2017-18 Data Collection Changes Webinar FAQ



2017-18 Data Collection Changes Webinar FAQSIMS DOE022 - Immigrant Status ValidationQ: Does this apply to students who are in US schools for a few years then go out of country for a few years and returns?A: The validation will only check enrollment for full academic years (enrolled in October, March and EOY SIMS for a given year). Partial years of enrollment will not count toward the total number of years. If a student has three full years of enrollment in SIMS, the validation will say that the student can no longer be coded yes (01) in DOE022.Q: Is this consecutive years or total years?A: Total years.Q: What will be the impact of the new validation for DOE022?A: You might see some errors on your October 2017 SIMS error report that you need to correct. The error will tell you that the student should not be coded 01 in DOE022 because the student has been enrolled in US schools for more than three full academic years.SIMS DOE024 - First (Native) LanguageQ: Who is going to change the language codes to the new codes?A: This is a question for your SIS vendor to find out when and how they plan to implement the new codes in your system. The ESE documentation and systems will be changed to the NCES code set for the October 2017 SIMS collection.SIMS DOE029 - Military FamilyQ: Do we have to report the Military Family information for October 2017 SIMS or can it wait until June 2018?A: This information should be reported in October 2017 SIMS.Q: "Retired for 1 year" sounds like it means "retired for at least one year." Could it read "Retired in the past 12 months" in the SIMS Data Handbook?A: Yes we will update the SIMS Data Handbook to provide the more specific definition found here. The updated language says that this compact shall apply to the children of:(1) active duty members of the uniformed services; (2) members or veterans of the uniformed services who are severely injured and medically discharged or retired for a period of 1 year after medical discharge or retirement; and (3) members of the uniformed services who die on active duty or as a result of injuries sustained on active duty for a period of 1 year after death.Q: Does active duty mean only deployed? What’s the definition?A: Active duty means full-time occupation as part of a military force. This includes but is not limited to members who are deployed. This applies to uniformed services, National Guard and Reserve. “Uniformed services” means the Army, Navy, Air Force, Marine Corps, and Coast Guard.Q: Will ESE be sending a new military form to districts?A: No there is no standard form from ESE for collecting this information.Q: We have come up with our own military form. Is that permissible?A: Yes. This question should be incorporated into forms sent home to parents or into an online parent portal.SIMS DOE039 - 504 plan statusQ: If a student is reported in DOE039 as 02 (student was on a 504 plan earlier this school year, but is not currently on a 504 plan) in a current year, would they be reported as 00 in the following year? Will there be a validation to prior year? Do I have to start everyone at 00 in the beginning of the year?A: Yes, if the student was on a 504 plan earlier in the current school year, he should be coded as 02 in DOE039. The following school year, the student would be coded 00 in DOE039. There is no validation that looks back to prior year for this element. The validation only checks current year. For the beginning of a new school year, all students who are not on a 504 plan to start the year should be 00.Suffix field in SASID assignmentQ: Will the SIMS submission fields remain as is? Should we keep suffix in the last name for SIMS or take it out?A: Yes, SIMS name fields will remain as is. The suffix field will not be an added element in SIMS reporting. Suffix should not be added to the last name field for SIMS purposes. Suffix should be kept in the separate field in your SIS, and in the SASID assignment/lookup applications in the ESE Security Portal.Q: What do we do with suffix info that is already included with the last name now?A: If you have suffixes combined with the last name field now in your SIS, they will need to be separated out into the suffix field, once that field is available in your SIS. Your SIS vendor may be able to help with moving this data to the new field.Q: Will there be an easy way for us to move the suffix out of the LN field into Suffix or will you be looking at current data and doing that?A: Districts should ask their SIS vendor if they can help with moving the suffix information to the new separate field in the SIS itself. On the ESE side, the suffix will be moved from the last name field in our student directory, so districts will not need to update student information in the Security Portal.Q: Does this affect students with two last names?A: No. This is just for students who have a suffix in their name (e.g. Jr, II, III, IV etc.)Q: If we don't report Suffix in SIF, will that cause errors in name matching?A: No. The SIMS validations will not be looking at the suffix field. Just the first, middle and last name fields. So if suffix is moved to it’s own separate field, it will not affect SIMS validations.EPIMS SR37 Expected Days of AttendanceQ: This new validation is actually for people who exit, not people on leave, right?A: That’s correct. The validation that checks SR37 only applies to staff who were not employed by the district for the full year.Q: Districts have different contracts for employees such as teachers versus full year employees. Will this cause a problem in the new EPIMS validation for SR37?A: No this will not cause a problem because the validation logic will use a standard July 1 start date for validating SR37 for all staff. Doing it this way makes the validation not as strict, allowing for staff who work full year, as well as staff who only work the school year.Q: Is there a chart of how you count weeks to ensure we follow the routine properly?A: The validation logic will use a standard July 1 start date for validating SR37 for all staff. So a staff member who has an exit date of September 30 could have worked a maximum of 13 weeks (July 1 through September 30). So the validation will be looking for a SR37 value of 65 or less. 65 days is 13 weeks*5 days per week.Q: Someone exited because they leave an EPIMS reportable job but are still employed will probably error via SIF, can you plan a contingency for this situation?A: If a staff member leaves an instructional or administrative position and moves to a non-reportable position in the same school year, it would cause an error in either SIF or legacy. It is not a SIF specific issue. In this case, the staff member should not be coded as exited as they are still employed by the district and will still have attendance. But the staff would probably not have a work assignment record