Course Submission Training 2011 2012 Course Course Training

Course Submission Training, 2011 -2012 Course #: Course. Training name DQ 300: Course Submission

Course Submission Training Objectives Introduction § Identify resources necessary for completing the Course Submission and how to acquire them § Understand the background and purpose of the Course Collection § Recognize general LEA responsibilities during the Course Submission Guidelines Course Data Overview 2 § Internalize key dates and deadlines § Strategize according to the recommended action timeline for a healthy submission. §Familiarize yourself with definitions, common errors, and general tips for the data elements found in Course Submission. §Apply your knowledge of SCED codes to map local courses to national courses. Course #: Course. Training name DQ 300: Course Submission

Available Resources § Training & Assistance § NJ SMART help desk § Web Videos § 1 -800 -254 -0295 § Webinars § njsmart@pcgus. com § Help tab § www. njsmart. org § Handbooks § Templates § FAQs § Download the NCES SCED Codes Manual from the Help Tab for this Training. 3 Course #: Course. Training name DQ 300: Course Submission

Why are we doing a Course Collection? § The US DOE has placed increasingly intensive reporting requirements on collecting student and staff level data. § To meet these reporting requirements, US DOE has outlined 10 elements that must be met by the state. The Course Collection completes New Jersey’s 2 remaining elements, a state wide teacher identification system that matches teachers to students and a database of student transcripts. § 4 Collecting course data is a necessary step in effective data informed decision making. Course #: Course. Training name DQ 300: Course Submission

Why are we doing a Course Collection? DATA USE TRACK NJ’s Progress towards meeting Federal elements q Statewide Student Identifier q Student-Level Enrollment Data q Student-Level Test Data q Information on Untested Students q Statewide Teacher Identifier with a Teacher-Student Match q Student-Level Course Completion (Transcript) Data q Student-Level SAT, ACT, and Advanced Placement Exam Data q Student-Level Graduation and Dropout Data q Ability to Match Student-Level P-12 and Higher Education Data q A State Data Audit System 5 Course #: Course. Training name DQ 300: Course Submission

Submission Guidelines: Overview § NJ SMART takes one collection for the Course Submission. All LEAs must release their records to the Course Submission by 5 PM on August 2 nd. § All LEAs must submit records for only students that are attending their district. The district where the student is receiving instruction and grade in the course is the district responsible for submitting the student to the Course Collection. § All LEAs must submit records for only teachers of record (those responsible for 100% of the class roster) assigned to their district. The district where the teacher is assigned to teach the course is the district responsible for submitting the staff record to course. § A submitted Course record must have at least one corresponding staff record and at least one corresponding student record to prevent submission errors 6 Course #: Course. Training name DQ 300: Course Submission

Key Portal Dates and Deadlines § § 7 May 16, 2012 § Close: SID/ SMID Management § Close: Special Education § Open: SID/ SMID Management § Open: Special Education § Open: EOY State Submission – LDM § Open: SID/SMID Management 2012 -2013 SY § Open: CTE Submission – Practice Period § Open: State Submission – LDM § Open: Course Submission- Practice Period § Open: Special Education Submission – LDM § Open: Staff Submission – Practice Period § Open: Transportation- Practice Period § June 29, 2012 § Deadline: EOY State Submission – LDM § Deadline: CTE Submission – Practice Submission § Deadline: Course Submission- Practice Period § July 5, 2012 August 7, 2012 October 15, 2012 § Deadline: SID/ SMID Management Snapshot § Deadline: State Submission – LDM § Open: SID/ SMID Management § Deadline: Special Education Submission – LDM § Open: Special Education- Refresh Disabled § Deadline: Staff Submission – Practice Period § Open: Official EOY State Submission § Deadline: Transportation- Practice Period § Open: Official CTE Submission § Open: Official Course Submission August 2, 2012 § October 18, 2012 § Open: Official State Submission § Open: Official Special Education Submission § Deadline: Official EOY State Submission § Open: Official Staff Submission § Deadline: Official CTE Submission § Open: Official Transportation § Deadline: Official Course Submission § Open: Pre-ID- Practice Course #: Course. Training name DQ 300: Course Submission

