Data Issue Description Template

[Short, descriptive title of the data issue being addressed.]
Data Stewards: [List all stewards who participated in discussing and creating possible solutions for this data issue.]
Date of Stewards Workgroups: [List the dates the stewards met to discuss this issue.]

Problem Description

[Describe the issue being addressed in detail and the impacts the issue has on the organization or its constituents.]
Example:
There is broad confusion around the meanings and intents of “out-of-home placement” and “other placement.” Additionally, because “other placement” is an assessment code, districts are required to select this code manually through the Testing Status Application. However, the “other placement” code applies to the student for accountability reporting purposes, not the assessment. This confusion and the required manual data entry of “other placement”result in an increased reporting burden on districts and potentially inaccurate data, which could impact accountability reporting and state aid allocations.

“Out-of-home placement” is defined in Oklahoma Statute and is the foundation for a series of basis of admission codes that refer to nonresident students placed in a state juvenile facility or full time residential facility. (See the Applicable Codes and Definitions section below.)

“Other placement” is a status applied to students for accountability purposes to fulfill OAS 210.10-13-2 (f):

For purposes of the annual reports of the OSTP, test results of all students who have been placed in a state juvenile facility by state law or court order, or students placed in a full time residential facility providing educational services to students by joint agreement with one or more school districts shall not be used to determine the progress of the site or the district of residence of the students unless the facility has been specifically designated as a separate site within a school district and has been assigned a separate site code within the school district by the State Department of Education at the request of the school district. Instead their scores will be used in accountability calculations in one statewide "virtual" district.

This rule does not make a distinction between residents and nonresidents.

Questions

[List questions related to the issue that needs to be addressed. As questions are addressed, add the answers to this section.]
Example:
Q. Is it the intention of this rule to restrict “otherplacement” to students who are placed in a full-time residential facility providing educational services by state law or court order only?
A. No.The rule states “students who have been placed in a state juvenile facility by state law or court order, or students placed in a full time residential facility providing educational services to students…” The rules does not specify that students placed in a full time residential facility must be placed there by state or court order. The OSTP Test Prep Manual needs to be updated to accurately reflect the rule. It currently states that otherplacement is only applicable to students placed in a facility by state or court order.

Q. If other placement = nonresident OHP students who are placed in a state juvenile facility by state or court order or a full time residential facility + Resident students who are placed in a state juvenile facility by state or court order or a full time residential facility,then how do we identify the last term of the equation in the WAVE if OHP can only be used for nonresident students?
A. Create a MembershipType code of “Placed” that districts can use to indicate a student in their district is receiving services from a state juvenile facility or a full-time residential facility. This MembershipType code should be used in conjunction with the appropriate Basis of Admission code to identify students who quality for otherplacement.

Possible Solutions
[Describe in detail all possible solutions that were identified through this process.Be clear about how the solution(s) addresses the issue described above.]
Example:

Create MembershipType code Placed – A student receiving education services at a state juvenile facility or full time residential facility, regardless of residency status.

Districts should use this code to indicate a student in their district is receiving services from a state juvenile facility or a full-time residential facility. This MembershipType code should be used in conjunction with the appropriate Basis of Admission code to identify students who quality for otherplacement.

For students who are not residents of the district in which they are receiving services due to their placement in a state juvenile facility or full-time residential facility, the appropriate OHP Basis of Admission code and the MembershipType code “Placed” should be used.
For students who are residents (due to their home address) of the district in which the state juvenile facility or full time residential facility they are receiving services through is located, the Basis of Admission code “R” (resident) and the MembershipType code “Placed” should be used.

When used in conjunction with the appropriate Basis of Admission code, this MembershipType will allow otherplacement to be part of the student’s enrollment record, rather than a separate data point entered manually through the Testing Status Application. This streamlined method of recording the student’s placement status will improve the quality of data, and the accuracy of accountability reporting. In addition, clarifying and providing additional guidance on out-of-Home placement and otherplacement will ensure student weights are being applied appropriately and accounted for in State Aid calculations.

