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    KIDS KIDS Document Transcript

    • KIDS COLLECTION SYSTEM Kansas State Department of Education1/9 KIDS (Kansas Individual Data on Students) CollectionCollection System 2006-2007 Training Strategy Acronyms Used: KSDE Kansas State Department of Education KIDS Kansas Individual Data on Students SIS Student Information System ITV Interactive Television Q&A Question & Answer FAQ Frequently Asked Questions Introduction: For the 2005-2006 school year, The Kansas State Department of Education (KSDE) introduced a new student-level record system--the Kansas Individual Data on Students (KIDS). In the first phase of KIDS, schools obtained a unique student identifier for each of their students was issued through the KIDS Assignment System for every student attending an accredited public or private school in Kansas. In the summer of 2005, the KIDS’ second phase, the CollectionCollection System, involved the was implemented to collect collection of student- level data elements required for school funding, assessments, and state and federal reporting. Based upon what was learned from the 2005-2006 KIDS initiative, In response to the outcomes of and feedback from the 2005-2006 KIDS implementation, the KSDE has made numerous changes to the KIDS software and data specifications that will increase the software’s functionality for users in the 2006-2007 school year. Purpose and Scope: The primary purpose of this document is to describe to school districts across the state KSDE’s training and deployment schedule, methodology, and expectations for the KIDS 2006-2007 Collection System. All schools/districts that receive state funding and accreditation will use the KIDS Collection System. Scope of Use: All accredited public and private schools in Kansas will submit student-level data through the KIDS Collection system. Training: Strategy Document Purpose: The primary purpose of the training strategy is to describe to school districts across Kansas KSDE’s training timelines, methodology, and collection schedule for the KIDS 2006-2007 Collection System. kids4458.doc 5/20/2010 Version 2.0 Page 1 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education2/9 The objective of the training and deployment is to ensure that all of the districts and schools across Kansas successfully and accurately submit their Collection data according to the established submissions schedule and updated submission processes. Pilot Implementation: There will be no pilot phase for the 2006-2007 version of the KIDS Collection System. Both the Assignment and Collection systems “went live” in 2005, and the 2006-2007 changes do not significantly impact the functionality of the existing Assignment & Collection System batch software (most of the changes are to submission processes and specific data fields and definitions). Training Purpose: The objective of the training is to ensure that all of the districts and schools across Kansas successfully and accurately submit their Collection data according to the established submissions schedule and updated submission processes. The goals of the training include: • Notifying Providing schools and districts with information about of the changes to the KIDS Collection data submission/collectioncollection processes, and to the data fields themselves. • Helping districts/schools to understand the workflow processes required for quality data collectioncollection. • Supplying the districts/schools with reference materials and tools that will help them submit accurate data. • Providing demonstrations of the KIDS Collection system. • Providing KIDS Collection system training to new school staff. Training Plan KSDE has made some significant changes to the KIDS Collection data fields and submission processes for 2006-2007. Extensive hands-on training for the 2006-2007 Collection System is not planned. Instead, the bulk of the KIDS 2006-2007 training will be conducting remotely (via ITV, online modules, conference calls, etc.) with some face- to-face regional training and conference presentations scheduled at different times throughout the year. Particular emphasis will be placed on the 2006-2007 updates, data quality, and KIDS best practices. Training strategies for the Collection System will include: • KIDS Collection certification training for Service Center personnel in late July/early August • Role-based KIDS Collection certification training for district/school staff • Regional software demonstrations/presentations in August and September • Updated Collection System User’s Guide (including a Best Practices Addendum) • Updated online training modules will be posted on the KIDS project website kids4458.doc 5/20/2010 Version 2.0 Page 2 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education3/9 • Q & A Teleconferences will continue to be offered weekly for the purpose of answering KIDS Collection questions. The dial-in information will remain the same, and the specific call times will be published on the