Review of Annual Compliance Report: Substitute Senate Bill 5738 - k12.wa.us · iii Review of Annual Compliance Report: Substitute Senate Bill 5738 Prepared by Bill Huennekens, Data

Randy I. Dorn State Superintendent of

Public Instruction March 2010

Review of Annual

Compliance

Report:

Substitute Senate

Bill 5738

Report to the Legislature

ii

iii

Review of Annual Compliance Report:

Substitute Senate Bill 5738

Prepared by Bill Huennekens, Data Governance Coordinator

Public Policy and Planning Office of Superintendent of Public Instruction Bob Butts, Assistant Superintendent

Randy I. Dorn Superintendent of Public Instruction

Ken Kanikeberg

Chief of Staff

Robert Harkins Deputy Superintendent, Communications and External Relations

March 2010

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Table of Contents Executive Summary………………………………………………………….………. v I. Introduction .................................................................................................. 1

II. Process ......................................................................................................... 1

III. Findings ........................................................................................................ 2

IV. Recommendation ........................................................................................ 4

V. Conclusion ................................................................................................... 5

VI. Appendices ................................................................................................... 6

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Executive Summary The following are the results of a review requested by the legislature relating to annual compliance reporting required of school districts by the Office of Superintendent of Public Instruction (OSPI). OSPI identified that there are eighty-four compliance reports currently being required of school districts (2009-2010). Seventy-seven of the reports have been identified as needing to be collected in their current form next year; four reports will be integrated into the K-12 longitudinal education data system next year; and, three will be eliminated for 2010-2011 due legislative changes and the loss of federal funding. Therefore, in the year 2010-2011 seven reports, or 8.3 percent, will be eliminated or incorporated in the K-12 longitudinal education data system. It is the goal of the OSPI to continue to reduce the burden of the data aggregation and reporting required of school districts. Through its newly established data governance process, OSPI will institute continuous improvement processes for enhanced data and reports, and provide a forum to discuss the addition, elimination or consolidation of data and reports. The data stewards representing various programs within OSPI will review the remaining seventy-seven reports to identify possible ways to integrate more of the data collection and reporting into the K-12 longitudinal education data system. One example that has been discussed among legislators and stakeholders is the collection of discipline data for individual students which would eliminate two additional aggregate reports. A significant portion (36 percent) of the reports currently required of districts are related to financial reporting and information for provision of state funding. Given the nature of K-12 funding and its significant role in overall state finances, these financial reporting requirements, or their successors, will remain a continuing reporting obligation.

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I. Introduction

In 2009, the 61st Legislature passed Substitute Senate Bill 5738 relating to annual compliance reports required of school districts. This bill required the OSPI: 1. Identify all exisiting compliance reports required of school districts; 2. Recommend which reports should be discontinued; 3. Recommend which should be integrated into the K-12 longitudinal student data system; and 4. Recommend which reports should be maintained in their current form. OSPI was to also recommend which federal reporting requirements may be used to meet state reporting requirements.

II. Process

The requested review was organized by the newly hired Data Governance Coordinator, in collaboration with various data owners and program managers throughout OSPI. It is the data owners and program managers that request data submissions or compliance reports of local school districts. To identify all reports required of school districts, various sources were scoured: a. OSPI’s forms and records retention officer used the OSPI Annual Data

Collection Plan. b. 2008-09 OSPI Memoranda and Bulletins were reviewed to identify

other requests for data or reports. c. Program managers were sent the list of required data collections and

reports and were asked to review and/or complete a table of report characteristics, and to add any additional data collections/reports not yet on the list.

Working with the program area representatives, reports were classified into three categories:

Currently required in 2009-2010;

To be maintained in 2010-2011;

To be integrated into the longitudinal student data system in 2010-2011; or

To be eliminated in 2010-2011 for some other reason. Additional characteristics of the report or data collection, such as frequency of submission and source of requirement (federal or state law), were also gathered to assist in the analysis. The Data Governance Coordinator worked with each of the program areas to categorize the reports, and followed up with each program to ensure all reports were identified and categorized appropriately.

