The School Entry Date and the District Entry Date should be the date she moved back this year. It is very important that the School Entry Date is reset when a student leaves a school and returns. This field is used in accountability determinations for performance and participation rates and helps to ensure the accurate use of assessment results.

If you have any questions about School Entry Date, District Entry Date, or State Entry Date, please submit an email to KIDS: kids@ksde.org or call the Help Desk at 785-296-7935.

The Submission Details Document—ASGT is the resource that will be your guide in submitting records to generate new State Student IDs (SSID). ASGT records should also be submitted now to update core student data for your existing students and claim students that have enrolled in your district.

To avoid generating duplicate SSIDs for students, make sure to use legal names. If you do inadvertently create a duplicate SSID number for a student, send an email tokids@ksde.org and let us know the two SSIDs we need to investigate.

While it is true that submitting an ENRL record will update a student’s data (grade level, Accountability School, etc.) in KIDS, other KSDE applications that use KIDS data might need this data before ENRL records are submitted. It is critical to these other applications that KIDS data be updated as soon as possible in the school year.

The Migrant application depends upon KIDS data to prepopulate several data elements such as Accountability School Identifier, Residence District Identifier, Current Grade Level, etc. However, Migrant isn’t the only application that is dependent upon KIDS data. KAN-SERVICE is the application used to collect special education data for students and is also dependent upon KIDS data to prepopulate certain data elements. Direct Certification is the system that identifies students as eligible for free lunches based qualifying situations, and it uses KIDS records to match those students to your district. It is VERY important that this occur BEFORE the ENRL records are submitted for your district.

It is our recommendation that schools and districts submit an ASGT record to update core data elements for all students at the beginning of each school year. ASGT records will ensure that Grade Level, Accountability School Identifier, and other core data elements are up-to-date as they may be needed for use in other applications before the ENRL Collection opens September 20.

What is Direct Certification, and what do I need to do for it? 

Direct certification is the process of providing automatic eligibility for free child nutrition program benefits to students who are already eligible to receive: Food Assistance (FA), Temporary Assistance to Families (TAF), or foster child(ren).

KSDE has a system called Direct Certification that provides authorized district-level staff (typically the food service director or superintendent) the ability to certify students that are eligible for free meals based on direct certification. While you may not have or need access to this application, it is important that you submit ASGT records to KIDS early in the year as it is a necessary step in the process of identifying eligible students at your district.

In addition to the functionality of the Direct Certification application itself, in order for your school to receive additional at-risk funding, letters have to be sent out to parents of eligible students prior to the September 20 count day which is another reason it is imperative that ASGT records be sent early.  However, identification of eligible students is important all year.  We recommend that the submission of ASGT records be sent as soon as possible when a new student enrolls and attends your school/district throughout the entire school year.

If you have any questions regarding Direct Certification, contact Tammy McFadden TMcFadden@ksde.org. For login/username issues contact the IT Help Desk at 785-296-7935. For questions regarding ASGT records, utilize the resources available on the ‘Documents’ tab of the KIDS website:http://kidsweb.ksde.org/Documents.

Yes, there was a change made by the legislature last year, and yes, it could impact your ENRL Collection. This was new for the fiscal year 2013, classes taken at a technical college or community college are no longer eligible for 0.5 funding—do not submit the contact minutes for those courses in Career and Technical Education Contact Minutes on KIDS ENRL records. Those classes are now funded directly to the college by the Kansas Board of Regents (KBOR).

More information can be found in the Submission Details Document: ENRL, the Guidelines for Reporting Career and Technical Education Data to KIDS, and the KIDS File Specifications document found on the KIDS website: http://www.ksde.org/Default.aspx?tabid=2508. Additional guidance may be found in the Enrollment Handbook found on the Fiscal Auditing webpage: http://www.ksde.org/Default.aspx?tabid=113.

Those students will have the tuition for those courses paid directly to the institution from the Kansas Board of Regents (KBOR) per SB155. On the ENRL records: the minutes are NOT included in CTE Contact Minutes, the minutes ARE included in Minutes Enrolled, and indicate 1=”Any approved CTE course at a technical college or community college” in the Concurrent High School Student field.