Course Submission Recommended Timeline 8 School Year: 2011 -2012 Action February §Work with your curriculum coordinator §Contact your SIS Provider §Attend a NJ SMART Course Training Webinar March §Finish mapping your course codes §Download and review your resources April §Begin entering your Course Data Mid May §Upload during the practice period §Correct your errors §Ensure your SID and SMID records are current and accurate June §Export your course records from the portal Early July §Update and upload your course records for the Official Submission §Resolve your Errors August §Release your records Course #: Course. Training name DQ 300: Course Submission

Data Elements Overview § When submitting data to any NJ SMART submission, the data must meet specific requirements set forth by the NJ DOE and NJ SMART validation rules. § Validation rules are put into place to help increase overall data quality. All rules are outlined in detail in the Student Data Handbooks. § Any field that fails to meet the outlined validation rules is given an Error status in the NJ SMART portal and must be resolved in order to be counted in official NJ DOE reports. 9 Course #: Course. Training name DQ 300: Course Submission

Data Elements Overview (cont. ) Data Elements Staff File Data Elements § § § 10 LSID SMID Staff First Name Staff Last Name Staff Date of Birth County Code Assigned District Code Assigned School Code Assigned Subject Area Course Identifier Course Level Available Credit §Grade Span §Course Sequence §Local Course Title §Local Course Code §Local Section Code §Section Entry Date §Section Exit Date Student File Data Elements § § § LID Student First Name Student Last Name Student Date of Birth County Code Attending District Code Attending School Code Attending Subject Area Course Identifier Course Level Available Credit § § § Grade Span Course Sequence Local Course Title Local Course Code Local Section Code Section Entry Date Section Exit Date Credits Earned Numeric Grade Earned Alpha Grade Earned Completion Status Course #: Course. Training name DQ 300: Course Submission

Repeating Elements Data Elements Definition Range of Values: Key Ideas: Validation Rules: Errors: Additional Notes: 11 Student Data Staff Data Students: Local Identification Number (for students only), State Identification Number (for students only), Local Staff Identifier (for staff only), Staff Member Identifier (for staff only) 1. A students LID and a staff member’s LSID must be unique 2. These elements must remain the same through out each submission 3. If your district does not have a unique numerical identification system, your district must create an LID/ LSID scheme and assign each staff member and student an identification. 1. Error will occur if multiple students within the district with the same LID are reported. 2. Error will occur if this field is left blank. 3. Although the SID/SMID will be highlighted for matching errors in the portal, you need to check that all five fields match exactly: SID/SMID, LSID, First Name, Last Name, and Date of Birth are the five elements that uniquely identify each student or staff member. 1. It is important for confidentiality that LID and LSID do not contain any embedded meaning linked to student or staff specific information. Course #: Course. Training name DQ 300: Course Submission

Repeating Elements (cont. ) SMID Management Staff Submission Course Roster Submission State ID 1111111111 Local ID 123 123 Date of Birth 19990302 First Name Mark Marcus Last Name Smith 12 Course #: Course. Training name DQ 300: Course Submission

Section Entry Date Data Elements Student Data Staff Data Definition The date the student was assigned to the specific course and section. Range of Values: Type: Numeric (must be YYYYMMDD format) Validation Rules: 1. Field is mandatory for all students and staff members. 2. An error will occur if value does not meet the acceptable range of values 3. An error will occur if the student or staff course entry date occurs after the student course exit date for that particular record Additional Notes: 1. Students and staff members who exit and reenter the section at any point in time should receive a new entry date. 2. Districts must report only the most recent entry date. 3. Entry date is determined by the date the staff or student entered the course. 13 Course #: Course. Training name DQ 300: Course Submission