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III. Findings

The results of this process identified that there are eighty-four reports or data collections currently required of school districts. Of the eighty-four, twenty-five are required of all school districts, and the remainder are required only of selected districts (i.e., districts with particular programs or grant funding). Ten of those reports required of all districts are to meet federal reporting needs, eleven are for state requirements and the remaining four meet both state and federal requirements. Of the twenty-seven reports/submissions required of all districts only one is required on a monthly basis. This is the large data submission for the Comprehensive Education Data and Research System (CEDARS). The remaining twenty-four reports required of all districts are annual reports, submitted once at various times of the year. Fifty-nine reports are required of some, but not all districts. Of these twenty-three are for federal reporting and thirty-four are for state reporting. Only six of the fifty-nine reports required of selected districts are required on a monthly basis; the majority, forty-seven, are required annually while the remaining six are required at other intervals. Detailed Break down of all reports/data collections required of school districts.

All Reports/Data Collections

Total Monthly Annual Other

Reports/Data Collections Required of all Districts 25 1 24

Federal 10 10

State 11 11

Both 4 1 3

Reports/Data Collections Required of Selected Districts 59 6 47 6

Federal 23 21 2

State 34 6 25 3

Both 2 1 1

Totals Report/Data Collections 84 7 71 6

During this review process, OSPI identified three reports that can be eliminated in 2010-2011 because funding streams were eliminated or legislative changes made. These three are: Scoliosis/Kyphosis Screening Report, Title V End-of-Year Report and Title V Innovative Programs End of Year Report.

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Details of Eliminated Reports/Data Collections

*report number for purpose of this document only Furthermore, OSPI identified four reports that should be able to be generated by OSPI from data collected through CEDARS, eliminating the need to collect separate end-of-year reports. Program staff have not yet been able to certify that CEDARS is able to replace the need for the current data collection as CEDARS, launched in August 2009, is not yet fully functioning to the degree that program managers can be confident the new data are accurate. However, the data managers for each of these programs will be working closely with the CEDARS team during 2009-2010 to ensure that the managers can confidently switch over to a CEDARS generated report.

Details of Reports\Data Collections Recommended for Integration into CEDARS

*report number for purpose of this document only

With three reports being eliminated due to program elimination and four reports integrated into the CEDARS data warehouse, the number of required reports will decrease to seventy-seven in 2010-2011. Thirty of these remaining reports are related to fiscal and apportionment requirements. Given the nature of K-12 funding and its significant role in

Report Number*

Report Name/Description

Federal or State

Requirement Submission Frequency

Required of Which

Districts

Year report required.

2009-10 2010-11

Eliminated Reports

1 Scoliosis/Kyphosis Screening Report State Annual All X Eliminated

2 Title V End-of-Year Report Federal Annual

Selected Districts X Eliminated

3

Title V Innovative Programs End of Year Report Federal Annual

Selected Districts X Eliminated

Report Number*


Federal or State


Required of Which

Districts


2009-10 2010-11

Reports Collections integrated into CEDARS or to be integrated into CEDARS

1 Online Learning Reporting State Annual All X

Recommend integration into

CEDARS

2 Highly Qualified Teacher Data Collection Federal Annual All X


CEDARS

3 Bilingual End-of-Year Report State Annual

Selected Districts X


CEDARS

4 Bilingual Student Data State Monthly Selected Districts X


CEDARS

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overall state finances, these financial reporting requirements, or their successors, will remain a continuing reporting obligation.

Related Legislation

In related legislation, the K-12 longitudinal education data system is discussed in Engrossed Substitute House Bill 2261Part 2. The objectives of the system are to monitor student progress; have information on the quality of the educator workforce; monitor and analyze the costs of programs; provide for financial integrity and accountability; and, have the capability to link across these various data components by student, by class, by teacher, by school, by district, and statewide. The K-12 longitudinal education data system will service reporting requirements for teachers, parents, superintendents, school boards, the legislature, OSPI, and the public. Also, as part of Engrossed Substitute House Bill 2261, a K-12 Data Governance Group was established. Partnering with education representatives from around the state, this group will assist in the design and implementation of the K-12 longitudinal education data system. Included in the work of the Data Governance Group is the identification of the key research and policy questions that need to be addressed by the K-12 longitudinal education data system and the reports or other information that should be made available. The OSPI has retained Public Consulting Group (PCG) to identify critical research and policy questions needed to be addressed by the K-12 longitudinal education data system and conduct a gap analysis comparing the current status of the K-12 longitudinal education data system and the identified needs in the delineation of the research and policy questions. Further, the analysis will include recommendations on data access, reports, and the analytical tools to provide analysis on using data for decisions and actions related to policy, programs and instructional practice. A preliminary report is due to OSPI by PCG in March 2010 and the final report is due in June 2010.

