PARTICIPATION RATE DATA HANDBOOK Count Date: April 7, 2009 Due: April 28, 2009 Alaska Department of Education and Early Development Form # 05-03-035 (Revised 02/09/09) Contents Page Changes for Spring 2009………..……..…....………………………………………………… 1 2009 Clarifications………..……..…....………………………………………………………. 2 Procedures….…………………………………………………………………………3 Definitions…………………………………………………………………………… 4 Appendix A: District and School Numbers Appendix B: 4 AAC 07.060. Student records Appendix C: Race/Ethnicity Descriptions Appendix D: First Year Immigrant Students Alaska Department of Education and Early Development Form # 05-03-035 (Revised 02/09/09) Changes for Spring 2009 CHANGES Please note that in an effort to align the three OASIS collections (Participation Rate, Summer OASIS, Fall OASIS), the order of some of the fields has changed. Field 11 Student Grade Level In the past, there was no collection of demographic data in the spring Participation Rate file for eleventh and twelfth graders. To provide more accurate reporting for these two grades, Eleventh Grade and Twelfth Grade have been added to the Student Grade Level field in this collection. Student populations for these grades include only those students testing. This field identifies the grade level of the student. Code Description 3 Third grade 4 Fourth grade 5 Fifth grade 6 Sixth grade 7 Seventh grade 8 Eighth grade 9 Ninth grade 10 Tenth grade 11 Eleventh grade 12 Twelfth grade Field 17 Accommodation - IEP or 504 Plan The Accommodation - IEP or 504 Plan field has changed this year. An additional Subject area, Science, has been added . to the collection and each subject area is now its own separate yes/no field. One student may require multiple selections. Accommodation - IEP or 504 Plan Number 1/1 Description Field 17 Mathematics Yes/No (Y or N) Field 18 Reading Yes/No (Y or N) Field 19 Writing Yes/No (Y or N) Field 20 Science Yes/No (Y or N) NEW FIELDS Field 2 Local Student ID Number 1/15 This field is optional and holds the ID assigned to the student by the local school district Field 6 Suffix Number 1/8 This field is optional and contains an appendage, if any, used to denote an individual's generation in his/her family (Jr,Sr.,III). This information may no longer be included in the Student Name fields. Field 12 (see Appendix E) Added Appendix E to clarify reference to prior disability codes 15 and 16. Alaska Department of Education and Early Development Form # 05-03-035 (Revised 02/09/09) Clarifications - Students that have previously passed any or all three parts of the High School Graduation Qualifying Exam AND that are still defined by your district as being enrolled in the 10th grade must be included in the participation rate. Those students are required to take the 10th grade exam which now includes Standards Based Assessment items. The HSGQE component of those results will be suppressed, but a student will receive SBA results for grade 10. - All students that are enrolled on 04/07/09 are considered for the calculation of the participation rate. - Participants are students that receive at least one valid score out of any of the three required subjects (Reading, Writing, Mathematics) for each exam. - Only the students that are considered to be enrolled for Full Academic Year (FAY) will be considered for the performance levels as reported in the AYP calculations. FAY = Continuously enrolled between 10/01/08 and 04/07/09. - Students that are eligible and/or that participate in the alternate assessments will be included in the participation rate and AYP calculations, and should be included in this data collection. - Please verify your data to ensure that the student records that are reported in this file match at the individual level to the information coded in the test materials. This will ensure that the participation rate file matches your performance level file. The performance level data that we use is the file that we receive from DRC. Any discrepancies between the participation rate file and the data file that we receive from DRC will be resolved by using the data from the participation rate file. - All students enrolled for a full academic year who are counted under 4 AAC 09.040 as more than 0.25 FTE must be included in the state assessments and determination of adequate yearly progress. - A district may, on a case-by-case basis, exempt an individual student from an assessment if an unexpected severe medical condition prevents the student from participating in the administration of the assessment. The student will not be included in the determination of adequate yearly progress performance or participation rate. The district shall retain documentation regarding the exemption, including medical records or the condition, with the student's permanent record and provide it to the department upon