days Guidance for EOY

For P-EBT what processing periods are used for the validation in SIS?

All BSSY 2019 processing periods (Oct 1 MFP, Oct 1 CLASS, Feb 1 MFP and EOY).

For eScholar/ UniqID what records are being looked at for validation?

Both the master record and historical record in eScholar are being used.

For assistance, contact Tara.Baylot@la.gov

SIS Frequently Asked Questions

38

QUESTION RESPONSE

We are uploading data for a student for EOY who was

reported during the Oct 1 and Feb 1 data collections.

The student has the same LASID in eScholar as we are

trying to upload. However, we are receiving the error

U02 Secure ID Does Not Exist and I am unable to upload

the student’s record. How do I correct this error?

Resend the student’s data to eScholar, wait about half an hour and try uploading the student to SIS. If you are still receiving the error, perform a search for the student by name to verify the LASID. The student may have more than one LASID and one of them may need to be retired. Please see the section in the SIS User Guide about retiring LASIDs.

What documentation do we need in order to properly

exit students who have left our school system?

When exiting a student, proper documentation is required to

justify use of the EXIT REASON CODE used. Please refer to BESE

Bulletin 111 and APPENDIX B, data element EXIT REASON CODE

for a list of the documentation required. NOTE: Audits will be

performed on each school’s usage of exit reason codes. It is

important that proper documentation be maintained to show

why a particular exit reason code was used. For additional

information, refer to the list of EXIT REASON CODEs in this guide.

Students may appear on your dropout roster if they are not

exited properly.

For assistance, contact Tara.Baylot@la.gov

2020-21 Sponsor Site System (SPS) Collection

39

2020-21 Sponsor Site System (SPS) Collection

40For assistance, contact SystemSupport@la.gov

● Sponsor Site requests for the 2020-2021 school year are now being accepted via

electronic form 2020-2021 Sponsor Site Information Form and include requests for:

○ Closing existing schools/sites (deadline: June 28)

○ Changing existing schools/sites (deadline: July 15)

○ Adding new schools/sites (deadline: July 15)

● Sponsor Site will roll over to the 2020-2021 school year on June 1.

○ After the rollover and for next school year, SPS data managers with update

credentials can make online updates for certain fields (administrator information,

links-website, twitter, facebook, drop-off and pickup times, clubs and sports

offered)

○ All other updates must be made by LDOE and will be completed by August 7.

● 2020-2021 Sponsor and Site information in should be certified in SPS by September 30.

○ This is important to ensure data is submitted correctly to the source systems (grades

offered, programs, facilities, etc.)

○ Please refer to the SPS User Guide for how to certify

Special Education Reporting System (SER)

41

Special Education Reporting System (SER)Other Deadlines

42For assistance, contact Bernetta.Sims@la.gov

Date Action Item

Beginning Friday, April 24, 2020 Reports to run and verify: Reevaluation Management Roster for 2019-2020, IEP/Services Plan Management Roster, Purge Report, Developmental Delay Turning 9

Beginning Wednesday, April 29, 2020Begin verifying EOY data: SER/SIS Exit Cross check, Disciplinary Removals-Summary, Disciplinary Removals-Detail, Part C Transition Compliance

Friday, June 26, 2020 Deadline: for verifying Exit Data. This report should be blank. Report to Run: SER/SIS Exit Cross Check

Special Education Reporting System (SER)

43For assistance, contact Bernetta.Sims@la.gov

Re-Eval and IEP/Service Plan management reports • Run your Re-Eval and IEP/Service Plan management reports for 2019-20 for a list of

students with evaluations due for the rest of the year. • Also run the reports for the upcoming school year to identify evaluations due in the

summer or the start of the school year. • Reports are available under the Rosters folder on the Reports tab.

Purge report • Run the report to identify students who will be purged due to their records being 5

years or older. These students will be marked inactive after the purge. • The purge report is available under the General Reports folder.

Developmental Delay Turning 9 report • For any students classified as Developmental Delay and are turning 9 this year, you can

run the report for this school year and next school year. • DD students must be re-evaluated by their 9th birthday. • This report is available under the Rosters tab.