Section Exit Date Data Elements Student Data Staff Data Definition The date the student exited the specific course section Range of Values: Type: Numeric (must be YYYYMMDD format) Validation Rules: 1. Field is mandatory for all students who are no longer active in the course. 2. An error will occur if value does not meet the acceptable range of values. 3. An error will occur if the student course exit date occurs before the student course entry date for that particular record. Additional Notes: 1. Students and staff members who exit and reenter the section at any point in time should receive a new entry date. 2. Districts must report only the most recent entry date. 3. Entry date is determined by the date the staff or student exited the course. 14 Course #: Course. Training name DQ 300: Course Submission

Subject Area Data Elements Student Data Staff Data Definition The general content code per the NCES SCED code listing. Range of Values: Type: Numeric, Minimum Length: 2, Maximum Length: 2 Validation Rules: 1. Field is mandatory for all courses. 2. An error will occur if value is not a valid SCED Subject Area code. 3. Error will occur if field is left blank. Additional Notes: 1. Some courses may combine content from more than one single subject area, in deciding on the appropriate codes leverage your curriculum coordinator and wise judgment to assign the appropriate subject area code. 15 Course #: Course. Training name DQ 300: Course Submission

Course Identifier Data Elements Student Data Staff Data Definition Course codes within a subject area as identified by the NCES SCED codes. Range of Values: Type: Numeric, Minimum Length: 3, Maximum Length: 3 Validation Rules: 1. Field is mandatory for all courses. 2. An error will occur if value is not a valid SCED Course Identifier code. 3. Error will occur if field is left blank. Additional Notes: 1. There are no course descriptions in SCED that are specific to students with disabilities or indicate that a course has been modified for these students. Select the subject area and course identifier based on course content. 16 Course #: Course. Training name DQ 300: Course Submission

Course Level Data Elements Student Data Staff Data Definition Conveys the course’s level of rigor. Range of Values: Type: Alpha, Minimum Length: 1, Maximum Length: 1 Validation Rules: 1. Field is mandatory for all courses. 2. An error will occur if value is not a valid SCED Course Level code. 3. Error will occur if field is left blank. Additional Notes: 1. B=basic/remedial, G= general or regular, E= enriched or advanced, H= honors, X= no specified rigor 2. Determination of course rigor is made at the district level 17 Course #: Course. Training name DQ 300: Course Submission

Grade Span Data Elements Student Data Staff Data Definition Identifies the intended grade span for a prior–to-secondary course. Range of Values: Type: Alphanumeric, 4 Characters with no decimals , PK through 12 Validation Rules: 1. Field is mandatory for all prior-to-secondary courses. 2. Error will occur if field is left blank for Prior-To-Secondary courses. 3. An error will occur if value does not match the acceptable range of values. Additional Notes: 1. For example, a course appropriate for kindergarten and first grade would be assigned a Grade Span of KG 01. 2. Grade Span refers to the intended grade span for the course, regardless of the actual student membership grade span 18 Course #: Course. Training name DQ 300: Course Submission

Available Credit Data Elements Student Data Staff Data Definition Identifies the amount of credit(s) available to a student toward graduation who successfully meets the objectives of the course. Range of Values: Type: Numeric with decimal point, Minimum: 0. 000, Maximum: 20. 000 Validation Rules: 1. Field is mandatory for all secondary courses. 2. An error will occur if value does not match the acceptable range of values. 3. A course cannot have Grade Span and Available Credit filled in. If Available Credit is filled in, Grade Span must be blank. If Grade Span is filled in, Available Credit must be blank. 1. Decimal points must be input in this field. 2. A value of 0 indicates no credits available. 3. These are not Carnegie Units. Additional Notes: 19 Course #: Course. Training name DQ 300: Course Submission

Course Sequence Data Elements Definition Range of Values: Student Data Staff Data Two character element where the first digit indicates the sequence of a course section in relation to a multi-part course and the second digit indicates the total number of courses in the multi-part course sequence. Type: Numeric, Minimum: 2 characters, Maximum: 2 characters, (Must be a number between 11 and 99) Validation Rules: 1. An error will occur if the field is left blank. 2. Error will occur if value of the first digit is greater than the second digit. Additional Notes: 1. For courses without multiple parts, Course Sequence will equal 11 (which means 1 of 1 in a course sequence. 2. An example is a Biology course split into 2 semesters but still the same course. 20 Course #: Course. Training name DQ 300: Course Submission

