Illinois State Board of Education Student Information System. Annual Fall State Bilingual Program Directors Meeting

Transcription

1 Illinois State Board of Education Student Information System Annual Fall State Bilingual Program Directors Meeting 1 September 2013

2 Agenda ISBE SIS Project Team Capture of Culturally and Linguistically Diverse Student Data in SIS ELL Screener Changes Changes to the ACCESS Process for the 2014 School Year Pre-population of the egms Ceiling Calculator ELL Reports Key Dates ISBE Contact Information Questions and Answers 2

3 Welcome/Introductions ISBE Key Team Members - Don Evans Chief Operating Officer and Director of Human Resources - John Shake Division Administrator/Director, Information Technology - Brent Engelman Division Supervisor, Information Technology - Peter Godard Chief Performance Officer - Deborah Trueblood Division Supervisor, Data Analysis and Accountability Presenters - Howard Hammel SIS Project Manager - Adam Lowery SIS Business Analyst 3

4 Capture of Culturally and Linguistically Diverse Student Data in SIS Home Language Survey - School administers the Home Language Survey from parents and files it locally. Home Language Native Language ELL Screener - ELL screener will be mandatory for the following students from the 2014 school year. LEP Indicator - Students of Limited English Proficiency (LEP) are students in kindergarten or any of grades 1 through 12 who have achieved a score that is less than the proficient score defined by the State Superintendent on their most recent English language proficiency assessment on the ACCESS for ELLs, W-APT or MODEL administered in accordance with ISBE guidance, policy and rules; and preschool students who are identified as LEP through a prescribed screening process. 4

5 Capture of Culturally and Linguistically Diverse Student Data in SIS Eligible Immigrant Education Program Indicator - Eligible immigrant student means a student, ages 3-21, who was NOT born in any of the 50 states, the District of Columbia or Puerto Rico and who has been attending schools in the U.S. for less than three full academic years. Note: Eligible for Immigrant Education Program Indicator for Birth to 3 Students should be set to "No" or left blank Migrant Indicator - Identifies a student who is a migratory child eligible to participate in a Title 1 Migrant Education Program. This child s eligibility is documented on file with a current Certificate of Eligibility prepared by a trained migrant recruiter. 5

6 Capture of Culturally and Linguistically Diverse Student Data in SIS ELL Data - Once a Student is identified as LEP, an ELL record is created and data is collected from the district before the enrollment is exited. Assessment data used for ISAT, IAA and PSAE - First Year in U.S. First Year in United States is an ELL student who has attended schools in the United States for 12 months or less. - Years In TBE TPI Identifies the number of years an LEP student has been enrolled in a state-approved Transitional Bilingual Education (TBE) program or Transitional Program of Instruction (TPI), counting this school year as the most recent year. For students identified as LEP for the first time, use 01. If no TBE or TPI program is available or the student's parents refuse services, use 01. Note: Pre-K and K should be excluded. - Years since Exited TBE TPI Identifies the number of years a student has been exited from a state-approved TBE or TPI program. 6

7 Capture of Culturally and Linguistically Diverse Student Data in SIS 7

8 ELL Screener Changes English Language Learning (ELL) Screener Changes Mandatory for the 2014 School Year - ELL screener will be mandatory for Limited English Proficiency (LEP) and Non-LEP students that meet all the following criteria: Home Language or Native Language other than English SID created after August 1, 2013 Enrolled in Grades K-12 No ELL Screener data exists in ISBE SIS - More than one ELL Screener may be provided if needed. 8

9 ELL Screener Changes ELL Screener data can be provided online or through the batch process. A student must be enrolled in your district to provide the ELL Screener data in SIS; however, the screening test date may be prior to the start of the school enrollment. School districts receiving a transfer student will be able to review prior ELL Screener data prior to the new enrollment. Values for ELL Screener Test will include: W-APT, MODEL, PRE-LAS, ELPTS Pre-IPT, Other Test, Other Process, Interview, Observation, Checklist, and Erroneous. 9