Special Education Reporting System (SER)

44For assistance, contact Bernetta.Sims@la.gov

SER/SIS Exit Cross Check Report - Count date as of June 30th• Deadline: June 26 (SIS EOY)

• Exits reported for students 14 and older

• Compares only certain exits from SER

○ HS diploma

○ Moved out of State/Known to be Continuing

○ Certificates of Achievement, LHSD

○ Death

• SER exit reason must be comparable to SIS exit reason

Part C Transition Compliance Report

• Run the Part C Transition report found under the Compliance folder.

• The IEP is developed and implemented by the third birthday.

● The Department will check compliance at the end of the school year.

45

Documenting Student Progress in SER During Distance Learning

IEP teams must continue to document student progress toward IEP goals using the SER system. IEP team should document any goal currently not addressed through distance learning by choosing not addressed in the progress towards goals dropdown menu in the SER system.

Teams should detail and describe why the student made no progress or limited progress toward meeting IEP goal(s) during the extended closure or distance learning in the comments text field on the progress report page in SER.

46

Act 833 Goal Summary Page

Currently enrolled graduating seniors who will graduate by August 31, 2020 are no longer required to take the LEAP 2025 high school assessment to be eligible to graduate.

IEP teams should update the goal summary page in the SER system for these students, when the course is completed.

IEP teams should select N/A and Federal/BESE assessment waiver from the dropdown menu to update each course on the goal summary page.

47

Initial Evaluation Documentation in SER

All open initial evaluations must be documented in the SER system. Teams must enter the following in the initial evaluation tab:

• Permission Request Date• Parent Decision• Decision/Start Date

School systems should not use Unable to complete Evaluation Process for evaluations, including reevaluations, if teams are waiting to conduct components that require face-to-face interaction and/or administration. X

48

SER Development

The Department is currently developing two additional SER system enhancements to address the BESE waivers for timelines and ESY eligibility.

These new enhancements will include:

• Fields in the evaluation tab that allow teams to identify and document evaluations that exceed the timeline due date because teams are unable to conduct assessment components that require face-to-face administration.

• Fields added to the ESYS Eligibility Criteria Determination section of the ESYS page of the IEP forms and the ESYS progress report form. This new field will allow teams to document eligibility determination decisions that are not currently captured by the specific ESYS eligibility criteria (e.g. regression-recoupment, CPI1, CPI2, and special circumstances) outlined in Bulletin 1530.

49

Continuous Learning for Students with Disabilities

The Department has released new and updated resources to support students with

disabilities during continuous learning. The resources are located on the

Department’s COVID-19 web page and the Students with Disabilities web page.

Student Transcript System (STS)

50

Student Transcript System (STS)COVID_19 Reminders

51For assistance, contact Barrett.Adams@la.gov

Please refer to the following resources:

● Senior Course Credit and Graduation Guidance PDF

● School System Promotion Guidance 2019-2020 PDF

● STS May 4th Graduation Webinar on LUG

Only seniors should use P and all other grades should have grades.

STS will remain open until the end of September:

● Enter May-June graduates now

● Enter Summer graduates when they complete summer school and meet

graduation requirement

Student Transcript System (STS)Official Transcripts

52For assistance, contact Barrett.Adams@la.gov

Official transcripts for 2019 and beyond will be created in STS and not in OTS.

Once a site has a graduate and is certified, go to Print&Export, Print/Export

Transcripts, and they will appear at the top. This will allow you to mass print.

Student Transcript System (STS)Reminders

53For assistance, contact Barrett.Adams@la.gov

Currently only 80 out 127 have submitted to STS since we opened.

Validation reports will start next week:

● Check any CA student that is missing a career option code (R01-T18)

● Check any CA student missing an IBC (use IBC 919)

● Check the possible incorrect course code (currently over 20,000 records)

Use the Export Summary to Excel to check for main pieces in real time.

Use the Missing PII report to check for anyone missing in pieces in eScholar.

Make sure you check the certification status of your sites daily.