IV. Recommendation

The recommendation of OSPI is to utilize the Data Governance Group and data management process to continue to work with the program areas to review the reports and the data collected to identify possible ways to eliminate any remaining data collection and reporting redundancies.

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V. Conclusion

With OSPI’s 2009 implementation of the Comprehensive Education and Data Research System (CEDARS) some gains have been made in reducing the number of reports required of school districts. This was an important first step towards OSPI’s K-12 longitudinal education data system. OSPI is committed to continuing the quest to eliminate redundancy and school districts can anticipate more efficient ways of submitting data and generating reports from data already submitted.

Along with the implementation of CEDARS and the creation of the data governance group, the OSPI can now be more reflective about the data submissions and reports it requests. Our partnership with school districts and other stakeholders provides the ability to review existing and future reporting requirements, and employ enterprise-level data strategies. Additionally, this will also provide a unique opportunity to continue the development of value-added tools that will assist Washington school districts and carry on the effort to reduce redundant, reporting requirements placed on the districts at the state and federal levels.

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VI. Appendices

Remaining Reports and Data Collections

1

Comprehensive Education Data and Research System (CEDARS)

Federal & State Monthly All X X

2

Special Education Personnel Employed and Needed Federal Annual All X X

3

Special Education Students Suspended/Expelled Federal Annual All X X

4

Timeline for Initial Evaluation of Special Education and Transition Federal Annual All X X

5 Child Outcomes Summary Form Federal Annual All X X

6

IDEA Part B Maintenance of Effort Reduction & Coordinated Early Intervening Services Federal Annual All X

7

Comparability Report for Title I, Part A Elementary and Secondary Education Act, Section 1120A Federal Annual All X X

8 Title II Part A End-of-Year Report Federal Annual All X X

9 Highly Qualified Teacher Improvement Plan Federal Annual

Selected Districts X X

10

Highly Qualified Teacher Accountability Plan/Financial Agreement Federal Annual


11 Weapon Incidents in Schools Reporting

Federal & State Annual All X X

12

Student Behavior (suspensions/expulsions) Reporting


13 Annual Agriculture Education Report


14 Annual School Bus Mileage Report State Annual All X X

15 School Bus Drivers Status Report State Annual All X X

16 Safe & Drug Free Reporting State Annual All X X

17

Verification report on implementation of assessments in the Arts, Health, Fitness and Social Studies. State Annual All X X

18 Home-Based Student Annual Report State Annual All X X


Report Number*


Federal or State


Required of Which

Districts


2009-10 2010-11

http://www.k12.wa.us/SpecialEd/pubdocs/forms/Personnel_0809.xls



http://www.k12.wa.us/SpecialEd/pubdocs/forms/Discipline_0809.xls



http://www.k12.wa.us/SpecialEd/pubdocs/forms/Init_Eval_Timeline_C_2_B.xls



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19

Alternative Learning Experience Annual Report State Annual All X X

20

Unexcused Absences, Truancy, and Petition Filing Reporting State Annual All X X

21

21st Century Community Learning Centers Program Evaluation Federal Annual


22 Title I Evenstart Program Evaluation Federal Annual


23

Prevention and Intervention Services Monitoring Report Federal Annual


24

Post School Outcome Survey Federal Annual


25 Title I End of Year Report (Regular Year) Federal Annual


26 Title I End of Year Report (Summer School) Federal Annual


27 Rural Low Income Grant Federal Annual Selected Districts X X

28 Rural Education Achievement Program Federal Annual


29

District Improvement, Assistance End of Year Report Federal Annual


30

Title I Part D Subpart 1 N/D State Agency Annual Report Federal Annual


31

Title I Part D Subpart 1 N/DState Agency End of Year Report Federal Annual


32

Title I Part D Subpart 2 N/D Local Agency End of Year Report Federal Annual


33

Title I Part D Subpart 2 N/D State Agency Annual Rpt Federal Annual


34

McKinney-Vento (Homeless Ed) Grant Recipient End-of-Year Federal Annual


35

McKinney-Vento (Homeless Ed) Grant Data Request Federal Annual


36

Learn and Serve America School & Community Based Program Report Federal Annual



Report Number*


Federal or State


Required of Which

Districts


2009-10 2010-11

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37

Title I Part D Subpart 2 Neglected or Delinquent Minigrant Report Federal Annual

Selected Districts X

38

Section 1512 of the ARRA: IDEA-B and IDEA-B Section 619 Preschool Federal Quarterly