KIDS project website. • KIDS FAQs provides a forum for electronic submission of questions to kids@ksde.org. All questions and responses will continue to be posted on the FAQ tab at http://kids.ksde.org • Presentations at conferences in 2006-2007 -KSDE Annual Conference (spring) -Other conferences, as available • Recurring, biannual hands-on and ITV sessions for new KIDS users • ITV sessions prior to each standard Collection to review detailed specifications, clarify field definitions, and answer questions. ITV dates and registration information will be published on the KIDS project website. • Conference calls with vendors and service centers (as needed) Individuals taking advantage of the KIDS training should be person(s) at the district or school who are responsible for collecting, verifying, and submitting student data to KSDE through the KIDS system, and staff who need to have the latest KIDS Collection updates in order to submit accurate, timely student data. Expected Timeline & Deployment Schedule: The full KIDS deployment to all Kansas districts/schools will take place at the beginning of the 2006-2007 school year. The expected timeline is as follows: EXPECTED TRAINING/DEPLOYMENT ACTIVITIES (2006-2007) DATE/TIME 6/169/06 Email to KIDSINFO listserv with Summer 2006 training schedule and strategy information 7/14/06 Email to KIDS listserv with training reminder/updated schedule 7/17/06-7/21/0 Training Certification for Service Center Staff (ITV) 6Late July- Early August 8/01/06-09/30/ Training/training materials provided to schools/districts (see 06 Training Plan section for details). New staff should also obtain KSDE Uuser IDs and passwords for access to web applications. All staff should and attend the scheduled live and/or ITV trainings and conference calls. (along w/ existing staff)) 8/01/06-9/20/0 Schools/districts should obtain State IDs for all new students, 6 and should have rolled over the school year and grade level in their SIS & KIDS and submitted the updates to KIDS Collection System.. 09/01/2006-06 Ongoing KIDS 2006-2007 training, including Q& A /30/2007 teleconferences, hands-on sessions for new staff, presentations at kids4458.doc 5/20/2010 Version 2.0 Page 3 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education4/9 conferences, etc. Certification: Service Center In late July/early August, interested Service Center staff will be trained and certified on the KIDS 2006-2007 Collection System. KSDE will post the names of those Service Center staff who complete the certification training on the KIDS project website (http://kids.ksde.org). Staff KSDE staff and the KIDS Certification Task Force are in the process of developing a curriculum which will allow school staff to voluntarily become certified for different KIDS-related roles (i.e., data entry, data coordinator). When this curriculum is completed, KSDE will publish detailed participating information to the KIDSINFO listserv and to the KIDS project website. Training Plan: While KSDE has made significant changes to some of the Collection data fields and submission processes for 2006-2007, the Assignment & Collection software itself (including the processes for uploading and downloading batch files) is largely unchanged. For this reason, extensive, hands-on “wave” training for the 2006-2007 Collection System is not planned. Instead, the bulk of the KIDS 2006-2007 training will be conducting remotely (via ITV, online modules, conference calls, etc.) with some hands- on, face-to-face regional training and conference presentations scheduled at different times throughout the year. Particular emphasis will be placed on the 2006-2007 updates, data quality (vs. data validity), and KIDS best practices. Training strategies for the Collection System will include: • ITV training for Service Center personnel in mid-July (or face-to-face(?) • ● Regional software workshops/updates/demos in August and September (And/or ITV?) -Will include 2006-2007 updates and possible demos of KAN-DIS and ODT -Face-to-face sessions to be held at the Salina, Colby, and Hutchinson service center locations (tentative), and at the KSDE board room (tentative) -2 days at each location, 2 2.5 hour sessions per day (?) -Registration would not have to be rigidly capped, since no PCs will be required (no hands-on) ● ITV training sessions throughout August and September on the KIDS changes (with some time devoted to ODT, and possibly KAN-DIS) ● Podcast modules available for download online (If not immediately, maybe down the road?) kids4458.doc 5/20/2010 Version 2.0 Page 4 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education5/9 • Updated online training modules will be posted on the KIDS project website (July). • In the future, these modules will be more interactive (quizzes, applied practice activities) Updated Collection System User’s Guide (posted on the KIDS project website) ● Q & A Teleconferences will provide a forum for Collection System questions. These will be a continuation of the weekly conference