STSFrequently Asked Questions

54For STS assistance, contact Barrett.Adams@la.gov

QUESTION RESPONSE

1. What date should I use for a grad date?

1. When does STS close?

1. How do I designate graduating seniors who are eligible for the assessment waiver?

1. What do I do if a student shows up on my cohort graduation report as a non-graduate.

1. Any date between September 1, 2019 and August 31, 2020 is accepted in STS.

1. STS is open until the end of September.

1. If a student needed to retest in order to graduate, please use the C assessment waiver in the format as Y.

1. Please email me with the year you need open with the prior year access request form and I will help you.

STSFrequently Asked Questions

55For STS assistance, contact Barrett.Adams@la.gov

QUESTION RESPONSE

1. How do I designate graduating seniors who are unable to complete a FAFSA?

1. What should I do for Jump Start students who are not able to meet the IBC credential requirement for graduation?

1. How do I code for a student that was enrolled in a Board of Regents or Louisiana Community and Technical College System “mini-semester” B-term class for the final 8-weeks of the academic year?

1. Graduates that have not completed the FAFSA can use the 4 Waiver.

1. If a graduating CA student did not earn any IBCs, then you can use the IBC 919.

1. If a student was in a mini semester B term course, you can put in core curriculum waiver = C and the letter grade = E.

Aligning Data Across Systems

56

SIS STS SER Exit and Graduation

Validation Reports and Rosters

57

It’s important that student exits be aligned properly across the systems (SIS, STS, SER).

The SIS STS SER Exit and Graduation Validation Reports and Rosters should be used to verify

the alignment of student exits.

Dates Available Action Items

Report 1: Week of May 25, 2020Report 2: Week of June 15, 2020Report 3: Week of June 22, 20202019-20 EOY Deadline: Friday, June 26, 2020Report 4: (FINAL Report): Week of July 13, 2020

Review data on the SIS STS SER Exit and Graduation Validation Report (available via DM FTP in Data Validation folder).

Exiting Students Across the 3 Systems

58

Alternate Assessment Jumpstart Students (L1)

• Must be identified in SER, SIS, and STS• In SER, students can return until age 22. • In STS, Applied no credit courses can be used• In SIS, Option code=”9” [L1 Jumpstart Diploma Pathway/Track] must be used. • The diploma should not be awarded until a student has met all requirements for the

diploma including transitional services in preparation for post-secondary opportunities.• Once the requirements have been met:

• Exit in SER as HS Diploma (Alternate Assessment Jumpstart)• Exit in SIS with Exit Reason = “04” [diploma]• Exit in STS with a grad date

• For Accountability: • Will only belong to 1 cohort• Must be continuously enrolled up through graduation

59

Which Students Can Return

Students with a prior year non-terminal exit are allowed to return. This includes Special education students who can return until age 22.

• Alternate Assessment Jumpstart• Alternate Assessment Grandfathered• Certificate of Achievement• HiSet

Students who return:• Can work towards a terminal diploma• Can be non-diploma seeking

60

How to Report Students who Return

61

Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit.

Agenda

62

● Data Collection Calendar● 2019-20 Open Collections● EdLink Updates● “Heads Up” Other Items of Interest● Communications and Support

EdLink

63

7

2020-2021 Legacy Systems Data Submission

• School systems will continue to submit their data to the legacy systems for the 2020-2021

school year.

• The data submission schedule will be the same as for the current school year and specific dates will be defined in the 2020-2021 benchmark calendar which will be posted by early June• Fall Collections • Spring Collections• EOY Collections

7

2020-2021 EdLink 360 Data Submissions

• All school systems will have the opportunity to submit EdLink 360 extract files during the

2020-2021 school year.

• School systems and vendors who participated in the Spring Pilot• School systems or vendors not in the Spring Pilot

• These asynchronous data submissions during the school year, provides the perfect opportunity to verify programming and to highlight and correct any concerns prior to the August 2021 Go Live for EdLink 360

2020-2021 Data Submission Schedule and Activities

66

● We are currently working on a 2020-2021 Data Submission Plan that aligns the legacy system submissions schedule with the EdLink 360 data submissions schedule

● Also in the works is a detailed plan that includes activities and resources required for asynchronous data submissions to both systems

• 2020-21 collections startup• Security/Privacy/Provisioning of credentials• Whitelisting• Training• Data quality checks• System testing

eScholar StaffID

67

68

Louisiana Secure ID System (eScholar)Unique Identifiers for Staff (StaffID)

• Just as student IDs (LASIDs) help Louisiana secure and protect sensitive data, Staff IDs (StaffIDs) will also secure and protect.

