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Start of School Key Dates and Deadlines

Data Connectivity | Student Transportation | Dyslexia Awareness | Accelerated Learning | School Safety | Transition to Special Programs 
Course Data Collection | Enrollment Audit | Immunization | Licensing for OST Partners

 

Below are the key dates and deadlines that your LEA should know about in order to prepare for a successful start of school with OSSE.

 

Data Connectivity

  • 45 business days prior to the start of school: Review the 2023 LEA Data Mapping (LDM) Collection template to familiarize yourself with the fields that your LEA will need to set up in your School Information System (SIS) for data mapping.  
  • 45 business days prior to the start of school: Complete LEA Data Mapping (LDM) Review. If you need a quick reference on how to complete this task, check out our online LDM YouTube training video. Starting June 5, the OSSE ADT team will be contacting LEA Data Managers to schedule a 30-minute meeting or call to assist with reviewing the LDM. 
  • 45 business days prior to the start of school: Complete Automated Data Transfer (ADT) Configuration call with OSSE ADT staff. Beginning June 5, the OSSE ADT team will be contacting LEA Data Managers to schedule a 30-minute meeting or call to assist with completing this task.  
  • 30 business days prior to the start of school: Complete LEA Feed Management (LFM) Review. This helps Data Managers identify and resolve data errors that prevent OSSE from pushing the data into the state systems. Beginning June 5, the OSSE ADT team will be contacting LEA Data Managers to schedule a 30-minute meeting or call to assist with completing the LFM review. 
  • 30 business days prior to the start of school: Complete SLED Data Review alongside OSSE ADT staff so that we can ensure your school’s SIS is connected correctly to OSSE’s data system. Beginning June 5, the OSSE ADT team will be contacting LEA Data Managers to schedule a 30-minute meeting or call to assist with completing the SLED Data Review.   
  • July 13, July 27, Aug. 10, Aug. 24: LEA Data Managers listed in All-Staff Points of Contact are invited to monthly LEA Data Discussion Meetings to receive important updates and key announcements regarding data systems, processes, data collections and training.  
  • Ongoing: Update LEA points of contact in the All-Staff Data Collection template to ensure timely and accurate communications. 
  • July 10: Reminder of year-end transition of OSSE data systems  
  • July 12: Orientation for New LEA Data Managers session will cover expectations, data collection, data systems, and processes. 
  • July 15, July 20: Orientation of LEA Feed Management session will allow LEAs to view the status of the daily enrollment, demographics, contacts, attendance and adult program data feeds from the LEA student information system (SIS) to OSSE and assist LEAs in troubleshooting problems with the feeds. 

Student Transportation

  • Dates will be added throughout the summer: In order to submit a transportation request form for an eligible student you must attend training on Transportation Request Form Submission Training via IDS (Integrated Data System). This training will provide guidance as well as deliver important and updated information on entering data for students eligible for transportation service. Training will be offered virtually for better accessibility and reduce any in-person contact. Access to the application will be granted upon training completion. Register 
  • Monthly Webinar: OSSE offers a monthly webinar open to LEA SPED and transportation POCs; each meeting will share important information for preparing for the new school year. Register here 

Dyslexia Awareness

In fall 2022, OSSE launched the Dyslexia Awareness Modules. These modules are available in OSSE's  Learning Management System (LMS). All DC educators are required to complete these modules. These course modules are virtual, asynchronous and take approximately 2-3 hours to complete.  

Dates: LEAs will be required to report on completion of this course for all educators as part of the mandated annual compliance reporting.  

  • By Oct. 31: DCPS must submit a letter to OSSE regarding compliance with legislation.  
  • By Oct. 31: All public charter LEAs must submit a letter to the Public Charter School Board (PCSB) regarding compliance with legislation. 
  • By Nov. 15: PCSB must submit a copy of each letter from public charter LEAs to OSSE.  
  • Within 10 business days of Nov. 15: OSSE shall make all compliance letters from DCPS and PCSB publicly available. 

Accelerated Learning

In fall 2023, OSSE will offer professional learning to support math, literacy, science and special education.   

Dates: LEAs will be able to access courses through the Learning Managment System starting in August 2023.   