For more information on the changes in reporting CTE information on ENRL records, see the “Guidelines for Reporting Career and Technical Education Data to KIDS” posted on the “Documents” tab of the KIDS website: www.ksde.org/kids.

I have a question about Concurrent High School Enrollment (D25).  If I have a student who meets the criteria for me to mark a value of “1” and a “3” because they take classes at both. Which one do I mark?

Attendance data, specifically Days in Membership and Days in Attendance for virtual students reported on EOYA records should refer to each session the student is assigned to throughout the year as their course of study. For example, if the student participated in the virtual school/program for 40 days, Days in Attendance and Days in Membership fields should both be 40.

For more information on reporting virtual students in KIDS, see the “Guidelines for Reporting Virtual Education Students to KIDS” posted on the “Documents” tab of the KIDS website: http://www.ksde.org/Default.aspx?tabid=2508

You should be able to still submit an EXIT record for that student. It is important to make sure you have entered the correct Exit/Withdrawal Date and Exit/Withdrawal Type when submitting EXIT records. Please keep in mind that once the Dropout/Graduation Summary Report for the 2012-2013 school year is submitted, EXIT records can no longer be submitted with an Exit/Withdrawal Date prior to 10/1/2013.

For additional guidance in submitting EXIT records, see the KIDS 2013-2014 Submission Details Document: EXIT posted on the Documents tab of the KIDS website: http://www.ksde.org/Default.aspx?tabid=2508.

Per the KIDS 2013-2014 Submission Details Document: EXIT, "It is recommended that EXIT records be sent to the KIDS Collection System as soon as possible when a student leaves the school or district. It is up to the discretion of the individual schools and districts to determine at what point an EXIT record is submitted for a student that is gone for an extended period of time."

If the student enrolled and attended the other school you should EXIT the student and reset his School and District Entry dates for when the student returned no matter what KIDS records the other school sent. If he did not attend any other school, then you could simply count him as absent during that time and leave him continually enrolled.

A student's Exit/Withdrawal code can be updated if needed when more information is found out by submitting a new EXIT record with the same information other than the Exit/Withdrawal Type. The Exit/Withdrawal Date itself must be the same as the original EXIT record for it to update the previously submitted record. However, once the Dropout/Graduation Summary Report for the 2013-2014 school year is submitted, EXIT records can no longer be submitted with an Exit/Withdrawal Date prior to 10/1/2014. So, you can update an Exit/Withdrawal Type on an EXIT record if the correct information is found in time.

For additional guidance in submitting EXIT records, see the KIDS 2014-2015 Submission Details Document: EXIT posted on the Documents tab of the KIDS website.

Since the student will continue to receive SPED services, an EXIT record should not be sent. The expulsion will be reported in the discipline reporting system KAN-DIS. Note that if the student changes to a new accountability school to receive the services then an EXIT record with an appropriate code should be used (transfer to a public school in the same district, transfer to a public school in a different district in Kansas, etc.), and the new school should “claim” the student indicating the appropriate School Entry Date for that school.

It is important to remember that there are specific legal requirements for continuing to provide both SPED services and general instruction for students with IEPs who are expelled. It is recommended that you work with your administrators and/or district counsel to ensure these requirements are met. If you or anyone at your district has questions about these legal requirements, please contact Mark Ward, KSDE Special Education Services Attorney, atmward@ksde.org.

If those students were sent on an EXIT last year as dropouts, but they have returned this year and re-enrolled before September 30, then you do NOT need to send another EXIT with a 99 this year. You will however need to submit them this year on either an ASGT or an ENRL record with an updated school entry date. They will not count as dropouts.

More information about graduates, non-graduates, and dropouts can be found on the Graduates and Dropouts page of the KSDE website.

A dropout is any student who exits school between October 1 and September 30 with an EXIT/Withdrawal type of 14, 16, 17, 19 or 20 AND does not re-enroll in school by September 30.