• In order to ensure all data remains connected, the Department will slowly transition to StaffIDs, using both SSNs and StaffIDs for a period of time.

• EdLink will rely on StaffIDs to establish security roles and ensure appropriate access to the data and reporting system.

• StaffIDs will work like LASIDs.

• School systems will submit a file to eScholar and resolve near matches, load StaffIDs into their local systems, and use StaffIDs when submitting data to EdLink360.

• Since the StaffID works exactly like LASID, school systems should consider leveraging the experience of the staff that currently manage eScholar work.

• The StaffID system production system is now available.

StaffID Initial Assignments

69For assistance, contact Jayanthi.Sothirajah@la.gov

eScholar StaffID – Initial Assignments by LDOE:

• The staff data from several systems was loaded to eScholar.• PEP - staff data submitted to the 2019-20 Oct 1 CLASS collection• TCMS - Teacher Certification• CIS - Compass Teacher Evaluation• Early Childhood systems

• From these systems, the most complete record was used to create the demographic record in eScholar (Last Name, First Name, valid SSN, Date of Birth).

● LDOE completed the initial submission of staff data to eScholar, completed the

near match resolutions, assigned StaffIDs and created files which are available on

the DM FTP

● EXCEL formatted files with (Last Name, First Name, SSN, StaffID)

● eScholar v3.0 file format for loading data into local system.

StaffID Continuing Assignments – Beginning July 15

70

● Next Steps for the Security Coordinator:

● Create eScholar user IDs and initial passwords for the LEA data managers staff that will be managing the eScholar StaffID work for the LEA.

● Download the StaffID files from the DM FTP for use in matching StaffIDs in the local

system

● Next Steps for the StaffID data managers:

● Attend StaffID training

● Receive their credentials from their Security Coordinator that allow login to the

StaffID portal:

● Complete the matching of staff data with the assigned StaffIDs in their local system

● Submit staff data along with StaffIDs to the eScholar StaffID system

● Resolve all near match records● Ensure the download of the StaffID files with the assigned StaffIDs to the local

system.

● Continue to submit staff data to eScholar for new staff or those without a StaffID

The 21 Pilot school systems have completed the StaffID assignments or are in progress.

For assistance, contact Jayanthi.Sothirajah@la.gov

StaffID Training

71For assistance, contact Jayanthi.Sothirajah@la.gov

eScholar will provide StaffID training for all school systems during the months of May and June at 1:00pm. Register via the links below:

• Thursday, May 28 1:00pm registration link

• Wednesday, June 24 1:00pm registration link

After registering, you will receive a confirmation email containing information about joining the webinar.

StaffID Assignment Timeline

PHASE 1 Timeline

LDOE:

• Provide StaffID training • Create StaffID files and make available to LEAs (via DM FTP) • Provide StaffID credentials to Security Coordinators and post StaffID User Guide

SCHOOL SYSTEMS: • Download StaffIDs from DM FTP and match to staff data in their local systems • Create the eScholar v3.0 format StaffID file containing staff demographics and StaffID

and submit to the eScholar StaffID portal so those StaffIDs can be assigned to your school system

• Resolve any StaffID near matches• Download match results and submit to their local systems

5/28, 6/246/157/1

Begin 6/15Begin on 7/15

for ESSY=2021

PHASE 2

SCHOOL SYSTEMS: Complete StaffID assignment for staff not submitted during Phase 1• Any staff without a 10 digit eScholar StaffID .• Any new staff that recently joined the school system• Any StaffID demographic updates

Begin on 7/15 for ESSY=2021

Resolving StaffID Near Matches

73For assistance, contact Jayanthi.Sothirajah@la.gov

eScholar StaffID – Resolving Near Matches:

• When resolving near matches, if the SSN and StaffID on the Submission Record(from your local system) match the SSN and StaffID on the Master Record (from eScholar), you would select this record to resolve the near match.

