Importing DOE FTE Errors into FteTrack

Several of our users have asked for a way to display errors you get on the DOE portal and are not generated by FteTrack withing FteTrack error page.

Now this is possible, here is how.

You want to download your Errors from the DOE portal for your system, it should be called XXXfte_errors.csv, where XXX is your 3 digit district code. Then, you just copy this file as is to C:\StateFiles folder of your FteTrack server.

That's all you need to do, next time you run FteTrack load job, it will automatically load the DOE error file and merge that with errors that are generated by FteTrack so that your school users will have just one place to review these errors and make the necessary changes to data.

To apply these changes, please refer to self-update guide, or, give us a call.

Here are the list of errors that are imported currently:

Error Description
E043 The STUDENT ID submitted does not match the STUDENT ID in GUIDE. Verify the STUDENT ID and make updates where needed (SIS or GTID) before re-validating.
E048 GTID missing or invalid. GTID submitted was not found in GUIDE system.
E049 All full-time students reported as active in Student Record from prior FISCAL YEAR must be reported in FTE 2015-1. All students reported in the Student Record with a WITHDRAWAL DATE on or after 10/01/2013 must be reported in FTE 2015-1.
E133 This active student's name (LAST NAME, FIRST NAME, or MIDDLE NAME) submitted does not match the student name in GUIDE. Make the necessary corrections where needed (SIS or GUIDE) before re-validating.
E2567 Student is being reported with WITHDRAWAL REASON = 'T' but the STUDENT ID is not reported by any other school in the SYSTEM or any other SYSTEM in the State. See report ENR036 for GTID claims after transfers.
E047 This GTID is being reported active in more than one district. Please review the Duplicate GTID Report (SR - Student Report SR066; FTE- Main Menu).
E0702 STUDENT STATUS = 'R'; GRADE LEVEL must be the same GRADE LEVEL as reported in the prior FISCAL YEAR Student Record collection.
E167 The STUDENT ID has been reported with more than one GTID this fiscal year. Please see FTE report FT091 for details and more information for resolving this error.
E168 The GTID has been reported with WITHDRAWAL REASON='G' and DIPLOMA TYPE = 'S' or 'A' in a previous collection; but the GTID is being reported as ACTIVE in this collection.
E1685 The GTID has been reported with WITHDRAWAL REASON = 'G' and DIPLOMA TYPE = 'G'; 'B'; 'C'; or 'V' in a previous collection; but the GTID is being reported as ACTIVE in this collection.
E2568 STUDENT STATUS = 'N'; GRADE LEVEL should be no more than two grades different than reported in Student Record but cannot be the same GRADE LEVEL reported in Student Record.
E2573 STUDENT ID is reported by another SCHOOL CODE in the SYSTEM with a different DATE OF BIRTH.
E799 Special Ed student reported in SR and did not exit program; but REPORT TYPE = 'R' in FTE.
E808 Duplicate STUDENT ID. This student is being reported as active in another Georgia school system.  Please refer to report FT032.
E809 WITHDRAWAL REASON of Dropout reported for student who is actively enrolled in another school system.
W162 Student First Name changed between FTE and Student Record.  Please verify data.
W165 STUDENT ID changed since the last FTE cycle or Student Record collection.  Previous STUDENT ID should be entered in the PREVIOUS STUDENT ID field.
W167 The STUDENT ID has been reported with more than one GTID this fiscal year. Please see FTE report FT091 for details and more information for resolving this error.
W2569 Student is reported in a grade other than '12' and a withdrawal code of 'G'.
W2572 Student ID is reported in another system in the state with a different gender code.
W2574 GTID is reported in another system in the state with a different date of birth.
W2576 Student ID is reported in another system in the state with a different grade level.
W2675 Active students with the same name are being reported with different STUDENT ID's. Please verify data reported is correct - if correct; no action required.
W2991 The WITHDRAWAL DATE is prior to September 16; and the student has not been reported as active by another district in FTE Cycle 1 (See FT053).
W809 Active student has been reported as a dropout in another School System.