Since the students re-enrolled in school before Sept 30, they would not be dropouts. Schools must make sure that they update the School Entry Date when the student returns so that KSDE knows that they are in fact re-enrolling. The updated school entry date must be more recent than the dropout EXIT/withdrawal date in order for the students to not be counted as  dropouts.

You will still include students who exited with a code 22 in subsequent KIDS record submissions. You will still receive funding for these students. The following guidance is from the “How do Student with Disabilities Count in the Graduation Calculation?” section of the Kansas Graduation and Dropout Information Handbook:

KSDE believes that since these students have met the graduation requirements for a regular diploma, they should count as graduates in the DGSR, even though they are going to remain in school for transitional services.

It is important to note that this is only a quasi-EXIT code. It alerts KSDE to count the student as a graduate in the graduation calculation, but should not actually exit the student from your local SIS because you will still need to send subsequent records on the student.

Additionally, a student that has been exited with the Exit/Withdrawal Code of 22 is still considered a continuing twelfth grade student and should have a grade level of 17=Twelfth Grade entered in the D10: Current Grade Level field on all KIDS records.

The Exit/Withdrawal Date should always be the student's last day in membership or what your district deems as the last day of enrollment in your district. It is at the discretion of the district to determine that day; however, it is our best practice recommendation that the date be the date in May.

For more information on submitting EXIT records to KIDS, please see the KIDS Submission Details Document: EXIT posted on the Documents tab of the KIDS website.

If this is a student with a disability, the service cannot be terminated. In this case the IEP team would have to decide if these services continue as is (typically the vocational services are at an of campus location), or if the IEP needs to be amended so the student continues to participate in general education and work toward progress on the IEP goals. So the service and location of the service may be modified by the IEP team, but the service would continue. Since the student would still be in membership, you would not submit an EXIT record to KIDS. If the expulsion was today, we would expect to see the student reported to KSDE as an active IEP student on 12-1-2013 in Kan-Service.

The expulsion will also need to be reported in KAN-DIS. If you have additional special education questions you may also contact Mason Vosburgh at 785-296-4945.

Okay, I completed my EOYA and STCO record uploads.  How long do I have to complete my EXIT record submission for the current school year?

The important changes this year for STCO records are with the Local Course ID field. The Local Course ID will be part of the set of fields that make a record unique, and it is also validated against EDCS. The course that is sent on the KIDS STCO record must match the Local Course ID field assigned to the educator in EDCS. These changes also apply to the STCO records that you may be sending through August 15, 2013 for the 2012-2013 summer school courses for your school/district.

Another important change is the addition of a new report. The “Info for STCO” report was previously only available in EDCS. It is now available in KIDS Collection in the Student Course category on the Reports page. This report is intended to help troubleshoot any errors based on validation against EDCS.

For additional information on STCO records, see the KIDS 2013-2014 Submission Details Document: STCO v2.01 posted to the KIDS Project website (www.ksde.org/kids) under the “Documents” tab.

If the educators are physically working in your building, or a building in your district, your district will need to report those educators in your EDCS and submit course outcomes on STCO records. Even If the classrooms are located at an unaccredited building outside the district, your district is responsible for reporting those educators in your EDCS and the course outcomes for those students on STCO records.

A district, consortium, cooperative, or any other managing entity will need to provide the salary information and FTE to your district. It is possible that an educator will be in multiple buildings and even multiple districts. Each building/district will need to report that educator in EDCS and will be responsible for submitting STCO records for the students that receive a course outcome from those teachers.

The accountable school/district that sends a student to an unaccredited building is responsible for mapping the courses in KCCMS, submitting the educator information in EDCS, and sending STCO records for the student.

One exception is a dual credit course taught by a college professor that is not a licensed teacher in Kansas. The accountable school/district will still need to report the information; however, in EDCS the counselor or principal will be assigned to the course, and the course should be marked as dual credit.

Yes, you should report course outcomes from dual credit courses on STCO records.

Yes, you will need to map the course in the KCCMS.

The teacher of record* will be the person at the district who is responsible for that course or program. This may be a counselor or principal or some other licensed person responsible for that course or program.

You will need to assign the course to this licensed educator in the EDCS and mark it as dual credit.

