OSSE Data Collection Handbook DRAFT 07-27-2012 - SLED

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Nov 18, 2013 (3 years and 6 months ago)

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TABLE OF CONTENTS


TABLE OF CONTENTS

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i

Revision History

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ix

Letter from the Office of the State Superintendent of Education

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.........................

x

1

Executive Summary

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................

1

2

Roles and Responsibilities

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......

2

2.1

Roles

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.....

2

2.2

Responsibilities

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.....................

2

3

Unique Identifiers
-

An Overview

................................
................................
............................

3

3.1

Unique Student Identifie
r (USI)

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................................
............................

3

3.2

Unique Educator and Staff Identifier (UESI)

................................
................................
.........

3

3.3

Unique LEA and School ID

................................
................................
................................
....

4

4

Student Demographic Information

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.........................

5

4.1

Overview

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................................
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...............................

5

4.2

Purpose

................................
................................
................................
................................
.

5

4.3

Demographic Te
rms & Definitions

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................................
.......................

5

4.4

Ethnicity and Race

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................

8

4.5

Ethnicity and Race Data Collection Requirements

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...............................

8

4.6

Data Submission Template

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................................
...

9

4.7

Data Submission Timeframe

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................................

9

5

Student Enrollment Information

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...........................

10

5.1

Overview

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.............................

10

5.2

Purpose

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...............................

10

5.3

Terms & Defi
nitions

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11

5.4

Enrollment Type

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.................

12

5.5

Entry Types and Codes

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.......

12

5.6

Grade Level

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15

5.7

Exit/Withdrawal Types and Codes

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16

5.8

Dual Enrollment

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..................

28

5.9

Data Submission Template (FEED)

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28


ii


5.10

Data Submission Timeframe

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..............................

28

6

Educator and Staff Information

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............................

29

6.1

Overview

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29

6.2

Purpose

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...............................

29

6.3

Instructional, Administrative and Support Staff Definitions and Codes

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29

6.4

Teacher Descript
or Terms and Definitions

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33

6.5

Educator Data Collection Needs

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.........................

34

6.6

Assignment for Teachers, Administrators & Service Providers (SPs)

................................
.

35

6.7

Qualifications for Teachers, Administrators & Service Providers (SPs)

..............................

35

6.8

Qualifications for Instructional Paraprofessionals

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.............................

36

6.9

Staff Evaluation, Retention, Compensation and Tenure Practices

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....

36

6.10

Teacher Evaluation Data
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.....

37

6.11

Tested Grades and Subjects

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...............................

37

6.12

Untested Grades and Subjects

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...........................

37

6.13

Teacher Salary Information

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................................

37

6.14

Data Submission Template

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................................
.

38

6.15

Data Submission Timeframe

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..............................

38

7

LEA and School Information

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................................
................................
.

39

7.1

Overview

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39

7.2

Purpose

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...............................

39

7.3

Terms, Definitions and Permitted Values

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...........

39

7.4

Data Submission Template

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................................
................................
.

50

7.5

Data Submission Timeframe

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..............................

50

8

Attendance Information

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................................
................................
.......

51

8.1

Overview

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................................
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.............................

51

8.2

Purpose

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...............................

51

8.3

Attendance T
erms and Definitions

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52

8.4

Data Element: Attendance Status Code

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.............

53

8.5

Data Element: Attendance Collection Type

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................................
.......

54

8.6

Data Element:
Excused Absence Reasons

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................................
..........

54

8.7

Attendance Recordkeeping Requirements

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........

55

8.8

Daily Attendance Record Keeping

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......................

55

8.9

Attendance Durin
g Summer Session

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..................

56


iii


8.10

Enrollment in Multiple Schools

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..........................

56

8.11

Virtual School
................................
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......................

56

8.12

Mai
ntenance of Attendance Data

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................................
......................

56

8.13

Falsification of Attendance Records

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...................

56

8.14

Data Elements: Attendance

................................
................................
................................

57

8.15

Data Submission
Templates

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...............................

57

8.16

Data Submission Timeframe

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..............................

57

9

Course Information

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................................
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..............

58

9.1

Overview

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.............................

58

9.2

Purpose

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58

9.3

Course Descr
iption Data Elements

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59

9.4

Course Enrollment Data Elements

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60

9.5

Terms and Definitions

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................................
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........

60

9.6

Course Code Format

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62

9.7

Element 1: Career Cluster

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...

62

9.8

Element 2: Course Level

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....

63

9.9

Element 3: Course Name

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....

65

9.10

Element 4: Grade Level

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......

65

9.11

Element 5: Credit Unit

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........

67

9.12

Element 6: Session

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67

9.13

Element 7: Sequence

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69

9.14

Element 8: Section

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69

9.15

Element 9: Teacher/Para Type

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70

9.16

Element 10: Special Services

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70

9.17

Element 11: Bilingual Status

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...............................

71

9.18

Course Performance Data Requirements

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...........

71

9.19

Dual Enrollment Course Data Requirements

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.....

71

9.20

Career and Technology Education (CTE) Course Data Requirements

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72

9.21

LEA Course Mapping to this Policy

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.....................

72

9.22

LEA New Course Process

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72

9.23

Data Submission Templates

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72

9.24

Data Submission Timeframe

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72

10

End of Course Grade Data

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................................
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....

73


iv


10.1

Overview

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73

10.2

Purpose

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73

10.3

End of Course Grade Data


Data Elements

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.......

73

10.4

Data Submission Templates

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...............................

75

10.5

Data Submission Timeframe

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75

11

Homeless Student Information

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76

11.1

Overview

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.............................