If you don't want to merge these errors in FteTrack error report, you just delete the file you downloaded from the DOE portal from C:\StateFiles folder.

As always, you can always turn off an error visibility by going to FteTrack's "Setup Error" page (see pic below). Once you turn off an error, users will no longer see that error on their error summary report.

CCRPI Reports in Student Record

There are several CCRPI indicators that can be derived from Student Record (& FTE) data alone. Other indicators need extended Assessment data that's not part of either FTE or Student Record data collection.

Now, the reports that can be derived from Student Record and FTE datasets, are available in Student Record application. We encourage school districts to keep track of these year round and not just towards the end of the year.

New Reports in Student Record

A major change in upcoming 2015 CCRPI reports is the change in the way student attendance information is factored into a school's CCRPI score.

Instead of average daily attendance (ADA), percent of students with fewer than 6 absences is going to be included in Post Elementary, Middle & High school readiness scores.

Now, we have a report available under Enrollment reports, that will help schools keep track of this important CCRPI indicator year round. See the screenshots below

Pic 1

Using Schedule Analysis

Schedule Analysis (already installed on FteTrack server) helps you with:

• Identifying students with missing/incomplete schedules
• Reduce potential un-funded students/segments for FTE
• Review class size for various programs & services (identified easily by Course numbers)
• Make sure scheduling rules are followed for each school/ grade level
• Review teacher rosters for TKES/LKES system

Logging on to Schedule Analysis:
It's installed on the same server as FteTrack and you use the same userid and password that you use for FteTrack. URL for schedule analysis is http://[ftetrack server]/SA/index.html , where [ftetrack server] is the name or IP address of the machine where FteTrack is installed. For example, http://ftetrack.k12.ga.us/SA/index.html

Setting up Missing Core Courses Report in Schedule Analysis

Several people (thanks Jodi, Mike, Patricia and Samantha) have suggested that Missing Core Courses Report will be more effective if there was a way to configure the courses required by grade levels.

Now, there is way (see screenshots below). You can choose which courses are required for each grade level and Schedule Analysis will honor your selection when determining which students are missing one or more Core courses for the grade level they are enrolled in. This setup page is available in FteTrack setup menu.

This is how you can update your FteTrack installation files, or, let you know if we can help.

Pic1

Pic 2

CRDC Track

The 2013-14 CRDC will collect information about the 2013–14 school year from a universe of every public school district and school.

The following statement for this document on ED website for CRDC made me chuckle though:

 Public reporting burden for this collection of information is estimated to average 14.2 hours per school survey response and 4.2 hours per local educational agency (LEA) survey response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.

Are they kidding or just ignorant?

I have known school districts during the last CRDC reporting cycle (2011-12) where they had 3-4 people working full-time for months to be able to compile this massive dataset for all of their school and they had 12 schools.

Anyway, based on the guidelines from OCR website, we can conclude that most of the data elements ( > 80% ) at school level (both Part 1 & 2) can be easily derived from the existing FTE and Student Record datasets that each school district in Georgia already reports to the state.

The way this application works is, you load your October 2013 FTE file (for Enrollments) and 2013-14 Student Record files (for Course & Discipline related data elements). The application pre-fills forms for individual schools with more than 80% of data fields already filled in. Data elements that are not part of either FTE or SR data collection can be manually entered and saved into the form for each school.

Generating GHSA Form A directly from your SIS database

This application is Desktop java application that pulls data directly from Student Information System database (Powerschool and Infinite Campus only at this time), so, you will need the necessary information like your database server name/ip address, port etc.

Since this is a java application, you will need Java run-time environment 7 (JRE 7).

You want to download this file and just double click on the “jar” file, if you have the correct version of JRE installed, you should see the following screen.

Pic 1

If the connection to the PS database is successful, you will see a screen like the following with your High School names:

Pic 2

Pressing on the two buttons above will print the appropriate reports (one PDF per High School) in the same folder where you downloaded the “jar” file.