Preschool Tasks & Timelines

Preschool Data Collection

Tasks & Timelines

Data Requirements

Timelines

Tasks

Data Requirements

Required Student Data

Demographic and assessment data are required to be submitted to KEDS for

all students receiving state-funded preschool services, regardless of setting,

who have an active IEP or are at-risk.

This includes students receiving itinerant services, such as speech-only services.

Optional Student Data

Districts may opt to submit data for non-required students, including:

Head Start students without an IEP
Tuition paying preschoolers
Students funded through Title 1
Children receiving KY Response to Intervention (KTI) services

Demographic Data

Student data is imported into KEDS Online from Infinite Campus (IC) on a weekly basis. District coordinators are responsible for ensuring that student records in KEDS Online are accurate, making any necessary changes, and marking records as verified. Once a record has been verified, it becomes locked.

It is recommended to have all student information entered in IC prior to the opening of KEDS Online as it can take up to a week for updates made in IC to appear in KEDS Online.

Assessment Data

Districts must use an approved assessments and ensure that every item has a score and that all assessment records entered in publisher's online systems include a 10-digit state issued identifer (SSID).

Timelines

KEDS Online opens for a set period for data entry three times each year. Baseline, or entry, data should be collected the first season a student enrolls in the preschool program. Students are then assessed semi-annually until they exit the preschool program.

Fall

All Enrolled Students Assessed

KEDS Online is open for data entry: September 15 - November 15

Recommended observation period: First Day of School - Assessment Completed

Recommended assessment window: August 1 - October 1

Winter

Only Late Enrolling Students Assessed

KEDS Online is open for data entry: December 1 - January 31

Recommended observation period: First Day of School - Assessment Completed

Recommended assessment window: November 1 - January 15 or within 4-6 weeks of enrollment

Spring

All Enrolled Students Assessed

KEDS Online is open for data entry: April 1 - May 30

Recommended observation period: March 1 - Assessment Completed

Recommended assessment window: March 1 - May 1

Tasks to be Completed
Each Data Collection Season

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Watch for Announcements

Look for the KEDS Welcome email in your inbox to get updates and announcements at the beginning of each data collection season. View or participate in webinars each fall.

Manage Teacher Accounts

Coordinators create new accounts, and assign children to teachers in KEDS Online. Existing teacher accounts must be unlocked each fall.

Preschool KEDS Online User Guide: Establishing and Managing Teacher Accounts

Review Reports

Review the District Download Report from last season in KEDS Online; if you had ineligible students missing SSIDS, make sure you and anyone entering assessment data know where to enter the 10-digit Student State IDs.

Student State ID (SSID) Guide (revised Oct. 2018)

Enter, Update & Verify Demographic Data

Enter additional demographic data, make any necessary changes and then verify all child demographics in KEDS Online. It is recommended to have all records up to date in Infinite Campus (IC) prior to the opening of KEDS as it can take a week for updates made in IC to appear in KEDS.

Preschool KEDS Online User Guide (Section 4)

Ensure KEDS Has Administrative Access

Notify KEDS if you’ve changed assessments. If using a publisher's online system, ensure KEDS has administrative access so that your data can be downloaded. You can use as the email for establishing account access for KEDS.

Meet the Deadlines

Make sure you know when KEDS is open for data collection. It is recommended to have all Infinite Campus information entered prior to the opening of KEDS to prevent delays in KEDS data entry. IC data is imported weekly.

Timelines

Note Required Students

Assessment and demographic data are required for all students receiving state-funded preschool services with an IEP or who are at-risk, no matter where services are provided, even if they are only receiving itinerant services such as speech therapy.

Required Student Data

Enter Assessment Data

Ensure assessment data is entered into KEDS Online or Publisher's Online System and that student state ID#s (SSIDs) are included. Data are not complete unless every item has a score and students' State ID#s (SSIDs) are included in the assessment record.