request. (4 AAC 06.805. (k)). - Per federal guidance all Migrant students are categorically eligible for Free/Reduced Lunch. - Any student that participated in a statewide assessment in the previous year cannot be identified as a First Year Immigrant. - Please note that 4 AAC 06.805(j) has been changed to include immigrants students that first enrolled in a school in the United States after the previous school year administration of the SBA under 4 AAC 06.710(2). - The LEP student codes are defined for all data collections. For the Participation Rate file, the code LT would not be used as the student results from the ELP assessment are not yet available. Students who are coded as LP for the Participation Rate file may be changed to LT for the Summer OASIS data collection if results from the ELP assessment show that the student is proficient in English. - Eleventh and Twelfth grade information collected is not used in conjunction with AYP. These data will provide more accurate demographic HSGQE reports. 2 Alaska Department of Education and Early Development Form # 05-03-035 (Revised 02/09/09) Data Transmission Procedures 1. Districts must submit a complete set of data elements defined in this data dictionary for each student that was enrolled on Tuesday, April 7, 2009. 2. 4 AAC 07.060 (a) (7) states that the AK Student Identifier must appear in each electronic record containing student-level information that is reported to the department. Please see Appendix B to view the specific regulation. 3. To accommodate the different computer systems extant in Alaska and facilitate data reporting, districts will have three file format options for reporting data: - Microsoft Excel - fixed length, CR between each record - variable-length comma or tab delimited, carriage return (CR) between each record (other formats may be acceptable; call Peggy Corazza at 465-8418) 4. Acceptable media are: - files sent via e-mail attachment - CD ROM. - If FTP data transmission is to be used, data must be encrypted using PGP, ABI or another encryption routine acceptable to the Department of Education and Early Development. 5. Districts using Apple MacIntosh computers must provide data in a DOS file format on DOS formatted media. Note #1: If an exchange file is created using the Comma Separated Values format (CSV) and some data fields contain commas, the integrity of the exchange file will be compromised. A program uploading a CSV file interprets each comma as a field delimiter within each record and expects each record to contain the same number of commas. When a data field contains a comma, as in "Smith, Jr." the import program considers the comma between "Smith" and "Jr." as the demarcation of a new field. The solution is to strip-out all commas at the time the exchange file is created. An alternative is to use tabs instead of commas as field delimiters. 3 Alaska Department of Education and Early Development Form # 05-03-035 (Revised 02/09/09) STUDENT IDENTIFICATION Element Summary: Minimum/ Field Maximum Field # Element Name Type Field Length 1 Alaska Student Identification Number Number 10/10 This is the student's unique Alaska Student Identification Number. No student data will be accepted without a valid ID number. This number replaces the social security number. Example Description 0000999999 A ten digit number with leading zeros. Leading zeros are not required. 2 Local Student ID (OPTIONAL) Text 1/15 The ID assigned to the student in the local school district. 3 Student Name - Last Text 1/35 This is the student's last name. Prefixes or suffixes are no longer acceptable within this field . Please move suffixes to field 6. 4 Student Name - First Text 1/35 This is the student's first name. Prefixes or suffixes are no longer acceptable within this field . Please move suffixes to field 6. 5 Student Name - Middle (or Middle Initial) Text 1/35 This is the student's middle name or initial. Prefixes or suffixes are no longer acceptable within this field . Please move suffixes to field 6. 6 Suffix (OPTIONAL) Text 1/8 An appendage,if any, used to denote an individuals's generation in his family (e.g., Jr., Sr., III) (see note #1 found on Data Transmission Procedures) 7 Date of Birth Date 10/10 This is the student's date of birth in the preferred format MM/DD/YYYY. Example 11/23/1988 8 Gender Text 1/1 This indicates the gender of the student. Code Description F Female M Male 4 Alaska Department of Education and Early Development Form # 05-03-035 (Revised 02/09/09) Minimum/ Field Maximum Field # Element Name Type Field Length 9 Race or Ethnicity Number 1/1 This is a code indicating the racial or ethnic background of the student. Code Description 1 White (Caucasian) 2 African American 3 Hispanic All Students of Hispanic/Latino ethnicity must be reported as Hispanic, regardless of their race.