School Safety

CoreDC release Announcement  

  • July 27: The DC Homeland Security and Emergency Response Agency (HSEMA) has launched the CoreDC system. All District public and public charter PK-12 schools must upload their updated emergency response plans to CoreDC no later than September 30, 2023. Information on how to create a profile in CoreDC and upload updated emergency response plans will be released soon.

CoreDC ERP Reminder  

  • Aug. 10, Aug. 24, Sept. 7, Sept. 21: All District public and public charter PK-12 schools must upload their updated emergency response plans to CoreDC no later than September 30, 2023. Information on how to create a profile in CoreDC and upload updated emergency response plans will be released soon.

Training (Office Hours)  

  • The first week of September. All school emergency response plans (ERPs) must be uploaded to CoreDC no later than September 30, 2023. If your school needs support uploading their information and ERPs to the CoreDC system, join HSEMA in an optional Office Hour on X dates from Y-Z time.

Transition to Special Programs

  • Attend the appropriate training for the user position. Trainings registration is offered through the OSSE Learning Management System (LMS). Dates will be added throughout the summer. Register here.
  • LEAs will participate in validation activities every Wednesday-Friday. Every participant is required to attend a validation workshop on Wednesday from 9-11 a.m. 
    • Zero Week I: June 26-30
    • Zero Week II: July 17-21
    • Zero Week III: Aug. 7-11
    • Zero Week IV: Aug  14-18

Course Data Collection 

Trainings 

Deadlines 

  • By Oct. 20: Download the final Course Data Collection template from the Integrated Data Submission (IDS) platform and submit the completed template through IDS.  
  • By Oct. 20: As needed, submit questions through the OSSE Support Tool (OST) Quick Base application. (Issue Type: “Course Collection”, Status Sub-Category: “Question”). 
  • On Nov. 3: Head of School review and certify Course Data Collection information in Qlik.  

Enrollment Audit

  • July 10: Publication of the 2023-24 Enrollment Audit & Child Count Handbook  
  • July 12: OSSE will hold a comprehensive training on Enrollment Audit and Child Count processes, policies, and deadlines for new and returning Enrollment Audit POCs. 

Immunization   

  • June 16: Review the School Immunization Policy and supplemental resource materials in full. Contact [email protected] with questions on the School Immunization Policy. Contact DC Health with questions on specific immunization requirements, immunization records, and immunization data for District children. See the immunization start of school checklist and School Immunization Policy for full details.  
  • June 16: Assemble School Health Teams and begin reviewing school-level immunization compliance. Send notifications to all families regarding the new policy coming next school year. Utilize DC Health’s Immunization Compliance Portal (ICP) to review immunization compliance of current students and utilize the Early Access to Immunizations App to access immunization compliance for students planning to attend in the 2023-24 school year. Enter immunization records into School Health Management (SHM) or District of Columbia Immunization Information System (DOCIIS). See the immunization start of school checklist and School Immunization Policy for full details.  
  • June 16 through the beginning of the school year: Identify non-compliant students and notify families of any missing immunizations, giving them ample time to secure the necessary immunization documentation and present it to the school. See the immunization start of school checklist and School Immunization Policy for full details.  
  • Start of the 2023-24 school year: Implement the School Immunization Policy including identifying, notifying, and temporarily excluding non-compliant students enrolled in grades Pre-K 3, kindergarten, 7, and 11 from school after Count Day in accordance with the timeline specified by OSSE. See the immunization start of school checklist and School Immunization Policy for full details.  
  • Webinar: Schools and LEAs may access the OSSE immunization page for a pre-recorded webinar on the immunization policy. Information will also be provided for schools during the OSSE health and safety guidance calls. A separate training for the Early Access to Immunization Data Application will be offered and recorded for those who are not able to attend. Contact [email protected] for more information.   

Licensing for OST Partners

Licensing Orientation/Training 

  • Attend the mandatory online OSSE Licensing Orientation. 
  • By May 1: Submit the application with the required documents and fees . 

Subsidy Orientation/Training 

Related Content: 
Start of School Campaign
2023-24 Start of School Checklist for LEA Leaders

More Resources