39 ARRA Reporting Federal Quarterly Selected Districts X X

40 Annual Survey of Safety Net Recipients

Federal & State Annual


41 GRADS and Teen Parent Report OSPI Annual


42

Learning Assistance Program End of Year (Summer Report) State Annual


43

Learning Assistance Program End of Year Report (Regular Year) State Annual


44 Highly Capable End of Year Report State Annual


45 Assessment of District Student Health Services State Annual


46

Notification & Designation of Serving High School District state Annual


47 High Performance (Green Building) Schools state Annual



Report Number*


Federal or State


Required of Which

Districts


2009-10 2010-11

10

Fiscal Reports

1 Asset Preservation Program state

six year intervals

Selected Districts

2

Income Verification of Free and Reduced-Price Meal Applications Federal Annual All X X

3

National School Lunch Program Enrollment (NSLP) and Free and Reduced-Price Data Federal Annual All X X

4 State and Federal Project Expenditure Report

Federal & State Periodically


5

Monthly Report of Institutional Education Program Enrollment State Monthly

ESDs as needed and


6 School District Personnel Report State Annual All X X

7

Report on Truancy Petition Filings SPI 1302D State Annual All X X

8 Final Report of Truancy Petition Filings State Annual


9

Preliminary Report of Truancy Petition Filings SPI 1302C State Annual


10 Budget Status Report State Annual Selected Districts X X

11

Fiscal Report of Revenues in Levy Base Received State Annual


12 Initiative 728 Reporting State Annual Selected Districts X X

13

Report of Students Residing in Nonhigh Districts Enrolled in High School State Annual


14 School District Budget State Annual Selected Districts X X

15

Annual Financial Statement for School Districts State Annual


16 School District State Revenue Forecasting State Annual


17

Expend Matrix by Objects of Expend-Various Program State Annual


18 Net Supplemental Instructional Staff State Annual



Report Number*


Federal or State


Required of Which

Districts


2009-10 2010-11

11

Fiscal Reports

19

Staffing Ratio Enroll as Selected by the School District State Annual


20

K-4 Staff - Classified Instructional Staff Assistant State Annual


21

Qualified Zone Academy Bond Program Allocation Request State Annual


22 Final Home and Hospital Attendance State Annual


23 Nonstandard School Year Enrollment State Annual


24

National Board for Professional Teaching Standards Certification and Challenging Schools Bonuses State Annual


25

Monthly Attendance Report of Ancillary Services State Monthly


26

Monthly Report of Enrollment Eligible for Basic Support State Monthly


27

Monthly Report of Special Education Enrollment State Monthly


28

Monthly Report of Enrollment Eligible for Basic Support State Monthly


29

Request for Budget Extension for School District State As needed


30

Investment Earnings on Advance of State Apportionment Funds State As needed



Report Number*


Federal or State


Required of Which

Districts


2009-10 2010-11

Office of Superintendent of Public Instruction

Old Capitol Building P.O. Box 47200

Olympia, WA 98504-7200

For more information about the contents of this document, please contact:

Bill Huennekens, OSPI E-mail: [email protected]

Phone: (360) 725-6174

To order more copies of this document, please call 1-888-59-LEARN (I-888-595-3276)

or visit our Web site at http://www.k12.wa.us/publications

Please refer to the document number below for quicker service: 10-0008

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Contact the Resource Center at (888) 595-3276, TTY (360) 664-3631.

Office of Superintendent of Public Instruction

Old Capitol Building

P.O. Box 47200

Olympia, WA 98504-7200

2009

Review of Annual Compliance Report: Substitute Senate Bill 5738 - k12.wa.us · iii Review of Annual Compliance Report: Substitute Senate Bill 5738 Prepared by Bill Huennekens, Data

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