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Course Submission Training, 2011-2012

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Title: Course Submission Training, 2011-2012


1
Course Submission Training, 2011-2012
2
Course Submission Training Objectives
Introduction Identify resources necessary for completing the Course Submission and how to acquire them Understand the background and purpose of the Course Collection
Submission Guidelines Recognize general LEA responsibilities during the Course Submission Internalize key dates and deadlines Strategize according to the recommended action timeline for a healthy submission.
Course Data Overview Familiarize yourself with definitions, common errors, and general tips for the data elements found in Course Submission. Apply your knowledge of SCED codes to map local courses to national courses.
3
Available Resources
  • Training Assistance
  • Web Videos
  • Webinars
  • Help tab
  • Handbooks
  • Templates
  • FAQs
  • Download the NCES SCED Codes Manual from the Help
    Tab for this Training.
  • NJ SMART help desk
  • 1-800-254-0295
  • njsmart_at_pcgus.com
  • www.njsmart.org

4
Why are we doing a Course Collection?
  • The US DOE has placed increasingly intensive
    reporting requirements on collecting student and
    staff level data.
  • To meet these reporting requirements, US DOE has
    outlined 10 elements that must be met by the
    state. The Course Collection completes New
    Jerseys 2 remaining elements, a state wide
    teacher identification system that matches
    teachers to students and a database of student
    transcripts.
  • Collecting course data is a necessary step in
    effective data informed decision making.

5
Why are we doing a Course Collection?
DATA USE TRACK NJs Progress towards meeting Federal elements
Statewide Student Identifier Student-Level Enrollment Data Student-Level Test Data Information on Untested Students Statewide Teacher Identifier with a Teacher-Student Match Student-Level Course Completion (Transcript) Data Student-Level SAT, ACT, and Advanced Placement Exam Data Student-Level Graduation and Dropout Data Ability to Match Student-Level P-12 and Higher Education Data A State Data Audit System

6
Submission Guidelines Overview
  • NJ SMART takes one collection for the Course
    Submission. All LEAs must release
  • their records to the Course Submission by
    5 PM on August 2nd.
  • All LEAs must submit records for only students
    that are attending their district.
  • The district where the student is receiving
    instruction and grade in the course
  • is the district responsible for
    submitting the student to the Course Collection.
  • All LEAs must submit records for only teachers of
    record (those responsible for
  • 100 of the class roster) assigned to
    their district. The district where the teacher
  • is assigned to teach the course is the
    district responsible for submitting the
  • staff record to course.
  • A submitted Course record must have at least one
    corresponding staff record and at least one
    corresponding student record to prevent
    submission errors

7
Key Portal Dates and Deadlines
  • May 16, 2012
  • Open SID/ SMID Management
  • Open Special Education
  • Open EOY State Submission LDM
  • Open CTE Submission Practice Period
  • Open Course Submission- Practice Period
  • June 29, 2012
  • Deadline EOY State Submission LDM
  • Deadline CTE Submission Practice Submission
  • Deadline Course Submission- Practice Period
  • July 5, 2012
  • Open SID/ SMID Management
  • Open Special Education- Refresh Disabled
  • Open Official EOY State Submission
  • Open Official CTE Submission
  • Open Official Course Submission
  • August 2, 2012
  • Deadline Official EOY State Submission
  • Deadline Official CTE Submission
  • Close SID/ SMID Management
  • Close Special Education
  • August 7, 2012
  • Open SID/SMID Management 2012-2013 SY
  • Open State Submission LDM
  • Open Special Education Submission LDM
  • Open Staff Submission Practice Period
  • Open Transportation- Practice Period
  • October 15, 2012
  • Deadline SID/ SMID Management Snapshot
  • Deadline State Submission LDM
  • Deadline Special Education Submission LDM
  • Deadline Staff Submission Practice Period
  • Deadline Transportation- Practice Period
  • October 18, 2012
  • Open Official State Submission
  • Open Official Special Education Submission
  • Open Official Staff Submission
  • Open Official Transportation

8
Course Submission Recommended Timeline
School Year 2011-2012 Action
February Work with your curriculum coordinator Contact your SIS Provider Attend a NJ SMART Course Training Webinar
March Finish mapping your course codes Download and review your resources
April Begin entering your Course Data
Mid May Upload during the practice period Correct your errors Ensure your SID and SMID records are current and accurate
June Export your course records from the portal
Early July Update and upload your course records for the Official Submission Resolve your Errors
August Release your records
9
Data Elements Overview
  • When submitting data to any NJ SMART submission,
    the data must meet specific requirements set
    forth by the NJ DOE and NJ SMART validation
    rules.
  • Validation rules are put into place to help
    increase overall data quality. All rules are
    outlined in detail in the Student Data Handbooks.
  • Any field that fails to meet the outlined
    validation rules is given an Error status in the
    NJ SMART portal and must be resolved in order to
    be counted in official NJ DOE reports.