76

11.2

Purpose

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................................
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76

11.3

Benefits

................................
................................
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76

11.4

Legislation

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77

11.5

Definitions

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77

11.5.1

Homeless Children And Youth

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............................

77

11.5.2

Homeless Unaccomp
anied Youth
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.......................

77

11.5.3

Homeless Migratory Youth

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................................
................................
.

78

11.6

Data Elements: Homeless Student Information

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................................
.

7
8

11.7

Data Submission Templates

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80

11.8

Data Submission Timeframe

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80

12

Discipline, Truancy, and Firearms Information

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81

12.1

Overview

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.............................

81

12.2

Purpose

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...............................

81

12.3

Data Elemen
ts
-

Discipline, Truancy, and Firearms

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............................

82

12.4

Data Submission Templates

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...............................

85

12.5

Data Submission Timeframe

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85

13

Dropout Information

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86

13.1

O
verview

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86

13.2

Purpose

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...............................

86

13.3

Benefits

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...............................

86

13.4

Definitio
ns

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..........................

86

13.5

School
-
Age and Special Education Children

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.......

88

13.6

Homeschooled Students

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....

88

13.7

Dropout Students Enrolled at Another LEA

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88

13.8

Data Elements
-

Dropout Types and Codes

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........

88


v


13.9

Data Submission Template

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................................
................................
.

88

13.10

Data Submission Timeframe

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88

14

Graduate Information

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90

14.1

Overview

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90

14.2

Purpose

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90

14.3

Definitions

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90

14.4

Data Elements
-

Graduate Information

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92

14.5

Data Submission Template

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................................
................................
.

94

14.6

Data Submission Timeframe

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94

15

LEP and Immigrant Information

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95

15.1

Overview

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.............................

95

15.2

Purpose

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95

15.3

Benefits/Importance

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..........

95

15.4

Definitions

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95

15.5

Data Elements : LEP Information

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96

15.6

Immigrant Information

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.......

98

15
.7

Data Elements: Immigrant Information

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98

15.8

Data Submission Templates

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98

15.9

Data Submission Timeframe

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98

16

Program Participation Information

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100

16.1

Overview and Purpose

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.....

100

16.2

Data Elements: Program Participation

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100

16.3

Data Submission Template

................................
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...............................

100

16.4

Data Submission Timeframe

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100

17

Assessment and Accountability

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..........................

102

17.1

Overview

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102

17.2

Purpose

................................
................................
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.............................

102

17.3

Data Elem
ents: Assessment and Accountability

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..............................

102

17.4

Data Submission Templates

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.............................

109

17.5

Data Submission Timeframe

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109

18

Financial Data

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110

18.1

Overview

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110

18.2

Purpose

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110


vi


18.3

Data Elements


Financial Data

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110

18.4

Data Submission Template

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121

18.5

Data Submission Timeframe

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121

19

Career and Technical Education

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..........................

122

19.1

Overview

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................................
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...........................

122

19.2

Purpose

................................
................................
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122

19.3

Local Sec
ondary Indicators of Performance Measures

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....................

122

19.4

Local Post
-
secondary Indicators of Performance Measures

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............

123

19.5

Formulas for Calculating Secondary and Post Secondary Indicators of Performance for
CTE Participants and Concentrators

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.................

123

19.6

Data Elements: Career and Technical Information

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..........................

124

19.7

Data Submission Template

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...............................

127

19.8

Data Submission Timeline

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................................

127

20

Data Validation/Data Quality Error Reports

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........

128

20.1

Overview

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................................
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...........................

128

20.2

Purpose

................................
................................
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.............................

128

20.3

Data Validation Process

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....

128

20.4

Data Quality Error Reports

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128

20.5

Data Certification
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..............

129

21

General Procedures
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............

130

22

Complia
nce Audits

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131

23

APPENDIX Listing

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...............

132

24

Appen
dix A Data Quality Checklists

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....................

133

25

Appendix B Data Element Glossary

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.....................

134

26

Appendix C Terms and Definitions

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135

27

Abbreviations

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....................

136

28

Appendix D Templates

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................................
................................
.......

137

29

Appendix E References (e.g. NCES ,SCED, EDFact, CSPR, FERPA, GFSA etc.)

..........................

138

30

Appendix F Frequently Asked Questions

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.............

139

31

Appendix G Elementary School Care
er Cluster Course Names

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..............

140

31.1

Business and Marketing

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................................
................................
...

140

31.2

Communication and Audio/Video Technology

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................................

140

31.3

Computer and Information Services

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................

142


vii


31.4

Engineering and Technology

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143

31.5

English Language and Literature

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......................

144

31.6

Fine and Performing Arts
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................................
..

148

31.7

Foreign Language and Literature

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......................

151

31.8

Health Care Sciences

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........

153

31.9

Life and Physical Sciences

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................................
................................
.

153

31.10

Manufacturing

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..................

155

31.11

Mathematics

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................................
................................
.....................

155

31.12

Care
er Education

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..............

157

31.13

Physical, Health and Safety Education

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.............

158

31.14

Public, Protective, and Government Services

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................................
..

161

31.15

Religious Education and Theology

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....................

162

31.16

Social Sciences and History

................................
................................
..............................

163

31.17

Self
-
Contained Class

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................................
................................
.........

164

32

Appendix H Secondary Sc
hool Course Names

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................................
......

165

32.1

Agriculture, Food, and Natural Resources

................................
................................
.......

165

32.2

Architecture and Construction

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.........................

168

32.3

Business and Marketing

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................................
................................
...