Implementation Procedures
[List the steps that need to take place to implement each possible solution. Include who is responsible for completing each step.]
Example:
State Agency and Information Technology Provider

Update the Wave Requirements document. (State Agency).
Add Placed as a MembershipType (6.19).
Correct the Basis of Admission Reporting Use table for OHP2 - 4 (7.2.1).
Request an enhancement to create the Placed MembershipType code (State Agency).
Request an enhancement to update the 3-8 Precode (WR/MC) and EOI Precode Applications. (State Agency)
Update the Oklahoma State Testing Program Test Prep Manual to accurately reflect OAS 210.10-13-2 (f). (State Agency)
Create the MembershipType code in the system. (IT Provider)
Create validation for MembershipType code. (IT Provider)
Update the 3-8 Precode (WR/MC) and EOI Precode applications. (IT Provider)
Notify SIS vendors of the change to the system. (IT Provider)
Create guidance for districts on when and how to use the Placed MembershipType code. (IT Provider)
Communicate the change and guidance to districts for implementation in the 2016/17 school year. (State Agency)

Applicable Codes and Definitions
[List all applicable codes and definitions and include the sources for them.]
Example:
Wave Requirements 2.x
Wave Basis of Admission Codes:

Wave Basis of Admission Code Reporting Use:

*The Basis of Admission Code Reporting Use table is inaccurate. For OHP2, OHP3, and OHP4 the State Aid Weights Applied Column should indicate Yes.

MembershipType Codes:

Oklahoma School Testing Program Test Prep Manual Other Placement Code Guidance:

*The OSTP Test Prep Manual needs to be updated to include students who are placed in a full time residential facility by means other than state or court order as otherplacement.

Applicable Rules and Statutes
[List all applicable administrative codes, rules and statutes. Include citations.]
Example:
70 O.S. § 18-201.1(B)(1):

1. The weighted pupil grade level calculation shall be determined by taking the highest average daily membership and assigning weights to the pupils according to grade attended as follows:

GRADE LEVEL / WEIGHT
i. / Out-of-homeplacement / 1.50

Multiply the membership of each subparagraph of this paragraph by the weight assigned to each subparagraph of this paragraph and add the totals together to determine the weighted pupil grade level calculation for a school district. Determination of the pupils eligible for the early childhood program weight shall be pursuant to the provisions of Section 1-114 of this title. The pupils eligible for theout-of-homeplacementpupil weight shall be students who are not residents of the school district in which they are receiving education pursuant to the provisions of subsection D of Section 1-113 of this title. Such weight may be claimed by the district providing educational services to such student for the days that student is enrolled in that district. If claimed, theout-of-homeplacementweight shall be in lieu of the pupil grade level and any pupil category weights for that student. Provided, if a student resides in a juvenile detention center that is restricted to less than 12 (12) beds, theout-of-homeplacementpupil weight for such students shall be calculated as follows: for a center with six (6) beds - 3.0; for a center with eight (8) beds - 2.3 and for a center with 10 (10) beds - 1.80.”

70 O.S. § 1-113(A)(5) and (D)

A. When used in this section, the residence of any child for school purposes shall be:

5. Any state-operated institution in which a child has been placed by a parent or guardian or by a state agency having legal custody of the child pursuant to the provisions of Title 10A or Section 3-101 of Title 43A of the Oklahoma Statutes for care and treatment due to a physical or mental condition of the child;

D. When a child does not meet the criteria for residency provided in subsection A of this section and is placed in any of the following entities which is out of the home of the child and not in the school district in which the child legally resides:

1. A residential facility;

2. A treatment program or center, including the facility operated pursuant to Section 485.1 of Title 63 of the Oklahoma Statutes;

3. A therapeutic foster family home as defined in Section 1-1-105 of Title 10A of the Oklahoma Statutes;

4. A specialized foster home, which is a specialized foster home or an agency-contracted home under the supervision of and certified as meeting the standards set by the Department of Human Services and is funded through the Department of Human Services Home and Community-based Waiver Services Program; or

5. An acute psychiatric care facility,

the entity shall, if the child contends he or she resides in a school district other than the district where the entity is located, within 11 (11) days of admittance, notify the school district in which the entity is located of the admittance.

For minors who are persons requiring psychiatric treatment as defined by Title 43A of the Oklahoma Statutes, on-site educational services shall be provided beginning on the 11th day of admission.

Upon provision of educational services to children pursuant to the provisions of subsection F of this section, the receiving school district shall receive the State Aid as defined in subsection C of Section 18-110 of this title for those students.

OAC 210:10-1-5(q)

"Out-of-home placement. A student who is not a resident of the district but is housed

and educated in a residential child facility or a treatment center located in the district.

Out-of-home placement students are carried on roll and in attendance and are considered

resident students during the time the students are at the facility."

OAS 210.10-13-2 (f):

This publication is issued by the Office of Management and Enterprise Services as authorized by Title 62, Section 34. Copies have not been printed but are available through the agency website. This work is licensed under a Creative Attribution-NonCommercial-NoDerivs 3.0 Unported License.