10
Data Elements Overview (cont.)
Data Elements
Staff File Data Elements
Student File Data Elements
  • LSID
  • SMID
  • Staff First Name
  • Staff Last Name
  • Staff Date of Birth
  • County Code Assigned
  • District Code Assigned
  • School Code Assigned
  • Subject Area
  • Course Identifier
  • Course Level
  • Available Credit
  • LID
  • SID
  • Student First Name
  • Student Last Name
  • Student Date of Birth
  • County Code Attending
  • District Code Attending
  • School Code Attending
  • Subject Area
  • Course Identifier
  • Course Level
  • Available Credit
  • Grade Span
  • Course Sequence
  • Local Course Title
  • Local Course Code
  • Local Section Code
  • Section Entry Date
  • Section Exit Date
  • Grade Span
  • Course Sequence
  • Local Course Title
  • Local Course Code
  • Local Section Code
  • Section Entry Date
  • Section Exit Date
  • Credits Earned
  • Numeric Grade Earned
  • Alpha Grade Earned
  • Completion Status

11
  • Repeating Elements

Definition Students Local Identification Number (for students only), State Identification Number (for students only), Local Staff Identifier (for staff only), Staff Member Identifier (for staff only)
Key Ideas A students LID and a staff members LSID must be unique These elements must remain the same through out each submission If your district does not have a unique numerical identification system, your district must create an LID/ LSID scheme and assign each staff member and student an identification.
Errors Error will occur if multiple students within the district with the same LID are reported. Error will occur if this field is left blank. Although the SID/SMID will be highlighted for matching errors in the portal, you need to check that all five fields match exactly SID/SMID, LSID, First Name, Last Name, and Date of Birth are the five elements that uniquely identify each student or staff member.
Additional Notes It is important for confidentiality that LID and LSID do not contain any embedded meaning linked to student or staff specific information.
12
Repeating Elements (cont.)
Course Roster Submission
1111111111
123
19990302
Marcus
Smith
Staff Submission
1111111111
123
19990302
Mark
Smith
SMID Management
1111111111
123
19990302
Mark
Smith
State ID
Local ID
Date of Birth
First Name
Last Name
13
  • Section Entry Date

The date the student was assigned to the specific
course and section.
Type Numeric (must be YYYYMMDD format)
  1. Field is mandatory for all students and staff
    members.
  2. An error will occur if value does not meet the
    acceptable range of values
  3. An error will occur if the student or staff
    course entry date occurs after the student course
    exit date for that particular record
  1. Students and staff members who exit and reenter
    the section at any point in time should receive a
    new entry date.
  2. Districts must report only the most recent entry
    date.
  3. Entry date is determined by the date the staff or
    student entered the course.

14
  • Section Exit Date

The date the student exited the specific course
section
Type Numeric (must be YYYYMMDD format)
  1. Field is mandatory for all students who are no
    longer active in the course.
  2. An error will occur if value does not meet the
    acceptable range of values.
  3. An error will occur if the student course exit
    date occurs before the student course entry date
    for that particular record.
  • Students and staff members who exit and reenter
    the section at any point in time should receive a
    new entry date.
  • Districts must report only the most recent entry
    date.
  • Entry date is determined by the date the staff or
    student exited the course.

15
  • Subject Area

The general content code per the NCES SCED code
listing.
Type Numeric, Minimum Length 2, Maximum Length
2
  1. Field is mandatory for all courses.
  2. An error will occur if value is not a valid SCED
    Subject Area code.
  3. Error will occur if field is left blank.
  1. Some courses may combine content from more than
    one single subject area, in deciding on the
    appropriate codes leverage your curriculum
    coordinator and wise judgment to assign the
    appropriate subject area code.

16
  • Course Identifier

Course codes within a subject area as identified
by the NCES SCED codes.
Type Numeric, Minimum Length 3, Maximum Length
3
  1. Field is mandatory for all courses.
  2. An error will occur if value is not a valid SCED
    Course Identifier code.
  3. Error will occur if field is left blank.
  1. There are no course descriptions in SCED that are
    specific to students with disabilities or
    indicate that a course has been modified for
    these students. Select the subject area and
    course identifier based on course content.