Local Course Title Data Elements Student Data Staff Data Definition District’s local title for the specific course Range of Values: Type: Alpha. Numeric, Minimum: 1, Maximum: 50 Validation Rules: 1. Field is mandatory for all courses. 2. An error will occur if the field is left blank. Additional Notes: 1. The entry for this field is determined based on your district’s current course title. 2. Truncate the course title for courses that exceed the value range. 21 Course #: Course. Training name DQ 300: Course Submission

Local Course Code Data Elements Student Data Staff Data Definition Local code assigned by a district for a specific course Range of Values: Type: Alpha. Numeric, Minimum: 1, Maximum: 15 Validation Rules: 1. Field is mandatory for all courses. 2. An error will occur if the field is left blank. Additional Notes: 1. The entry for this field is determined based on your district’s current course code. 2. LEAs that do not have local codes must design a code scheme. 22 Course #: Course. Training name DQ 300: Course Submission

Local Section Code Data Elements Student Data Staff Data Definition Local code assigned by a district for a specific course Range of Values: Type: Alpha. Numeric, Minimum: 1, Maximum: 10 Validation Rules: 1. Field is mandatory for all courses. 2. An error will occur if the field is left blank. Additional Notes: 1. The entry for this field is determined based on your district’s current course code. 2. LEAs that do not have local codes must design a code scheme. 23 Course #: Course. Training name DQ 300: Course Submission

Credits Earned Data Elements Student Data Staff Data Definition Total number of credits this student received upon completion of the course. This is for 6 th grade students and higher only. Range of Values: Type: Numeric with decimal point, Minimum: 0. 000, Maximum: 20. 000 Validation Rules: 1. Field is mandatory for all students with secondary course codes who are no longer active in the course and have been assigned a Section Exit Date. 2. An error will occur if value does not match the acceptable range of values. 3. Error will occur if value is not entered for students who have a Section Exit Date for a Secondary Course. Additional Notes: 1. Decimal points must be input in this field. 2. These are not Carnegie Units. 24 Course #: Course. Training name DQ 300: Course Submission

Numeric Grade Earned Data Elements Student Data Staff Data Definition Numeric grade the student received upon completion of the course section. This is for 6 th grade students and higher only Range of Values: Type: Numeric, Minimum: 0, Maximum: 100, Whole numbers Validation Rules: 1. Field is mandatory for students with secondary course codes if Alpha Grade Earned and Completion Status are left blank. 2. An error will occur if value does not match the acceptable range of values. 3. Error will occur if Credit Earned is greater than 0. 000 and Alpha Grade Earned and Completion Status are left blank Additional Notes: 1. All students in courses with secondary course codes with an available credit of greater than 0. 000 and students with prior-to-secondary course codes with a grade span of 060 X or higher must have EITHER the Numeric Grade Earned, Alpha Grade Earned, or Completion Status field filled in. 2. Numeric grade is NOT a weighted value. 25 Course #: Course. Training name DQ 300: Course Submission

Alpha Grade Earned Data Elements Student Data Staff Data Definition Letter grade the student received upon completion of the course section. This is for 6 th grade students and higher only Range of Values: Type: Alpha, Accepted Values: A, A+, A-, B, B+, B-, C, C+, C-, D, D+, D-, E, E+, E-, F, F+, F- Validation Rules: 1. Field is mandatory for students in courses with Secondary course codes if Numeric Grade Earned and Completion Status are left blank. 2. Error will occur if value does not match the acceptable range of values. 3. Error will occur if Credit Earned is greater than 0. 000 and Numeric Grade Earned and Completion Status are left blank. Additional Notes: 1. 26 All students in courses with secondary course codes with an available credit of greater than 0. 000 and students with prior-to-secondary course codes with a grade span of 060 X or higher must have EITHER the Numeric Grade Earned, Alpha Grade Earned, or Completion Status field filled in. E, E+ and E- refer to a grade and not “Exempt”. Course #: Course. Training name DQ 300: Course Submission

