Honor Roll in HOPE Track

As we are nearing the end of another school year, high schools are looking at graduation and printing honor rolls. Since schools already have to report High School transcripts for HOPE scholarships to GA411, we think, the same dataset should be used to determine students who have ALL A's & B's.

Latest version of HOPE Track adds another option to "Reports" tab for schools to be able to review and print this information (Picture 1).

Please refer to the original post about HOPE Track for the download location.

Picture 1

CRDC Course Mapping

Course related counts are calculated as follows:

• For number of classes, we count the unique combination of Course Number and Section Number for each school
• For Students in Course counts, we count the number of students taking one or more course in that particular course category.

.. and here are the course mappings used in CRDC Update application based on DOE Course Numbers

Algebra I
27.x340xxx
27.x350xxx
27.x440xxx
27.x610xxx
27.x621xxx
27.x810xxx
27.x910xxx
27.x971xxx
27.x975xxx
27.x981xxx

Introducing FteTrack Launchpad

New version of FteTrack (version V20150107 or newer) introduces a single login page (Figure 1) for all of our application offerings. All of the existing account based security rules still apply, i.e., school based users will still have access to only their school's data in individual application pages.

Figure 1

Student Record Enhancements, Tips & Tricks (December 2014)

DOE's Student Record "data cleansing" has been problematic at best. Several edits are either not working or if they are working, they are not working as they are supposed to.

I have wasted several weeks trying to "figure out" what's wrong with our data, only to realize that the DOE still hasn't implemented changes that they published months back at their end.

Good news is, we have all of those edits and file layout changes implemented in our application.

Course level data creates a lot of problems regarding Students in grades 6-12 not having enough courses in the file. The problem is, most schools are not yet finished with first semester still, so the course level extract generated by the SIS doesn't have enough courses for most students.

To get around this problem, what we have done is to provide a way in SR application so that you can merge your Student Class data with SR Course extract. This will significantly reduce your course level errors and will also prepare you end users for errors that they will see once courses in Student Class have a final grade and are included in SR Course extract.

FteTrack and Schedule Analysis Enhancements (October 2014)

FteTrack

A new report (Pic 1) is available to System Administrators in FteTrack that shows any FTE program categories where total segment counts may have dropped below 5% from the previous year. The reason this report is only available to System Admins is because your school users already have access to these numbers in "Funded & Non-funded Students" report. This report alerts System Administrators about programs and services that could potentially affect QBE funding and teacher allocations for the school and the District negatively.

Pic 1

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.