171

32.4

Communications and Audio/Visual Technology

................................
...............................

173

32.5

Computer and Information Services

................................
................................
................

175

32.6

Engineering and Technology

................................
................................
............................

179

32.7

English Language and Literature

................................
................................
......................

181

32.8

Fine and Performing Arts
................................
................................
................................
..

183

32.9

Foreign Language and Literature

................................
................................
......................

186

32.10

Health Care Sciences

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................................
................................
........

203

32.11

Hospitality and Tourism
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................................
................................
....

205

32.12

Human Services

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................................
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................

207

32.13

Life and Physical Sciences

................................
................................
................................
.

208

32.14

Manufacturing

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................................
................................
..................

210

32.15

Mathematics

................................
................................
................................
.....................

212

32.16

Military Science

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................................
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................

214

32.17

Career Education

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................................
................................
..............

215

32.18

Physical, Health, and Safety Education

................................
................................
............

216


viii


32.19

Public, Protective, and Government Services

................................
................................
..

219

32.20

Religious Education and Theology

................................
................................
....................

221

32.21

Social Sciences and History

................................
................................
..............................

222

32.22

Transportation, Distribution, and Logistics

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................................
......

227

33

Appendix I Index

................................
................................
................................
................

229






ix

Revision History


Revision

Description

Date

0.5

Release

to LEAs for review and feedback

7/23/2012

























x


Letter from the Office of the
State Superintendent

of Education








1

Executive Summary

Roles

1

Executive Summary

The purpose of the OSSE Data Collection Handbook is to set forth data protocol for Local Education
Agencies (LEAs) and Community Based Organizations (CBOs) as it relates to state
-
wide data
collection.


The Data Collection Handbook also supports and further

defines collection efforts described
in the Unified Data Collection Policy. The Data Collection Handbook informs LEAs of the detailed
parameters and procedures for the submission of required data elements, ensures that the OSSE is
meeting quality data req
uirements, and supports data fidelity when u
sing data for federal reporting

and
analysis.


In order to reduce duplicative collections and streamline efficiencies, the Data Collection Handbook is
one of several resources being instituted by the OSSE.


The

OSSE
has
created a Unified Data Policy in
addition to
this

Handbook to support the new data collection processes. The Unified Data Collection
Policy also requires that statewide data collection, maintenance, and reporting are quality, timely, and
efficien
t. Additionally, OSSE will implement a new Statewide Longitudinal Education Data Warehouse
System (SLED) and an
automated

data collection tool (ADT).

As an added tool,
this

Handbook will be
updated to reflect improved operational procedures, changes to po
licy and technology, and changes to
federal
and
s
tate reporting requirements.




The data collection handbook is a comprehensive and evolving resource.

The format for the handbook
is organized in a modified outline schema; content is delivered by grouping
data elements and terms
into specific data categories.

It also contains a extensive calendar that details each collection required
by the OSSE and the United States Department of Education.


The handbook also provides clarification
for commonly used acro
nyms related to data collection as well as provides guidance regarding file
submission specifications.




Data categories covered in this handbook are as follows
:

Student Demographic Information, Student
Enrollment Information, Educator and Staff Information, LEA and School Information, Attendance
Information, Course Information, End of Course Grade Data, Homeless Student Information, Discipline
Information, Drop
out Information, Graduate Information, LEP and Immigrant Information, Program
Participation Information, Assessment and Accountability Data, Financial Data, and Career Cluster
Information.



.




Roles and Responsibi
lities

Roles


2

2

R
oles and Responsibilities

2.1

Roles

The OSSE shall provide
detailed
policy guidance on

the
data submission process
,

categories, elements,
and permitted values.

LEAs shall collect, maintain, and report student and educator level data based on
required data elements as outlined.

2.2

Responsibilities


Role

Responsibility

LEA Data
Administrators

(
DCPS and Charter
)

Collect, enter, and transmit quality data for student, staff, and school
information to OSSE
.

PCSB Data
Administrator
s

Collect and transmit student and staff level data for Charter LEAs to OSSE

OSSE Enterprise
Data Management
(EDM)

Create, develop, and execute the collection objectives and

goals communicated
by OSSE Pro
gram Management and set by OSSE Leadership. Receive data
submissions.

OSSE Program
Management

Identify and communicate program specific objectives and collection need
s to
facilitate state and federal reporting.

State
Superintendent of
Education (OSSE)

Determine the goals and objectives for statewide educational research, data
collection, and data analysis.





Unique Identifiers
-

An Overview

Unique Student Identifier (USI)


3

3

Unique Identifiers
-

An Overview

The OSSE

generate
s

and as
sign
s

unique numerical
identifiers

for each Student, Educator, School, and
LEA for the purpose of securing, tracking and analyzing educational information collected from Schools
and LEAs.

3.1

Unique Student Identifier

(USI)

T
he official state identifier for al
l students attending a District of Columbia
(DC)

LEA

is the USI
.

The USI is
a randomly assigned ten
-
digit number that is uniquely assigned by the OSSE to each public school
student. The USI stays with a student throughout the student’s DC public educati
on experience and
travels with a student as the student moves from school to school and LEA to LEA within DC.

The OSSE assigns

Unique Student Identifiers (USI)

via the Statewide Longitudinal Education Data

(SLED)
system.

OSSE will provide LEAs with studen
t USIs. In turn, LEAs are required to use USI numbers when
providing student
-
level data to the OSSE.


The OSSE encourages each LEA to update its local
S
tudent
I
nformation
S
ystem (SIS) to include a student
record field for storing each student’s USI. Note that most Student Information Systems already have
the capacity to store a state identifier, and likely include a state student identifier field. LEAs are
encouraged to ch
eck with their SIS vendor for further details.