calls that are currently being offered. Times and dial-in information will be provided, but it is anticipated that the calls will consist of a morning and an afternoon session on rotating days of the week. Teleconferences will begin in late-August. • KIDS FAQs will provide a forum for electronic submission of questions to kids@ksde.org. All questions and responses will be posted on the FAQ tab at http://kids.ksde.org • Presentations at conferences in 2006-2007 -KSDE annual conference (?) • Recurring, biannual hands-on and/or ITV sessions for new KIDS users -Hold in January and August/September to address staff turnover • ITV or conference call sessions prior to each major Collection to review what fields are required/validated/stored for each Collection and to clarify field definitions. This may be accompanied by a modified version of the existing Collection checklist document. -Tentative dates for Pre-Collection Calls: September 12, 13, 14 (ENRL) November 28, 29, 30 (PSLG and TITL) January 5, 9, 10 (AUPD) February 13, 14, 15 (MILT) April 24, 25, 26 (EOYA) • Conference calls with vendors and service centers (as needed) • Certification for service center trainers on KIDS– curriculum? Conduct it in the summer? • Periodic meetings of the KIDS Certification Task Force -Developing role-specific curricula to use for training with new and existing KIDS users -Task Force may provide additional “trainers in the field” -Next meeting: Thursday, June 15th Individuals taking advantage of the KIDS training should be person(s) at the district or school who actually enter KIDS data into the SIS/ODT and the person(s) who are responsible for collecting, verifying, and submitting this data to KSDE through the KDIS system. Deployment KIDS Collection Schedule: The KIDS system will be unavailable for a short time in mid-July while the 2006-2007 updates to the CollectionCollection system are implemented. It is expected that districts/schools will begin obtaining State IDs for new students via the kids4458.doc 5/20/2010 Version 2.0 Page 5 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education6/9 CollectionCollection system in August, and that they will roll over the school year and grade level data for existing students in their SIS and KIDS at that same time. • Schools/Districts may begin submitting ASGT and, EXIT, and QERY record types any time after the 2006-2007 updates have been implemented (in mid- to late-July). These records types may be submitted as part of a larger, “mixed” batch file, but KSDE encourages schools/districts to submit these records in their own separate batches in order to reduce the likelihood of data errors. • The Funding/Enrollment (ENRL) collectionCollection will be the first requiredstandard CollectionCollection of the year for all schools in Kansas. The submission window for this CollectionCollection has been tentatively set for 9/20/06 through 10/10/2006, and will consist of the enrollment data as of 9/20/06 (The based on the “September 20th Rule”). All Schools/Districts must have submitted Collection System data for all students no later than Tuesday, October 10th The rest of the tentative 2006-2007 Collection schedule is as follows: Collection Purpose Tentative Dates Assessment Pre-Slug (PSLG): 12/1/06 – 1/10/07 Title Funding (TITL-optional) 12/1/06 - 1/10/07 Assessment Updates (AUPD): 1/11/07 - 5/1/07 Military (MILT – optional) 2/20/07 - 3/6/07 End of the Year Accountability (EOYA) 5/2/07 – 7/5/07 Schools/Districts may submit the appropriate SIS/ODT Collection Export Files at any time during any given Collection window, but they are encouraged to do so early in the window in order to avoid performance problems and to obtain the highest level of individual attention and support. • For each of these Collections, only certain data fields are required and will be validated. Prior to each of the Collections, the KSDE will publish details specifications and will hold ITV sessions to review the detailed specifications for that specific Collection, as well as to answer any questions that the districts/schools may have. The required and optional fields for each of the Collections are also published in the 2006-2007 Collection System File Specifications document. • Districts/schools may submit the appropriate Collection export files at any time during any given Collection window. However, districts/schools are encouraged to submit their Collection files early in the submission window in order to avoid performance problems and to obtain the highest level of individual attention and support kids4458.doc 5/20/2010 Version 2.0 Page 6 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education7/9 SSystem Access: Individuals currently accessing the KIDS Assignment & CollectionCollection Systems will automatically have access to the updated 2006-2007 CollectionCollection System using their current User ID and password. – they will not need to re-register for a KDSE application user ID and password –true? New staff/ users may request individual