DC4 - Year End Official Collection¶
- DC4 - Year End Official Collection
- Completing the DC4 End of Year Collection Official
- Completing the 04_0_STUDENT IDENTITY dataset
- File Submission Details
- 04_0_STUDENT IDENTITY
- Datasets 16-19 ~formally known as the CIRS collection (Combined Incident Reporting Software)
- Why is the information collected?
- Final Issues
Files Required for Submission¶
Template Submission Files¶
Completing the DC4 End of Year Collection Official¶
The DC#04_EndofYearCollection_Official is a list of students in the Vermont educational system with a specific set of information about each student and educator, using many datasets/elements from collections, formally known as the educator census, spring student census, SECT collection and CIRS (Combined Incident Reporting). This data collection allows the AOE to satisfy many state and federal reporting requirements in addition to calculating the allowable tuition full-time equivalent (FTE), graduation rates and fulfilling accountability requirements.
What belongs in Your DC#04_EndofYearCollection Submission?¶
- All students with their enrolling org information, grade, demographic info and attendance.
- All educators with their employing org and place of service info.
- All course information (educator and student)
- All CIRS reportable incidents ***with the new PK requirement for reporting exclusionary discipline that came into effectnew in SY18.
- School profile and Holidays
Confidentiality Issues to Consider¶
This data submission contains confidential information about students. Accordingly, the VT Agency of Education adheres to the Family Educational Rights and Privacy Act (FERPA) - 34 C.F.R. Section 99.31. FERPA allows for the collection of data required to do the work of state and educational agencies. The principle of confidentiality underlies all policies and procedures for the collection, maintenance, disclosure and destruction of education records. Schools and districts also have a responsibility to protect the confidentiality of student records. Please be sure that proper policies and procedures are in place, and followed, to successfully complete this data submission.
Please do not email identifiable student information to the AOE.
Datasets 0_Student and 4-8a Formally collected in the fall and spring public census
Completing the 04_0_STUDENT IDENTITY dataset¶
This dataset includes all students enrolled or receiving services (see below for CTE guidance) in all schools within your SU/SD. The state assigned student ID (PERMNUMBER) is a required field, if you do not have a permnumber for a student please submit DC# 01: Student_Match file to EdFusion.
Students to include in your submission¶
- All students who were enrolled in your school at any time during the school year (July 1 – June 30)
- Attendees of an alternative program.
- Anyone who is on your Public School Register, and is currently being evaluated for placement in an independent school or tutorial program. (the student must be in the evaluation process, and NOT yet enrolled in those other schools.)
- Any students who are enrolled in your school and are receiving tutoring from school personnel at home or in the hospital.
- Any students enrolled in your school and participating in an approved educational experience outside of your school. (e.g., a page in the legislature).
- Any home-study students who attend academic classes or participate in extra-curricular activities at your school.
- Students who have chosen to attend your school rather than their regular school through a High School Choice agreement.
Students who are NOT to be included your submission¶
Please do not include these students ion your censussubmission. Another school will report the students to us.
- Students living in your district and attending an Independent School.
- Students enrolled in an independent school taking extracurricular activities at your school.
- Students who have chosen to attend a different school instead of your school through a High School Choice agreement. (The other school will report the students from your district.)
For questions about CTE and PreK students, contact the AOE Helpdesk.
Timing of submission data¶
There may be a circumstance where a students attributes change over the summer, that didn't happen over the school year. For example, if a student moves over the summer and attends a new school.
We ask that if you have updated information like this, and the collection is not certified at the state level, then please go ahead and update your submission. Just because you found out the change outside of the school year, it's best practice to submit what you know now. This way we don't waste anyone's time trying to make data we are going to have to correct in the coming fall.
Please note that any student you have enrolled in DC4, must either be exited or have their enrollment continue for the fall collections.
File Submission Details¶
Datasets 16-19 ~formally known as the CIRS collection (Combined Incident Reporting Software)¶
Why is the information collected?¶
- To provide each school with important data about their school climate to support their improvement efforts
- To show trends throughout the state which can inform policy decisions
- To provide evidence of compliance with federal and state requirements
Key Points to Remember:¶
- Suspend (in and out of school)/expel judiciously - These discipline strategies should be used as a last resort. Our goal is to use restorative practices and tiered supports as much as possible to keep students in school and learning.
Required Incidents to Report:
- Suspensions and Expulsions
- Hazing, Harassment and Bullying Complaints
- Violent Crimes
- Weapon Possession/Use
- Unilateral Removal to an Alternate Setting
Too many incidents that fit these definitions have previously been submitted as "School Policy/Conduct". This is usually related to Special Education or IDEA when students go to an alternate program, it's very rare.
- Detailed incident type definitions can be found in the Definitions document, also on he AOE web page.
- Choose "School Policy/Conduct," ONLY if the reported incident is not in the Incident Type drop down menu. Clearly explain the incident so someone not present would understand the reason for the resulting suspension/expulsion.
- Only complete one incident report per suspension/expulsion. Choose the most serious incident from the Incident Type drop down menu to report if there are multiple incident types in one situation.
- Be certain that you have correctly identified the student and any victims associated with the incident. (bottom third of screen)
- Mark suspensions/expulsions in increments of a day, not just whole days, each and every time a student misses instruction for disciplinary reasons.
- Incident Reports should be completed on an ongoing basis. It may be difficult to recall all the required information later in the year. Also, some student information may change.
The submission is to be completed by compiling .csv files according to the VT SLDS Vertical Reporting specs, and submitted using the edFusion link.
If you have any questions, please contact
the AOE SLDS Support Group or the AOE helpdesk (802) 828-1017.