The USI provides the following benefits:

1.

Foundational element that allows for improving data quality for state and federal reporting and
analysis;

2.

Allows for
smooth

tracking of student movement within and across LEAs and schools;

3.

Tracks student progress from early childhood through secondary, postsecondary and workforce;

4.

Improves data quality across multiple data systems (internal and external to OSSE);

5.

Provides the
ability to link various data such as student enrollment, assessment, graduation,
drop out, college enrollment, direct certification for free meals and other data that will provide
a 360


view of students that will assist with identifying educational policy

and improvement
strategies; and

6.

The USI is one of the key components that will link students to educators.

3.2

Unique Educator and Staff Identifier

(UESI)

The OSSE will assign a UESI to all school
-
based staff i
dentified in this
handbook
.
LEA and school
-
based

staff consist of teachers, principals, paraprofessionals, aides, counselors, specialists, administrators,
support staff and other personnel as needed for federal and state reporting purposes.

The UESI is a ten digit non
-
identifiable and randomly generate
d number created by the OSSE that is
uniquely assigned to LEA and school based
-
staff.
LEAs are required to maintain the UESI for all school
-
based staff and provide the UESI to OSSE when reporting

data for all school
-
based staff
.

Only staff with
valid UES
I numbers will be authorized to have access to the SLED and other OSSE based information
systems.


Unique Identifiers
-

An Overview

Unique LEA and School ID


4

3.3

Unique LEA and School ID

The OSSE will assign a unique LEA ID and School ID to all Local Education Agencies and Schools
.

The
unique LEA ID and School ID will

provide the related data regarding the LEAs and Schools needed for
federal and state reporting purposes. LEAs and schools are required to provide these identifiers to OSSE.

The Unique LEA and School ID numbers are created by the OSSE; each number is
thre
e (3) to
four
(4)
digits, and is uniquely assigned to each LEA and school.








5

Student Demographic Information

Overview

4

Student
Demographic
Information

4.1

Overview

The OSSE is responsible for the collection of student demographic data from all LEAs in the District of
Columbia. The OSSE has established a system of data management and data quality measures that
meet state and federal reporting requirements
.

Funding
based upon the

Uniform Per
-
Pupil
Student

Funding Formula (UPSFF) and significant federal grant programs depend
s

on

the

proper collection and
reporting of demographic and enrollment data.

4.2

Purpose

The OSSE uses demographic data to analyze the composition of
the current student population. In
addition, the OSSE uses demographic and other data to provide technical assistance, support, and
information to education stakeholders across the District. Demographic data collection as identified in
this section will e
nable the following efforts:

1.

Production of data quality error reports via the OSSE’s SLED to improve the quality of data in our
educational system;

2.

Provision of historical student information available to LEAs, including: assessment data,
mobility, special

education, PSAT/SAT/ACT scores, discipline, dropout, and attendance;

3.

Participation in Direct Certification to Receive Free Meals per USDA regulations. Students in
SLED are matched against data received from the Department of Human
Services

(DHS)
Temporary Assistance for Needy Families (TANF), Income Maintenance Administration (IMA)
and food stamps to identify eligibility;

4.

Streamline LEA and student data collection for federal and state

reporting; and

5.

Perform h
igh
-
level, statewide analysis
.

The OSSE will collect, warehouse, and validate student demographic information for all students
enrolled in publically funded LEAs within the District of Columbia. LEAs are required to submit accurate
student demographic data throughout the span of memb
ership. The data elements required for
submission are displayed in the table below.

4.3

Demographic Terms & Definitions

The following demographic terms and definitions are provided:

Term

Definition

Address Street Number/Name

The street number and street
name of the address.

Address Type

The type of address listed for the student.

Admission Date

The month, day, and year on which a student is admitted to a school or an
educational institution.


Student Demographic Information

Demographic Terms & Definitions


6

Term

Definition

Alias

Any additional names or previous names that the student

may have had since
birth.

Apartment/Room/Suite Number

The apartment, room, or suite number of the address.

Building Site Number

The number of the building on the site, if more than one building shares the
same address.

City

The name of the city in
which an address is located.

Date of Birth (DOB)

The month, day, and year on which a person was born based on the Gregorian
calendar

Student
Electronic Mail Address
(Email)

Multi
-
part

where the first part (the user name) identifies a unique user. The

amphora symbol (@)

separates the user name from the

second part (the

host
name
)

which uniquely identifies the mail server. The three
-
letter suffix
following a period (dot) identifies the kind of organization operating the mail
server.

Addresses outside t
he US
may
use another (two
-
letter) suffix that
identifies the country where the mail server is located. By convention, all
email addresses are typed in lower
-
case
and contain
common letters
,
numbers,
and/
or the following symbols: period, ampersand, dash,
or
underscore
.

There are no
spaces
separating the different parts.

Example:
john_smith@acmeschool.com

Ethnicity

Refer to the Race and Ethnicity Section of the OSSE Data Collecti
on Handbook
.


First Name

The legal First Name of the student. It is the name
given to an individual after
birth (e.g., birth, baptism, or other naming ceremony certificate; or birth
verification document) or through legal action (e.g., marriage, divorce,
adoption, or through legal name change).

Free and Reduced Meal Status
(FARMS)

An indication of whether or not a student is receiving free meals, reduced
priced meals or they are paying for their meals. This is used as indicator of a
students poverty level.