Completion Status Data Elements Student Data Staff Data Definition Indicator of the completion status of the student for the given course This is for 6 th grade students and higher only. Range of Values: Type: Alpha, Accepted Values: P = Pass, F = Fail, W= Withdrawal, I= Incomplete, NG= No grade earned (i. e. an audited class) Validation Rules: 1. Field is mandatory for students in courses with Secondary course codes if Numeric Grade Earned and Alpha Grade Earned are left blank. 2. An error will occur if value does not match the acceptable range of values. 3. Error will occur if Credit Earned is greater than 0. 000 and Numeric Grade Earned and Alpha Grade Earned are left blank. Additional Notes: 1. 27 All students in courses with secondary course codes with an available credit of greater than 0. 000 and students with prior-to-secondary course codes with a grade span of 060 X or higher must have EITHER the Numeric Grade Earned, Alpha Grade Earned, or Completion Status field filled in. Course #: Course. Training name DQ 300: Course Submission

Mapping SCED codes for Course Descriptions § NCES SCED is a series of codes that are combined to create a unique identifier that distinguishes each prior-to-secondary and secondary course available to students and teachers. When creating your SCED, the combined Subject Area and Course Identifier create your course description for each SCED. § Before submitting your records to course, you must map your local course codes to the appropriate national SCED combination. Use the SCED Course Codes document to do this. This can be downloaded from the NJ SMART Portal and DOE Website. 28 Course #: Course. Training name DQ 300: Course Submission

Scenario § Example: A school district provides a one year chemistry course where the content is broken down into two semesters. The local course names are “Chemistry 1” and “Chemistry 2. ” Each course provides 2. 500 credits for successful completion. 1. Based on its description in the SCED Manual, this district determined that the SCED below was the best match for the course described above. In general, a district should choose the SCED that best fits their local course. When seeking a SCED, remember to begin with the Subject Area first followed by the Course Identifier. 2. The district in this scenario has determined that the rigor course is standard. The course level is G. Please note that selection of Course level is determined by your district and between districts. 3. This is a Secondary Course. Grade Span should not be entered Course an Name Available Credit value must be entered, Description 2. 5. Course but Subject Identifier Code Area Code 4. This is the first part in a two part sequence for this Chemistry course. Therefore, the course sequence is 12 or interpreted as 1 of 2. 29 Course #: Course. Training name DQ 300: Course Submission

Guided Practice 30 1. A one semester 9 th grade poetry class that carries 2. 500 credits 2. A 3 rd grade departmentalized mathematics class Subject Area: 01 Subject Area: 52 Course Identifier: 001 Course Identifier: 033 Course Level: G Grade Span/Credit: 2. 500 Grade Span/Credit: 0303 Sequence: 11 11 Course #: Course. Training name DQ 300: Course Submission

Guided Practice 31 3. The first-year of a two year Advance Algebra 1 Class offered to seventh graders carries no credit. 4. A self contained special education class in an elementary school that teaches all subjects and grades three through five: Subject Area: 52 Subject Area: 73 Course Identifier: 052 Course Identifier: 039 Course Level: E Course Level: B, G H, E, or X (your district determines this) Grade Span/Credit: 0708 Grade Span/Credit: 0305 Sequence: 12 Sequence: 11 Course #: Course. Training name DQ 300: Course Submission

Wrapping Up: You’ve learned… § How to find help information § Upcoming Dates and Deadlines § The recommended timeline to complete tasks § The data elements involved in Course Submission § How to map SCED Codes 32 Course #: Course. Training name DQ 300: Course Submission

Questions? 33 Course #: Course. Training name DQ 300: Course Submission

Available Resources § NJ SMART help desk § Training & Assistance § 1 -800 -254 -0295 § Webinars § njsmart@pcgus. com § Web Videos § www. njsmart. org § Help tab § Handbooks § Templates § FAQs 34 Course #: Course. Training name DQ 300: Course Submission