17
  • Course Level

Conveys the courses level of rigor.
Type Alpha, Minimum Length 1, Maximum Length 1
  1. Field is mandatory for all courses.
  2. An error will occur if value is not a valid SCED
    Course Level code.
  3. Error will occur if field is left blank.
  1. Bbasic/remedial, G general or regular, E
    enriched or advanced, H honors, X no specified
    rigor
  2. Determination of course rigor is made at the
    district level

18
  • Grade Span

Identifies the intended grade span for a
priorto-secondary course.
Type Alphanumeric, 4 Characters with no decimals
, PK through 12
  1. Field is mandatory for all prior-to-secondary
    courses.
  2. Error will occur if field is left blank for
    Prior-To-Secondary courses.
  3. An error will occur if value does not match the
    acceptable range of values.
  1. For example, a course appropriate for
    kindergarten and first grade would be assigned a
    Grade Span of KG01.
  2. Grade Span refers to the intended grade span for
    the course, regardless of the actual student
    membership grade span

19
  • Available Credit

Identifies the amount of credit(s) available to a
student toward graduation who successfully meets
the objectives of the course.
Type Numeric with decimal point, Minimum 0.000,
Maximum 20.000
  1. Field is mandatory for all secondary courses.
  2. An error will occur if value does not match the
    acceptable range of values.
  3. A course cannot have Grade Span and Available
    Credit filled in. If Available Credit is filled
    in, Grade Span must be blank. If Grade Span is
    filled in, Available Credit must be blank.
  1. Decimal points must be input in this field.
  2. A value of 0 indicates no credits available.
  3. These are not Carnegie Units.

20
  • Course Sequence

Two character element where the first digit
indicates the sequence of a course section in
relation to a multi-part course and the second
digit indicates the total number of courses in
the multi-part course sequence.
Type Numeric, Minimum 2 characters, Maximum
2 characters, (Must be a number between 11 and 99)
  1. An error will occur if the field is left blank.
  2. Error will occur if value of the first digit is
    greater than the second digit.
  1. For courses without multiple parts, Course
    Sequence will equal 11 (which means 1 of 1 in a
    course sequence.
  2. An example is a Biology course split into 2
    semesters but still the same course.

21
  • Local Course Title

Districts local title for the specific course
Type AlphaNumeric, Minimum 1, Maximum 50
  1. Field is mandatory for all courses.
  2. An error will occur if the field is left blank.
  1. The entry for this field is determined based on
    your districts current course title.
  2. Truncate the course title for courses that exceed
    the value range.

22
  • Local Course Code

Local code assigned by a district for a specific
course
Type AlphaNumeric, Minimum 1, Maximum 15
  1. Field is mandatory for all courses.
  2. An error will occur if the field is left blank.
  1. The entry for this field is determined based on
    your districts current course code.
  2. LEAs that do not not have local codes must design
    a code scheme.

23
  • Local Section Code

Local code assigned by a district for a specific
course
Type AlphaNumeric, Minimum 1, Maximum 10
  1. Field is mandatory for all courses.
  2. An error will occur if the field is left blank.
  1. The entry for this field is determined based on
    your districts current course code.
  2. LEAs that do not not have local codes must design
    a code scheme.

24
  • Credits Earned

Total number of credits this student received
upon completion of the course. This is for 6th
grade students and higher only.
Type Numeric with decimal point, Minimum
0.000, Maximum 20.000
  1. Field is mandatory for all students with
    secondary course codes who are no longer active
    in the course and have been assigned a Section
    Exit Date.
  2. An error will occur if value does not match the
    acceptable range of values.
  3. Error will occur if value is not entered for
    students who have a Section Exit Date for a
    Secondary Course.
  1. Decimal points must be input in this field.
  2. These are not Carnegie Units.

25
  • Numeric Grade Earned

Numeric grade the student received upon
completion of the course section. This is for 6th
grade students and higher only
Type Numeric, Minimum 0, Maximum 100, Whole
numbers
  1. Field is mandatory for students with secondary
    course codes if Alpha Grade Earned and Completion
    Status are left blank.
  2. An error will occur if value does not match the
    acceptable range of values.
  3. Error will occur if Credit Earned is greater than
    0.000 and Alpha Grade Earned and Completion
    Status are left blank
  1. All students in courses with secondary course
    codes with an available credit of greater than
    0.000 and students with prior-to-secondary course
    codes with a grade span of 060X or higher must
    have EITHER the Numeric Grade Earned, Alpha Grade
    Earned, or Completion Status field filled in.
  2. Numeric grade is NOT a weighted value.