Gender

A coded value representing the person's gender. Gender is a person's

actual
sex or perceived sex and includes a person's perceived identity, appearance or
behavior, whether or not that identity, appearance, or behavior is different
from that traditionally associated with a person's sex at birth.

Grade Level

The grade
level or primary instructional level at which a student enters and
receives services in a school or an educational institution during a given
academic session. Reference the Grade Level section of this policy for
additional information.

Graduation Cohort
Year

The first year the student enrolled in the ninth grade plus four, based upon
the first time the student enters the ninth grade at ANY location. It is the LEAs
responsibility to determine the cohort year for transferring students. This
field will be
left blank until the student enrolls in the ninth grade.

Head of Household

The individual with primary responsibility for the maintenance of a residence.

Language Spoken at Home

The language spoken by the student at home.

Last Name

The legal Last Name of the student. The Student Legal Last Name is the name
borne in common by members of a person’s family, or the last name
recognized as the formal and consistent last name given to a person after birth

Student Demographic Information

Demographic Terms & Definitions


7

Term

Definition

(e.g., birth, baptism, or other na
ming ceremony certificate; or birth
verification document) or through legal action (e.g., marriage, divorce,
adoption, or name change).

(USI) Unique Student Identifier

A unique number or alphanumeric code assigned to a student by your LEA.
This field will

be provided with file submission and be provided back to the
LEA to help facilitate locating the original record in their local SIS environment.

Middle Name

The legal Middle Name of the student. The Student Legal Middle Name is the
second name of a perso
n, which is given to a person after birth (e.g., birth,
baptism, or other naming ceremony certificate; or birth verification
document) or through legal action (e.g., marriage, divorce, adoption, or name
change)

Migratory Status

Students who are eligible
to receive M
i
grant Education Program (MEP) funded
services as defined as being those children of migratory workers who have,
within the last 36 months, moved across school district boundaries in order to
obtain temporary or seasonal employment in agricultu
re or fishing. The MEP
categorizes migrant children and youths in two ways and provides funding
based on these two counts. The two categories or counts used for funding
purposes are the 12
-
month count and the summer
-

or intersession
-
term
count. Regarding t
he 12
-
month count of migrant children, eligible students are
students from 3 to 21 years of age, who within three years of making a
qualifying move, resided in the state for one or more days from Sept. 1 to Aug.
31 of the reporting year. The 12
-
month count

excludes participants who are
not counted for funding purposes, including:


(1) Children ages 0 through 2 years of age.


(2) Students served in the year after their period of eligibility expired when
other services are not available to meet their needs.


(3) Previously eligible secondary
-
school students who are receiving credit
accrual services.

Non
-
Resident Paying Tuition

A student who is not a resident of the District of Columbia and pays tuition.

Parent/ Guardian Type

The classification for the
primary person listed as Primary Parent/ Guardian

Parent/ Guardian

An individual having parental or legal guardianship responsibility for a student.

Primary Parent/Guardian Email

The email address of the contact.

Parent/ Guardian First Name

The legal
First Name of the parent/guardian. It is the name given to an
individual after birth (e.g., birth, baptism, or other naming ceremony
certificate; or birth verification document) or through legal action (e.g.,
marriage, divorce, adoption, or through legal n
ame change).

Parent/ Guardian Last Name

The legal Last Name of the parent/guardian. The Student Legal Last Name is
the name borne in common by members of a person’s family, or the last name
recognized as the formal and consistent last name given to a
person after birth
(e.g., birth, baptism, or other naming ceremony certificate; or birth
verification document) or through legal action (e.g., marriage, divorce,
adoption, or name change).


Student Demographic Information

Ethnicity and Race


8

Term

Definition

Parent/ Guardian Middle Name

The legal Middle Name of the parent/g
uardian. The Student Legal Middle
Name is the second name of a person, which is given to a person after birth
(e.g., birth, baptism, or other naming ceremony certificate; or birth
verification document) or through legal action (e.g., marriage, divorce,
ado
ption, or name change).

Parent/ Guardian Telephone
Number

The Parent/Guardian telephone number including the area code, and
extension, if applicable.

Race

Refer to the Race and Ethnicity Section of the OSSE Data Collection Policy.

Residency Status

The
LEAs determination that the student is or is not a resident of the District
of Columbia.

Non
-
resident students are required to pay tuition equal to the
Uniform Per Student Funding Formula.

State

The abbreviation for the state (within the United States) or

outlying area in
which the students’ resident address is located.

Secondary Parent/ Guardian Type

The full legal first name given to a person at birth, baptism, or through legal
change.

Secondary Parent/ Guardian
Name

The full legal first name given to a person at birth, baptism, or through legal
change.

Student Secondary Parent/
Guardian Phone Type

The classification for the secondary person listed as Primary Parent/ Guardian

Zip Code

A number that identifies each p
ostal delivery area in the United States used as
a portion of address.

4.4

Ethnicity and Race

The Ethnicity and Race data collection requirements are in alignment with the US Department of
Education standards for collection of data on ethnicity and race.
Curr
ent US Department of Education
Ethnicity and Race identification
s
tandards explicitly state that

a student
/family has the right to
self
-
identify his or her race and ethnicity, and to select more than one racial designation. The standards
require the use of

a two
-
part question, focusing first on ethnicity and second on race when collecting
the data from students.

4.5

Ethnicity and Race Data Collection Requirements

LEAs are required to provide the Ethnicity and Race of all students in accordance with the Ethnicit
y and
Race Tables in this section. No other ethnicities or races are permitted.

LEAs ar
e required to categorize student

ethnicity as “Hispanic or Latino” or “Not Hispanic or Latino” for
which ethnicity the student most closely identifies in accordance wit
h Ethnicity Table below:

Term

Defin
i
tion

Hispanic or Latino

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin, regardless of race.