* Draft definition--A Teacher of Record is a licensed educator who is responsible as a lead or co-educator for students’ academic goals that are within a course.

Yes, you should report course outcomes from courses provided by a credit completion facility if you are contracting with them and they are not an accredited educational entity.

Yes, you will need to map the course in the KCCMS.

The teacher of record will be the person at the district who is responsible for that course or program. This may be a counselor or principal or some other licensed person responsible for that course or program.

Yes, you will need to assign the course to this licensed educator in the EDCS.

K-FIT is the Kansas-Fitness Information Tracking project. K-FIT is optional, but many schools have made the decision to participate. K-FIT is designed to collect fitness data for 5th, 7th, and 9th grade students.

STCO records are required in order to make a course-teacher-student connection in K-FIT. The State Subject Area Code (first two digits in the F17: KCC Identifier) on the STCO records must be 08, 58, or 88 in order to populate K-FIT. Additional guidance for STCO records can be found on the Submission Details Document-STCO. This document is posted on the ‘Documents’ tab on the KIDS website.

If you have any questions regarding K-FIT, please contact Mark Thompson atmathompson@ksde.org or at 785-296-1473.

If the educator had a student in a course at any point this school year, then you do not need to clear the 2^nd semester courses you sent up at the beginning of the year. When an STCO record has been sent without course outcomes, there is a course-teacher-student link established. If that connection never actually occurred because a student left your school or changed his/her schedule, then an STCO record with a 99=Record Submitted in Error in field F20: Course Status should be sent to the KIDS system. That record must also match the previously submitted STCO record in fields F12, F13, F16, F17, F18, and F23.

For more information about STCO, please see the Submission Details Document: STCO posted on the “Documents” tab of the KIDS website.

This report will display any student that had an STCO record submitted indicating a student’s enrollment in a course but did not have a subsequent STCO record with 04=Withdrawn submitted in the Course Status field or had a subsequent STCO record with a course outcome submitted.

Remember that there may be legitimate cases that create a discrepancy. Not all discrepancies are errors that need correcting. It is recommended that each school/district generate this report, review the records displayed, and work to clean up the data by sending subsequent STCO records as needed. There are multiple reasons why a student shows up on this report. Some records on this report will require subsequent STCO records be sent. There may be students on this report that DO NOT require additional KIDS records be sent.

The following are situations and suggested actions:

• If an STCO record without a course outcome was sent for a student that attended for a period of time at a building, a subsequent STCO record is expected. If the student earns a course outcome, a subsequent STCO record needs be sent by the district.

• STCO records were sent early in the school year to populate Success in School and K-FIT. Changes were made to courses in KCCMS and those courses were then assigned to educators in EDCS. The STCO records sent up at the end of the school year with course outcomes do not match the courses that were sent earlier in the school year for roster purposes. There are now a lot of records displayed in the Student Course Discrepancy Report. Since STCO records were sent with the course outcomes for the properly mapped courses, no further action is required. Records will appear on this report, and it is okay.

Please keep in mind that this is a transition year for assessments in Kansas. We appreciate your patience and hope that everyone understands the need to be flexible and expect that things will continue to be somewhat fluid this year and next. We will not be able to continue to do things as we have always done them in the past, so it is important to stay up-to-date with changes that occur and plan for how these changes impact the way that you work with student data as it pertains to State assessments.

TEST records are required for students taking State assessments this year. STCO records are not required for State assessments; however, there may be reasons why STCO records should be sent in addition to TEST records for use by CETE. The reasons why a school or district may choose to send STCO records for assessment purposes are documented in “The Use of STCO Record Submissions” in the 2013-2014 KIDS Submission Details Document: STCO.

Updated 2013-2014 KIDS Submission Details Documents for TEST and STCO have been posted to the “Documents” tab of the KIDS website:http://www.ksde.org/Default.aspx?tabid=2508. You may also find additional guidance and resources on the KSDE Assessment page:http://www.ksde.org/Default.aspx?tabid=420 and the Kansas Assessment Program website: http://www.ksassessments.org/.