26
  • Alpha Grade Earned

Letter grade the student received upon completion
of the course section. This is for 6th grade
students and higher only
Type Alpha, Accepted Values A, A, A-, B, B,
B-, C, C, C-, D, D, D-, E, E, E-, F, F, F-
  1. Field is mandatory for students in courses with
    Secondary course codes if Numeric Grade Earned
    and Completion Status are left blank.
  2. Error will occur if value does not match the
    acceptable range of values.
  3. Error will occur if Credit Earned is greater than
    0.000 and Numeric Grade Earned and Completion
    Status are left blank.
  1. All students in courses with secondary course
    codes with an available credit of greater than
    0.000 and students with prior-to-secondary course
    codes with a grade span of 060X or higher must
    have EITHER the Numeric Grade Earned, Alpha Grade
    Earned, or Completion Status field filled in.
  2. E, E and E- refer to a grade and not Exempt.

27
  • Completion Status

Indicator of the completion status of the student
for the given course This is for 6th grade
students and higher only.
Type Alpha, Accepted Values P Pass, F Fail,
W Withdrawal, I Incomplete, NG No grade earned
(i.e. an audited class)
  1. Field is mandatory for students in courses with
    Secondary course codes if Numeric Grade Earned
    and Alpha Grade Earned are left blank.
  2. An error will occur if value does not match the
    acceptable range of values.
  3. Error will occur if Credit Earned is greater than
    0.000 and Numeric Grade Earned and Alpha Grade
    Earned are left blank.
  1. All students in courses with secondary course
    codes with an available credit of greater than
    0.000 and students with prior-to-secondary course
    codes with a grade span of 060X or higher must
    have EITHER the Numeric Grade Earned, Alpha Grade
    Earned, or Completion Status field filled in.

28
Mapping SCED codes for Course Descriptions
  • NCES SCED is a series of codes that are combined
    to create a unique identifier that distinguishes
    each prior-to-secondary and secondary course
    available to students and teachers. When creating
    your SCED, the combined Subject Area and Course
    Identifier create your course description for
    each SCED.
  • Before submitting your records to course, you
    must map your local course codes to the
    appropriate national SCED combination. Use the
    SCED Course Codes document to do this. This can
    be downloaded from the NJ SMART Portal and DOE
    Website.

29
Scenario
  • Example A school district provides a one year
    chemistry course where the content is broken down
    into two semesters. The local course names are
    Chemistry 1 and Chemistry 2. Each course
    provides 2.500 credits for successful completion.

1. Based on its description in the SCED Manual,
this district determined that the SCED below was
the best match for the course described above. In
general, a district should choose the SCED that
best fits their local course. When seeking a
SCED, remember to begin with the Subject Area
first followed by the Course Identifier.
2. The district in this scenario has determined
that the rigor of this course is standard. The
course level is G. Please note that the selection
of Course level is determined by your district
and may vary between districts.
3. This is a Secondary Course.Grade Span should
not be entered but an Available Credit value must
be entered, 2.5.
Course Identifier Code
Course Name
Course Description
Subject Area Code
4. This is the first part in a two part sequence
for this Chemistry course. Therefore, the course
sequence is 12 or interpreted as 1 of 2.
30
Guided Practice
1. A one semester 9th grade poetry class that carries 2.500 credits 2. A 3rd grade departmentalized mathematics class
Subject Area Subject Area
Course Identifier Course Identifier
Course Level Course Level
Grade Span/Credit Grade Span/Credit
Sequence Sequence
01
52
001
033
G
G
2.500
0303
11
11
31
Guided Practice
3. The first-year of a two year Advance Algebra 1 Class offered to seventh graders carries no credit. 4. A self contained special education class in an elementary school that teaches all subjects and grades three through five
Subject Area Subject Area
Course Identifier Course Identifier
Course Level Course Level
Grade Span/Credit Grade Span/Credit
Sequence Sequence
52
73
039
052
B, G H, E, or X (your district determines this)
E
0708
0305
12
11
32
Wrapping Up Youve learned
  • How to find help information
  • Upcoming Dates and Deadlines
  • The recommended timeline to complete tasks
  • The data elements involved in Course Submission
  • How to map SCED Codes

33
Questions?
34
Available Resources
  • NJ SMART help desk
  • 1-800-254-0295
  • njsmart_at_pcgus.com
  • www.njsmart.org
  • Help tab
  • Handbooks
  • Templates
  • FAQs
  • Training Assistance
  • Webinars
  • Web Videos
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