Not Hispanic or Latino

A person that is not of Cuban, Mexican,
Puerto Rican, South or Central American,
or other Spanish culture or origin, regardless of race.


Student Demographic Info
rmation

Data Submission Template


9

L
EAs are required to categorize students in one or more races for which race(s) the student most closely
identifies. LEAs can provide more than one race. LEA
s may not include a category for “multiracial”,
“other race”, or other similar categories when collecting data from students. LEAs may include
additional race categories to reflect the diversity of its population. The only requirement is that the
additiona
l categories must be mapped by the LEA to the five federal race categories as listed in the
following Race Table below when submitting data to the OSSE:

Term

Definition

American Indian and
Alaska Native

A person having origins in any of the original
peoples of North and South
America (including Central America) and who maintain tribal affiliation or
community attachment.

Asian

A person having origins in any of the original peoples of the Far East,
Southeast Asia, or the Indian subcontinent including,

for example,
Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam. It includes "Asian Indian," "Chinese,"
"Filipino," "Korean," "Japanese," "Vietnamese," and "Other Asian."

Black or African American

A
person having origins in any of the Black racial groups of Africa. It
includes people who indicate their race as "Black, African Am., or Negro,"
or provide written entries such as African American, Afro American,
Kenyan, Nigerian, or Haitian.

Native Hawai
ian or Other
Pacific Islander

A person having origins in any of the original peoples of Hawaii, Guam,
Samoa, or other Pacific Islands. It includes people who indicate their race
as "Native Hawaiian," "Guamanian or Chamorro," "Samoan," and "Other
Pacific I
slander."

White


A person having origins in any of the original peoples of Europe, the
Middle East, or North Africa. It includes people who indicate their race as
"White" or report entries such as Irish, German, Italian, Lebanese, Near
Easterner, Arab,
or Polish.


4.6

Data
Submission T
emplate

4.7

Data Submission Time
frame

Frequency

Due Date(s)

Additional Information

□ Annually


Biannually

□ Monthly

□ Weekly



Daily

□ Varies

First Day of School
-
Last
Day of school

LEAs are required to submit the demographic
data to the OSSE on a daily basis from the first
day of school through the last day of school.







10

Student Enrollment Information

Overview

5

Student
Enrollment
Information

5.1

Overview

The OSSE is responsible for Enrollment Data Collection
.
The Uniform Per Student Funding Formula
(UPSFF) funding and significant federal grant programs
depend upon
proper collection and reporting of
demographic and enrollment data.

Enrollment data
also
builds the authoritative rosters for all other data collecti
ons. The OSSE uses
enrollment and other data to provide technical assistance, support, and information to education
stakeholders across the District. Enrollment data collection efforts as identified in this section will enable
the following efforts:

1.

Provi
sion of historical student information to LEAs, such as: assessment data, mobility, special
education, PSAT/SAT/ACT scores, discipline, dropout, and historical attendance;

2.

Identification of students primarily enrolled at more than one LEA;

3.

Streamline LEA a
nd student data collection for federal and state

reporting;

4.

Tracking of entry and exits of students across LEAs and schools, enabling the identification of
students who transfer, but never report transfer information between schools;

5.

Differentiation among
students that drop out of school completely, students that experience
temporary extended breaks in instruction, and students that transfer to other schools;

6.

Identification of students who are eligible for direct certification to receive free meals; and

7.

Pe
rformance of h
igh
-
level
,

state
-
wide analysis.

The OSSE will collect, warehouse, and validate student enrollment information for all students enrolled
in publically funded LEAs within the District of Columbia. LEAs are required to submit accurate student
e
nrollment data throughout the span of membership. The data elements required for submission are
displayed in the table below. Refer to the data collection template for detailed data collection,
formattin
g, and submission instructions.

5.2

Purpose

Enrollment da
ta builds the authoritative rosters for all other data collections. The OSSE uses enrollment
and other data to provide technical assistance, support, and information to education stakeholders
across the District. Enrollment data collection efforts as iden
tified in this section will enable the
following efforts:

1.

Provision of historical student information to LEAs, such as: assessment data, mobility, special
education, PSAT/SAT/ACT scores, discipline, dropout, and historical attendance;

2.

Identification of stu
dents primarily enrolled at more than one LEA;

3.

Streamline LEA and student data collection for federal and state

reporting;

4.

Tracking of entry and exits of students across LEAs and schools, enabling the identification of
students who transfer, but never
report transfer information between schools;


Student Enrollment Information

Terms & Definitions


11

5.

Differentiation among students that drop out of school completely, students that experience
temporary extended breaks in instruction, and students that transfer to other schools;

6.

Identification of students who
are eligible for direct certification to receive free meals; and

7.

Performance of h
igh
-
level, state
-
wide analysis.


The OSSE will collect, warehouse, and validate student enrollment information for all students enrolled
in publically funded LEAs within the D
istrict of Columbia. LEAs are required to submit accurate student
enrollment data throughout the span of membership. The data elements required for submission are
displayed in the table below. Refer to the data collection template for detailed data collec
tion,
formatting, and submission instructions.

5.3

Terms & Definitions

Term

Definition

Duplicative
Enrollment

Students that have a primary enrollment

at
more than one LEA
. This should not occur, except
in certain situations involving Adult students.

Dual
Enrollment

An indication that a student is concurrently enrolled on a college campus and is taking courses
toward completion of a college degree.