• Once the near match is resolved, no other matching would be needed for this staff person in your school system (as eScholar retains the match results).

2021-2022 Master Course Codes

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Master Course Code Updates for 2021-2022

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• For 2020-21, the current course codes will be reported to the legacy systems and to EdLink 360. This is necessary for data comparisons and review

• Proposed 2021-2022 Master Course Code listing is posted on EdLink 360 support page under 2021-2022 Course Code Redesign section (on the right)

• Beginning early December, we will begin to assist school systems in converting from the old course codes to the new ones so they can include them in their local systems and use the new course codes for 2021-2022 class registrations

• In late-Spring 2021, testing will need to occur to ensure those course codes can be properly submitted in the EdLink 360 extracts that require class schedules

• Over the next few months, discussions are continuing on a few things: handling duplicate electives, immersion courses, linking of certifications to course codes

EdLink 360 Resources

76

EdLink 360 resources are posted on the EdLink 360 Support page:https://leads13.doe.louisiana.gov/lug/edLink360/EdLink360.htm

1. User Guides – Include legacy system to EdLink 360 crosswalk, data elements, error codes and messages, file creation and delivery instructions, etc.

• 2020-21 User Guide for Pilot Guidelines• 2020-21 User Guide for Calendars and Attendance Data• 2020-21 User Guide for Students Data• 2020-21 User Guide for Staff Data• 2020-21 User Guide for eScholar StaffIDs

2. Extract file layouts

3. Other Resources (Sample files, StaffID templates, FAQs, training registration links, etc.)

4. Email EdLink360@la.gov with questions

Agenda

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● Data Collection Calendar● 2019-20 Open Collections● EdLink Updates● “Heads Up” Other Items of Interest● Communications and Support

2019-2020 School Resource Officers

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• Act 148 of the 2019 Legislative Session requires LDOE to collect the number of school resource officers by site.

• This data will be collected via JotForm.

• Collection dates: April 2, 2020 - June 19, 2020.

For assistance, contact Kaylie.Loupe@la.gov

Data Sharing Agreements

79For questions about the MOUs, contact ldedata@la.gov

Pursuant to R.S. 17:3914, school systems must have a contract or data sharing agreement in

place with private vendors that deliver services in order to share personally identifiable

student data.

Review the 2019-20 list of data sharing agreements to identify which ones are new and/or expiring. For each agreement needing to be completed, school systems should download the addendum, get the appropriate signatures, scan, and use the specific submission link to submit the form to LDOE.

To verify which agreements school systems have already opted into, please review

the tracking chart HERE. The tracking chart is updated weekly as additional addenda are

submitted to LDOE.

Data Files Available via Data Management FTP

80For assistance, contact Van.Fabre@la.gov

Click here to access the latest Index for the Data Management FTP.

Information File Name / Audience / File Availability Date

2019 Updated LEAP 2025 Grades 3-8

Growth to Mastery Student Roster

File Name: LEACode_2019_Updated_LEAP 2025_Grades 3-8_Growth to Mastery Student RosterAudience: Accountability ManagersAvailable Until: TBD

2019-20 updated HS Growth To Mastery

Student Roster

File Name: LEACode_ 2019-20 updated HS Growth To Mastery Student RosterAudience: Accountability ManagersAvailable Until: TBD

Agenda

81

● Data Collection Calendar● 2019-20 Open Collections● EdLink Updates● “Heads Up” Other Items of Interest● Communications and Support

Superintendent’s Weekly Newsletters

82To subscribe, contact ldoecommunications@la.gov

• In the Data section provides information and reminders about data reporting. • To subscribe, email ldoecommunications@la.gov

• Previous issues of the newsletters are located here.

LDOE INSIGHT - Coordinator Portal

83For assistance, contact SystemSupport@la.gov

Data Managers are urged to check the LDOE INSIGHT Coordinator Portal daily for important information and reminders:• To gain access, have your Security Coordinator Add LDS_LEAS_DATACOORD role

Under the Longitudinal Data System (LDS) in TAS.