for an active term at EOY. An exception will have to be granted in this case.Homeless and Foster CareQ: When is this report normally due? At the end of the year?A: Yes, the homeless and foster care student collection is submitted and certified at the end of each school year. Starting in the 2017-18 school year, the expectation is that districts track this information throughout the year in their SIS (if SIF) or directly in the homeless application (if legacy) as it occurs. This approach allows us to have an October 1 snapshot of homeless student counts as well as the complete, cumulative count at the end of the school year.Q: What if they exit Foster or Homeless during the year?A: If a student exits foster care or homelessness during the year, you can keep track of that in your SIS. It will not change or delete the homeless or foster care data that was already sent to ESE via SIF earlier in the year. Q: So marking them as no longer homeless in the SIS won't delete the record via SIF?A: No it will not. We are only capturing and saving the student records that come in via SIF with the homeless or foster care flag set to Y. If that flag changes for a particular student later in the year, no change event will be recorded on our side. The original record will remain in the homeless student application.Q: Does it permanently record the homeless data only at reporting time or continuously? What if someone makes a mistake, will it be updated?A: The homeless and foster care data will be collected all year long, not just at SIMS reporting times. This data is not captured with SIMS. It will be transmitted via SIF with the student personal object, but will be recorded in the homeless student application on the ESE side, which is a separate collection from SIMS. This data will be flowing and captured in the homeless student application throughout the school year. Districts are responsible for verifying and certifying it at the end of the school year within the homeless student application. Any records that were transmitted in error can be edited or deleted directly from the homeless student application in the Security Portal.Q: Related to unaccompanied youth - does a Caregiver Authorization Affidavit give "legal guardianship" to the Caregiver? A: A caregiver’s affidavit extends legal decision making rights to the caregiver.? Therefore we do not consider a student to be unaccompanied if there is a caregiver’s affidavit in place.Q: What are the Dwelling Arrangement list/options?A: There are 4 categories for dwelling arrangement for homeless students: SheltersDoubled UpUnshelteredHotels/MotelsQ: Regarding the SIF specific elements of Homeless, Foster Care, and Unaccompanied Youth: I know that these elements will be filled in with a "yes" in our SIS for all applicable students, but do all of our enrolled students need to be populated in our SIS with a 'No" if this does not apply to them?A: These fields are not a mandatory for SIF transmission. That means you are not required to fill this out for all students. You wouldn’t have to fill in “No” for all your students; you’d only have to fill in “Yes” where it applies.SSDRQ: Are we going to get the full listing of NCES codes that correspond to the MA legacy codes for offense types or will they be included in the SSDR handbook?A: The list of codes was sent out to all data contacts with the summary of the 2017-18 data collection changes. It will be in the SSDR data handbook as well. See table 1 below.Q: Related to NCES codes for offense type: Will MA other description still be required for “insubordination” as an example and “other weapon”?A: Insubordination does not require a description. The “other” offenses require a description. See table 1 below – offense types with an asterisk require a description.Table 1 – NCES codes for SSDR Offense Type (includes the MA legacy code that it currently maps to)NCES codeOffense Type MA legacy code1010Sale of alcohol151020Distribution of alcohol151030Drinking alcohol1c1040Possession of alcohol1b1050Suspicion of alcohol use151097Other alcohol*151100Arson (Setting a Fire)111210Forging absence excuse181220Skipping class181230Tardiness181240Truancy181297Other attendance policy violation*181300Battery (Physical Attack/Harm)41400Burglary/Breaking and Entering (Stealing Property/Unlawful Entry)151500Disorderly Conduct (Disruptive Behavior)181610Sale of illegal drug1h1620Sale of substance represented as an illegal drug151630Distribution of illegal drug1h1640Distribution of substance represented as an illegal drug151650Use of illegal drug1g1660Possession of illegal drug1f1670Possession of drug paraphernalia151680Suspicion of use151697Other drug offense*151700Fighting (Mutual Altercation)21800Harassment, Nonsexual (Physical, Verbal, or Psychological)151810Bullying171820Hazing151897Other nonsexual harassment*151900Harassment, Sexual (Unwelcome Sexual Contact)52000Homicide (Murder or Manslaughter)132110Sale of medication152120Distribution of medication152130Use of medication in violation of school rules152140Possession of medication in violation of school rules152150Suspicion of use of medication in violation of school rules152197Other inappropriate use of medication*152200Insubordination (Disobedience)182300Kidnapping (Abduction)122410Displays of affection in violation of school policy182420Obscene written messages182430Drawing obscene pictures182440Obscene electronic communication182450Obscene gestures182460Obscene language/profanity182497Other obscene behavior*182500Physical Altercation, Minor (Pushing, Shoving)42600Robbery (Taking of Things by Force)92710Bomb threat32720Fire alarm152730Chemical/biological threat32740Terroristic threat32797Other school threat*32800Sexual Battery (Sexual Assault)62900Sexual Offenses, Other (Lewd Behavior, Indecent Exposure)153010Suicide153020Attempted suicide153097Other suicide offense*153100Theft (Stealing Personal or Other Property)73110General theft, Person73120General theft, Other entity73197Other theft*73210Physical threat33220Verbal threat33230Written threat33240Electronic threat33297Other threat*33310Sale of tobacco153320Distribution of tobacco153330Use of tobacco1a3340Possession of tobacco153350Suspicion of use of tobacco153397Other tobacco offense*153400Trespassing (Unlawful or Unauthorized Presence)153500Vandalism (Damage to School or Personal Property)103510Vandalism of school property103520Vandalism of personal property103597Other vandalism*103600Violation of School Rules (Disobeying School Policy)*183700Weapons Possession (Firearms and Other Weapons)14a-14d9000Other Offenses (e.g., Forgery, Extortion)*18MA01Marijuana possession1dMA02Marijuana use1eMA03Possession of illegal drugs with intent to sell1iMA04Threat of robbery8MA05Felony Conviction Outside of School*16MA19Felony complaint (charge) outside of school*19 ................
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