Locating Accurate Prior Settings Information
Previously, the Office of Assessment and Accountability (OAA) provided fillable .pdfs of the English Prior Settings Form and Spanish Prior Settings Form.
In a situation where a parent has filled out this form and the information is incomplete or inaccurate, it is best to consult the Kentucky Childcare Provider Search website, managed by the Cabinet for Health and Family Services. Utilizing the Childcare Provider Search can help locate a childcare facility in Infinite Campus (IC) by giving you complete and accurate information.
When at the website, select the search criteria (e.g., Name, Location, License Number) and input information into the search bar. If the facility is registered with the Kentucky Childcare Provider Search but is not in IC, email Ben Riley to have that information added into IC.
Withdrawn Students on Online Management System (OMS) Rosters
Questions on the Infinite Campus (IC) student transfer process concerning the Online Management System (OMS) have surfaced. K Screen coordinators have asked about the withdrawal conditions required in IC for a student to switch to another roster in OMS when the student leaves the district or moves to another classroom within his or her school or district.
If a student originally is enrolled in a district then transfers to a new public school in Kentucky, the OMS system will see the new school and move the student accordingly. Updates can take up to 2 weeks to display in the OMS account.
If a student withdraws to homeschool or for another reason, but does not enroll or attend another Kentucky public school, the student will continue to be seen in the original school's OMS accounts. Districts will not be required to report screening data on a student who is not present in the school, even if they still appear in OMS. Only students who are present in the school building need to have the Brigance Screener administered.
It is important to note Kentucky Department of Education staff cannot manually enter students into the OMS. This is strictly a data exchange between IC and the OMS system. If information is not entered correctly in IC, students may not populate in the OMS. Collaboration between student data entry clerks and district IC administrators is crucial in order for data to exchange seamlessly between systems.
Periodic Data Checks
While the K Screen window has been extended, district Brigance contacts should conduct periodic data checks to ensure Brigance Screening data and prior settings data is entered correctly. There are two reports in the Brigance Online Management System (OMS) to use for checking data entry. It is recommended each report be exported into .CSV format for optimal functionality.
The Group Screening summary report lists every student with submitted data, which will be reported to the Kentucky Department of Education. Use this report to find students with duplicate screening entries by unchecking the box that says “Include only the most recent.” When the data is exported as a .CSV file, the district Brigance contact can arrange the student names in alphabetical order and check for duplicates.
Students should only have one entry. If duplicates appear, delete the duplicate entry in the Brigance OMS. Consult the OMS Guidance Document on duplicate screening cleanup.
The Screened/Not Screened Report lists every student in the school or district and shows whether the student has data that has been saved but not submitted, or data that has been submitted. This report also shows if students have no screening data entered.
There also is an ad hoc report in Infinite Campus (IC) called “Early Learning Prior Settings,” which is most useful when exported as a CSV file. Set filters in the spreadsheet and search for blanks in the “Type” field. The students displayed have no prior setting data entered. Please note this report shows every kindergartner in the district, including those who have been retained. Students who have been retained need to have prior settings data input into IC.
Checking district data regularly will ensure a smooth completion of the kindergarten screening process and will help with accurate reporting.
K Screen COVID-19 Update (Repeat)
Due to the extraordinary circumstance that COVID-19 has presented in completing the K Screen process, the K Screen window will remain open until further notice.
On Aug. 6, the Kentucky Board of Education (KBE) approved a waiver of the Kindergarten Screen administration and reporting windows as set forth in 704 KAR 5:070. The waiver removes the restricted screening window of 15 days prior to the first day of school through the 30th instructional day after. The administration and data reporting windows currently do not have deadlines set for reporting. This information will be updated frequently as the year continues.
Schools may begin screening students at any time and will have more days than customary to screen students. Public reporting, typically in December, also will be moved forward into 2021.
The Kentucky Department of Education (KDE) will keep everyone informed as the pandemic unfolds and more information develops. More information also is available on the KDE K Screen webpage, which is updated frequently.
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