• Sections include Announcements , Monthly DC Webinars, Shared Documents

LDOE Systems Folders, and Useful Links

84

Visit the System Support page to access the 2019-20 benchmark calendar of submission deadlines, review useful guidance and tools, and access the catalog of available training.

2019-20 Data SubmissionsAvailable Training

85For assistance, contact SystemSupport@la.gov

Training Library

• The Training Library contains training modules and videos by topic and by system.

• These training modules were developed for data coordinators, data managers, and others who want to learn more about the systems and how to submit data.

• Located Here and posted on LDOE INSIGHT in Training Library • For current and previous webinar slide decks and chat logs please click Here

Online eScholar Training• Online eScholar training is available for Uniq-ID and DirectMatch.

• Please email SystemSupport@la.gov to register.

86

Data Coordinator Monthly Webinars

87For assistance, contact SystemSupport@la.gov

Link to past Data Coordinator webinar recordings and chat logs

Who to contact for support

88

Email the system data managers listed below if you need assistance with the collections.

• Data Systems Manager: Sherry.Randall@la.gov

• Annual Financial Reporting (AFR): Yaxin.Lu@la.gov

• Special Education Reporting (SER) & Teacher Student Data Link (TSDL): Bernetta.Sims@la.gov

• Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) : Tara.Baylot@la.gov

• Student Transcript System (STS), Curriculum (CUR): Barrett.Adams@la.gov

• Profile of Educational Personnel (PEP): Michael.Zanovec@la.gov

• Early Childhood CLASS: Anantha.Lakkakula@la.gov

• eScholar Unique ID and eScholar DirectMatch: Jayanthi.Sothirajah@la.gov

• 2019-20 System Enhancements: Kaylie.Loupe@la.gov

• School Finder and Principal and Superintendent Secure Portal assistance: SystemSupport@la.gov

Louisiana Secure ID System (eScholar) Who to contact for support

89

Who to Contact for Support For assistance with:

Anantha.Lakkakula@la.gov ● Split a Shared LASID or Retire a Duplicate LASID● LASID Audits

SystemSupport@la.gov ● Uniq-ID or DirectMatch general questions● eScholar User Access and Role Based Questions

LouisianaSecureID@escholar.com ● eScholar FTP/Credentials folders/HiSet folders● Software bugs (system outage, security issues

etc.) ● Administrative functions such as system settings

and configurations● File Format/Upload Questions● Requests for utilizing web services

Your LEA Security Coordinator ● System access for new users● Assistance with your eScholar login/password

Wen.Fan@la.gov or LDEData@la.gov

● Security Coordinators needing credentials or assistance provisioning their LEA staff with system access

Looking ahead …

90

Next Webinar

• Date and Time: June 11, 2020 at 1:00pm

• Webinar Link: https://ldoe.zoom.us/j/976397929

• Webinar Name: Data Coordinator Webinar

• Phone: 1-408-638-0968

• Meeting ID: 976 397 929

If there are agenda items and/or topics you would like to include for the next webinar, please email your suggestions to Sherry.Randall@la.gov

For assistance, contact SystemSupport@la.gov

For a complete listing of activities and deadlines, please refer to the 2019-20 Benchmark Calendar HERE and also posted on LDOE INSIGHT Coordinator Portal (under Announcements).

Webinar Highlights and Next Steps

91

eScholar Systems

• SNAP and TANF Statewide Match for April and May

• 2019-20 EOY Closeout and 2020-21 Startup for Uniq-ID and DirectMatch

EOY Reporting - SPC, SIS, SER, STS Deadlines

Other Updates• P-EBT Information• Data Management FTP: Available Files• School Resource Officers: Next Steps: Identify who in your LEA will

complete the JotForm

EdLink Updates• StaffID - Next Steps: Complete StaffID training and Assign StaffIDs• 2021-2022 Master Course Codes

Monthly Data Coordinator Evaluation

92

Please use the following link to complete the webinar survey.

Survey LinkPlease complete the evaluation now or by close of business

on Tuesday, May 26, 2020