Fall Data Conference, October 20, 2006


Date: October 20, 2006

Time: 8:30 a.m. - 4 p.m.

Location: Nebo Learning Center

570 South Main, Springville, Utah 84663

Phone: (801) 489-2833

The purpose of this meeting is to facilitate cooperation and coordination among the Utah State Office of Education (USOE), districts and charter schools to further the efficient, accurate and timely exchange of school performance data. This agenda and all the information presented during data meetings will be available on the USOE Information Technology website.


Friday, October 20, 2006

8:30 a.m.

Continental Breakfast

9 a. m.

Future Data Meeting Governance Discussion - John Brandt, Computer Services, Gary Smith, SLC

In September's TCC, during its data committee meeting, a plan was proposed to have these data conferences/meetings be jointly sponsored by TCC and USOE's USOE Computer Services Section.

9:15 a.m.

Technical Changes in Data Collection for 2006-2007 - John Brandt, Computer Services, Jan Brittain, Computer Services, Karla DeVita, Computer Services, Bruce Hudgens, Computer Services, Cal Newbold, Special Education

Course Classification

Changes in core codes including special education, Algebra A and B, Geometry A and B as well as removing student only codes. (Jan)

Pre-Print and All Students Files: (John)

Need to have good student attributes (e.g. ethnicity, gender and LEP flag) in all-students files for all tests in case disaggregation reporting needs to be done prior to the next Clearinghouse submission.

All-students files need all students enrolled at any point in the LEA's testing window, not just those at some point in time in the testing window.

Beginning in spring 2007, you may use the Cactus ID (teacher number) in place of the course identifier in CRT pre-print records and in the header sheets. You must omit the first leading zero if you choose to do so since the field length is only 9 characters. This is optional; an LEA may choose to use their own numbering/coding/sorting scheme. No validation/editing will be done.

The CACTUS IDs in the course records of the clearinghouse will be used for any linking of teachers to assessments.

  • 2006-2007 Pre-Print and All-Students File Layout

There will be an additional pre-print record flag beginning spring 2007 to designate which students are taking CBT CRTs instead of P&P CTRs. This will eliminate dual pre-prints.


New classification of ALS students and relation of UALPA to IPT; processing changes.

Statewide Student Identifier (SSID) Merged SSID Number Testing Processes (Karla)

Year End 2007 Clearinghouse (Bruce)

  • Data Clearinghouse Update Transactions

Firewall and other technical considerations for spring CTR CBTs

Stay tuned with Assessment Directors to news from USOE's Assessment and Accountability Section.

Revised SCRAM record (S2)

To meet new federal requirements in December 2006 (Cal Newbold). 

10:30 a.m.

Federal Accountability Updates - Russell Klein, Assessment and Accountability, Jerry Winkler, Computer Services

AYP Changes and Updates

Title III AMAO changes and updates (IPT to UALPA)

11:15 a.m.

FERPA and State Longitudinal Data Systems - Derek Howard, Computer Services

Update on FERPA based on information from national and local meetings, especially as it relates to nonconsensual disclosure of personally identifiable data by LEAs and SEAs. General guidelines to be presented. Guidelines from NCES and Holland and Knight with the Data Quality Compaign.



Lunch will be provided.

1 p.m.

Cognos - Russell Klein, Assessment and Accountability, Preston Checketts, Box Elder SD, Murry Jensen, Assessment and Accountability

What Cognos offers the USOE and LEAs.

How the Cognos Users Group can help you implement decision support.

Learn Cognos PowerPlay in 10 minutes.

1:30 p.m.

Utah State Accountability Reporting Update Including New Secondary U-PASS - Russell Klein, Assessment and Accountability, Jerry Winkler, Computer Services

U-PASS elementary changes and updates

New U-PASS secondary report (2006-2007)

2:15 p.m.

High School Completion Status - Randy Raphael, School Finance and Statistics

Place the Data Clearinghouse EXIT CODE and HIGH SCHOOL COMPLETION STATUS classifications into the context of an emerging national standard as described in Accounting for Every Student: A Taxonomy for Standard Student Exit Codes (National Forum on Education Statistics, April 2006)

Distinguish between the three basic approaches to calculating graduation and dropout rates: status, event and cohort.

Describe the specific formulas competing to be the national standard for the cohort graduation rate — NCES Averaged Freshman Graduation Rate, National Governors Association recommendation, and the NCLB/AYP indicator

Auditing of transfer student documentation.

Incorrect use of the WD (withdrawal) exit code.

3 p.m.

Data Steward discussion - John Brandt, Computer Services, Randy Raphael, Finance and Statistics

What about a designated data steward in every LEA to coordinate LEA <-> SEA data activities especially the clearinghouse and warehouse?

Who would pay/support?

What's the most effective way for a formal or informal data steward to attend meetings? Do both program and IT personnel attend every program meeting like the UALPA meeting on Sept 13 at the state library, or should there be periodic IT meetings where needed program people are asked to attend, or should IT just attend some program meetings as needed?

Should the fall and/or spring data conference be extended to two days and invite more program people?

3:30 p.m.

Informal Breakout

USOE Staff will be available one-one to address any unanswered questions.

4 p.m.

Meeting Adjourned

Thank you to everyone form making time in your busy schedules to participate in this meeting.