access to the KIDS Assignment and CollectionCollection Systems at any time during the year by completing the online registration form at https://online.ksde.org/authentication/login.aspx and . New users will be asked to specifying all of the KSDE web applications to which they would likerequire access. After the registration access request is approved by the user’s Superintendent, new staff/users will be able to access all the web applications on the KSDE website for which they are authorized by using their individual login and password. Please note that there will no longer be a Web Applications menu item for the KIDS Assignment system. Users will be able to access Assignment (to obtain State IDs) from within the Collection system, so a separate entry portal is no longer needed. The KIDS CollectionCollection System interface is browser-based and supports Internet Explorer 5.05 and greater for the PC, and Safari for the Macintosh OS 10.2 and greater. Export File Requirements: The KIDS SIS Collection Export File which is to be submitted to the Collection System must be in the format specified in the “KIDS File Layout Specifications, V. 2.4” document on the Docs & Presentations page of the KIDS project status website. Please note that the version number field in the header of all Assignment and Collection export files needs to be “2” in order to reflect the latest version of the KIDS software. Every detail record in the Collection Export file should include the State ID associated with that student. In addition, core data elements of each Collection Export File detail record must be up to date with the KIDS Assignment System. Any student records that are submitted to the Collections system whose core data (including State ID) does not match the Assignment data on file will need to be updated and rerun through the Collection System. Users will be able to download any student records that require updates in the Assignment System from within the Collection System. Files that are uploaded to the KIDS Collection System are required to have unique filenames—users will not be able to upload a file with the same name twice. File extensions can be used to make the filenames unique. Recommendations for naming and managing these files can be found in the Best Practices Handbook, available on the Docs & Presentations page of the KIDS project status website. Communication: kids4458.doc 5/20/2010 Version 2.0 Page 7 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education8/9 The KIDS project website (http://kids.ksde.org.) is the primary vehicle for communicating the purpose and background of KIDS, for notifying providing information regarding users of changes to the software and data, and for publicizing training and conference call schedules. In addition, the Frequently Asked Questions (FAQ) list is also accessible from the project website. Information on KIDS is also distributed via the KSDE has also created a KIDS Contact listserv. – Aall users who are authorized for KIDS log-in IDs and passwords are automatically added to this list, as are other users who request to be added. KSDE will communicate the KIDS 2006-2007 CollectionCollection System Training and DeploymentTraining schedule via this listserv, as well as through the Superintendent’sother listservs (as appropriate). Ongoing Collections: Districts may submit GTID, EXIT, and QUERY files for update at any time. However, KSDE will require updates at least four (4) specific key times in order to ensure that specific data elements are current before they are used for reports and applications. We anticipate four (4) required and two (2) optional collections during the 2006-2007 year: 1. Funding & Enrollment (ENRL) – September 20-October 10 2. Assessment Pre-Slug (PSLG) – December 1 – January 10 3. Assessment Updates (AUPD) - January 1 – May 1st 4. End of Year Accountability (EOYA) – May 2nd – July 5 5. Title Allocations (TITL) – December 1 – January 10 (OPTIONAL) 6. Military Count (MILT) – February 20 – March 6 (OPTIONAL) For each of these Collections, only certain data fields (“fields of interest”) are required and will be validated, while other data may be saved if submitted but will not be validated. Prior to each of the major Collections, the KSDE will hold ITV/conference calls to review the “fields of interest” for that specific Collection, and the required and optional fields for each of the collections are also published in the 2006-2007 Collection System File Specifications document. KSDE Support: KIDS information, FAQs, and Training Documentation: Visit the project website at http://kids.ksde.org On-Demand Technical Support: Call 785.296.7935 and ask for KIDS Collection System support. Email Support: kids4458.doc 5/20/2010 Version 2.0 Page 8 of 9
    • KIDS COLLECTION SYSTEM Kansas State Department of Education9/9 Submit questions regarding KIDS to kids@ksde.org, or contact KSDE at HelpDesk@ksde.org Training: Erin Perry will lead the training activities. kids4458.doc 5/20/2010 Version 2.0 Page 9 of 9