Enrollment Type

Identifies if the student’s enrollment with the LEA is primary or secondary. (Reference Sec
tion
6.4)

Entry Date

The month, day, and year on which an individual enters and begins to receive instructional
services in a school or an institution during a given session (school year).

Entry Type

The process by which a student enters a school during a given academic session (school year).
(Reference Section 6.5)

Grade Level

The grade level is the student’s primary instructional level at which the student enters and
receives services in a school or an educational institution during a given academic session.

Exit/ Withdrawal
Date

The month, day, and year of the first day after the date of an individual's last attendance in
school (if known), the day on which an indivi
dual graduated, or the date on which it becomes
known officially that an individual left school.

Exit/ Withdrawal
Status

An indication as to whether an instance of student exit/withdrawal is considered to be of a
permanent or temporary nature. (Reference
Section 6.7)

Exit/ Withdrawal
Type

The circumstances under which the student exited from membership in an educational
institution. (Referefnce Section 6.7)

LEA Code

A unique code assigned to each LEA by OSSE’s School and LEA Information Management
System (SLIMS). (Reference LEA and School Information for definition)

LEA Name

The official name of the LEA. (Reference LEA and School Information for definition)


Student Enrollment Information

Enrollment Type


12

Term

Definition

Pre
-
Enrollment

Student is expected to attend a school but has not as h/she has not provided

adequate
documentation needed for LEA to put the student on its roster.

School Code

A unique code assigned to each school by OSSE’s School and LEA Information Management
System (SLIMS).

School Name

The official name of the school.

School Year

The year
for a reported school session. (ie. School Year 2008/2009= 2009).

5.4

Enrollment Type

Enrollment type indicates whether the school

enrollment

record wit

the LEA is primary or secondary.


Term

Definition

Code

Primary
Enrollment

An arrangement whereby a
student is enrolled in and regularly attends a school that
is responsible for the direction and control of the students’ studies and where the
student spends the most time for instructional purposes; school is responsible for
the students AYP; the school t
hat claims the student for the annual enrollment
audit; and receives funding for the student in accordance with the Uniform per
Student Funding Formula (UPSFF).

PE

Secondary
Enrollment

An arrangement whereby a student is enrolled in and attends a school t
hat is
responsible for the direction and control of a portion of the students’ studies; the
school is not responsible for students AYP; and does not receive

funding for the
student in accordance with the Uniform per Student Funding Formula (UPSFF).

SE

5.5

Ent
ry Types and Codes

The following Entry Types and Codes Table identifies the valid set of entry types for a student that will
be accepted and used to report at the state level (OSSE). Individual LEAs may choose to collect more
granular entry types within th
eir local Student Information System; however, any additional codes must
be mapped by the LEA to a valid value identified in the
table
below when reporting to OSSE. OSSE will
not map additional codes submitted by LEAs to the valid set of entry codes.

Ter
m

Definition

Code

Transfer from a
public school in
the same local
education
agency

A student who transfers from a public school that is located within the
administrative boundaries of the same local education agency.

1821

Transfer from a
public school in

a different local
education
agency in the
same state

A student who transfers from a public school that is not located within the
administrative boundaries of the same local education agency but is in the same
state.

1822


Student Enrollment Information

Entry Types and Codes


13

Ter
m

Definition

Code

Transfer from a
public school in
a different state

A student who transfers from a public school that is located in another state or from
a United States overseas dependents school. A student who transfers from a public
school that is not located within the administrative boundaries of th
e same local
education agency but is in the same state.

1823

Transfer from a
private, non
-
religiously
-
affiliated school
in the same
local education
agency

A student who transfers from a private school (operated by a non
-
governmental,
non
-
religious group
or organization) that is located within the administrative
boundaries of the same local education agency.

1824

Transfer from a
private, non
-
religiously
-
affiliated school
in a different
local education
agency in the
same state

A student who transfers from
a private school (operated by a non
-
governmental,
non
-
religious group or organization) that is not located within the administrative
boundaries of the same local education agency but is in same state.

1825

Transfer from a
private, non
-
religiously
-
affiliat
ed school
in a different
state

A student who transfers from a private school (operated by a non
-
governmental,
non
-
religious group or organization) that is located in another state.A student who
transfers from a private school (operated by a non
-
governmenta
l, non
-
religious
group or organization) that is located within the administrative boundaries of the
same local education agency.

1826

Transfer from a
private,
religiously
-
affiliated school
in the same
local education
agency

A student who transfers from a
private school (affiliated with and operated by a
non
-
governmental, religious group or organization) that is located within the
administrative boundaries of the same local education agency.

1827

Transfer from a
private,
religiously
-
affiliated school
in a
different
local education
agency in the
same state

A student who transfers from a private school (affiliated with and operated by a
non
-
governmental, religious group or organization) that is not located within the
administrative boundaries of the same loca
l education agency but is in the same
state.

1828

Transfer from a
private,
religiously
-
affiliated school
in a different
state

A student who transfers from a private school (affiliated with and operated by a
non
-
governmental, religious group or organizatio
n) that is located in another state.

1829


Student Enrollment Information

Entry Types an
d Codes


14

Ter
m

Definition

Code

Transfer from a
school outside
of the country

A student who transfers from a school outside of the country that is not a United
States overseas dependents school (including private and public school systems).

1830

Transfer from
an institution

A student who transfers from an institution, which has an educational program. This
includes mental health institutions, correctional institutions, juvenile service
agencies, care shelters, and detention facilities.

1831

Transfer from
home schooling

A student who transfers from a period of receiving instruction in a home
environment (chosen for reasons other than health).

1833

Re
-
entry from
the same
school with no
interruption of
schooling

A student who had previously ent
ered any class in a school and then continues his or
her membership in the same school from one term to the next because of a
promotion or demotion, or who transfers from one homeroom or class to another
during a regular school session.

1835

Re
-
entry
after a
voluntary
withdrawal

A student who had previously entered any class in a school and then re
-
enters the
same school after he or she has left school for voluntary reasons (e.g., prolonged
illness, temporary disability, or dropping out) during a regul
ar school session.

1836

Re
-
entry after
an involuntary
withdrawal

A student who had previously entered any class in a school and then re
-
enters the
same school after he or she has left school for involuntary reasons (e.g., expulsion)
during a regular schoo
l session.

1837

Original entry
into a United
States school

A student already residing in the United States enters a school for the first time in
the United States or an outlying area.

1838

Original entry
into a United
States school
from a foreign
country

with no
interruption in
schooling

A student who has recently moved from a foreign country where he or she had been
enrolled in school and enters a school in the United States or an outlying area for
the first time.

1839

Original entry
into a United
States school
from a foreign
country with an
interruption in
schooling

A student who has recently moved from a foreign country where he or she had not
been enrolled in school and enters a school in the United States or an outlying area
for the first time.

1840

Matriculation
from another
school

Matriculation from another school

1841



Student Enrollment Information

Grade Level


15

5.6

Grade Level

The grade level is the student

s primary instructional level at which the student enters and receives services in a
school or an educational institution during a g
iven academic session.
Each Entry Date and Entry Type must be
associated with the specific Grade Level of the student.
The permitted grade levels are as follows:

Term

Definition

Code

Pre K3

Prekindergarten (3 year old)

P3

Pre K4

Prekindergarten (4 year
old)

P4

Kindergarten

Kindergarten

KG

First Grade

First (1)

Grade is the level of academic instruction that is subsequent in sequence to
the completion of a kindergarten program of study.

01

Second Grade

Second (2)

Grade is the level of academic instruction that is subsequent in sequence
to the completion of a First Grade program of study.

02

Third Grade

Third (3)

Grade is the level of academic instruction that is subsequent in sequence to
the completion of a Second Grade program of study.

03

Fourth Grade

Fourth (4)

Grade is the level of academic instruction that is subsequent in sequence
to the completion of a kindergarten program of study.

04

Fifth Grade

Fifth (5)

Grade is the level of academic instruction that is subsequent in sequence to
the completion of a kind
ergarten program of study.

05

Sixth Grade

Sixth (6)

Grade is the level of academic instruction that is subsequent in sequence to
the completion of a kindergarten program of study.

06

Seventh Grade

Seventh (7)

Grade is the level of academic instruction that is subsequent in sequence
to the completion of a kindergarten program of study.

07

Eighth Grade

Eighth (8)

Grade is the level of academic instruction that is subsequent in sequence
to the completion of a kindergarten program of study.

08

Ninth Grade

Ninth (9)

Grade is the level of academic instruction that is subsequent in sequence
to the completion of an Eig
th Grade program of study.

09

Tenth Grade

Tenth (10)

Grade is the level of academic instruction that is subsequent in sequence
to the completion of a Ninth grade program of study and/or sufficent number of
high school credits/courses in the prescribed cur
riculum.

10

Eleventh Grade

Eleventh (11)

Grade is the level of academic instruction that is subsequent in
sequence to the completion of a Tenth Grade program of study and/or sufficent
number of high school credits/courses in the prescribed curriculum.

11

Twelfth Grade

Twelfth (12)

Grade is the level of academic instruction that is subsequent in
sequence to the completion of an Eleventh Grade program of study and/or sufficent
number of high school credits/courses in the prescribed curriculum.

12

Adult

The

Adult

grade level status refers to students over the age of 18 and emancipated
adults who receive a
level
of academic instruction
associated with a prescribed
program of study leading to the completion of a high school equivalency, language
proficiency, a
nd/or career
-
based cr
edential AND
are not enrolled in a traditional
secondary
school setting.

AD

Ungraded

The
Ungraded

grade level status refers to

students that may be enrolled in special
education
or alternative education settings AND

a
grade
-
based level classifcation
is
not applied

to their prescribed academic program
. Only
LEAs that have schools with
school level classification as special education or alternative may to use this grade
level
.

UG



Student Enrollment Information

Exit/Withdrawal Types and Codes


16

5.7

Exit/Withdrawal Types and Codes

T
he following Exit/Withdrawal Types and Codes Table details the valid set of exit/withdrawal types for a
student that will be accepted at the state level (OSSE). Individual LEAs may choose to collect
additional
exit/withdrawal types within their local Stude
nt Information System; however, any additional codes
must be
mapped by the LEA to a valid
state
-
approved
value

when reporting to OSSE.

PLEASE NOTE: There are special considerations regarding exiting students from LEAS; these
considerations are presented in

detail in the following table.
When a student is exited using certain
codes, they will be considered as “dropping out” of school. There are also implications for students that
receive special education services.
For additional and scenario
-
specific gui
dance for exiting students,
please contact OSSE directly.

Term

Definition

Code

Criteria

DROP
OUT

Remains on
SEDS Roster

Special Considerations

Transfer to a
public school in
the same local
education agency

A student who
left his or her
school and
enrolled in a
different
public school
in the same
local education
agency

No



Yes
-
until the
student is
enrolled in a
new school
and or LEA.

This code is to be used if the LEA has
evidence that either the student’s
educational placement has changed
or the s
tudent intends to attend
another school within the same LEA.

Examples of changes of placement
include placement into non