10 ELL Screener Changes ELL Screener Link Student Demographic Tab 10

11 ELL Screener Changes ELL Screener View 11

12 ELL Screener Changes ELL Screener Edit 12

13 ELL Screener Changes ELL Screener Review 13

14 ELL Screener Changes ELL Screener Update Successful 14

15 ELL Screener Changes Screener Reports Bilingual Report Section 15

16 ELL Screener Changes Screener Reports Bilingual Report Section 16

17 ELL Screener Changes Screener Reports 17

18 Changes to the ACCESS Process for School Year 2014 Pre-ID label file sent to testing vendor on November 9, 2013 All students Kindergarten thru grade 12 identified as LEP Student scores sent to ISBE from testing vendor Scores are matched to current year ELL records in SIS Scores that are not matched fall into Unassigned Test Results report Automated process runs nightly to match Unassigned Test Results to current year ELL records Please call help desk (217) for records that are unable to be matched 2014 School Year 2014 ACCESS for ELLs Overall Composite / 4.2 Literacy Composite will change to 5.0 Overall Composite / 4.2 Reading /4.2 Writing 18

19 Changes to the ACCESS Process for School Year 2014 ACCESS Correction Procedures - Demographic, enrollment, and ACCESS details must reflect a student s status as of the last day of the district s ACCESS testing period. - After the last day of the district s ACCESS testing period, corrections to a student s information will only update the captured ACCESS Correction record being submitted to the ACCESS vendor; it does not correct student information in SIS. Updates to active SIS student demographic, enrollment, program indicators, and enrollment exits are to continue through the end of the current school year. If student demographic errors are identified in the ACCESS Correction file, revisions must be made to both the ACCESS Correction file, as well as in SIS via the Student Demographic/Enrollment. - Only Home Schools are permitted to correct and submit ACCESS information to ISBE

20 20 Changes to the ACCESS Process for School Year 2014 Reasons for Not Tested will be used from 2013 ACCESS mismatch Reason Codes 01 Reasons for not taking 2013 ACCESS for ELLs Medical (student was hospitalized because of medical emergencies or procedures during the time of testing. 03 Jailed 04 Out of State/Country 05 Not enrolled during the time of testing (e.g., Graduated /Dropped out, etc.) 07 Student transferred in or out before/during the testing 09 Deceased 10 Absent (student was absent during the testing) 15 District failed to test the student (student refused to take the test) 20 Test not valid with student s disability: Student was unable to complete ACCESS (Special Ed.) 21 Obtained proficiency in a prior year or proficient based on screening tests student was erroneously marked LEP in SIS. 22 Left public school for home schooling or private school. 23 Aged out and no longer eligible to receive services. 24 Test booklets were lost in-transit to vendor. 25 Test results invalid due to testing irregularity. 26 Other (please describe)

21 Changes to the ACCESS Process for School Year 2014 Verify your student ACCESS Correction data - Reports 21

22 Changes to the ACCESS Process for School Year 2014 ACCESS Correction Summary Criteria Screen 22

23 Changes to the ACCESS Process for School Year 2014 Summary ACCESS Correction Report 23 23

24 Changes to the ACCESS Process for School Year 2014 Verify your student ACCESS Correction data - Select ACCESS Correction - Detail 24

25 Changes to the ACCESS Process for School Year 2014 ACCESS Correction Criteria Screen (Detail) 25

26 Changes to the ACCESS Process for School Year 2014 Detail ACCESS Correction Report 26 26

27 Changes to the ACCESS Process for School Year 2014 How can I correct the ACCESS Records for my District? - Online via the Assessment link or through the ACCESS Correction batch process (Request File). Districts may add students who tested and were LEP. Districts may mark students as Not Tested who did not test. Districts may update inaccurate information. - Note: Tested is defaulted to Y (YES) for every record in the ACCESS Correction Detail report. After scores are posted, this default value will trigger an Error Code of 1 to appear in the ACCESS Scores Detail report if scores are unable to be assigned to a student record. Districts must check the Unassigned Test Results Detail report for missing scores or enter a not tested reason for any student record with Error Code

28 Changes to the ACCESS Process for School Year 2014 How do I indicate in my ACCESS Correction file that a student did not test? - The District must modify the Student Tested field (column A) from Yes (01) to No (02). Note: If Student Tested is No (02), a Reason for Not Testing must be provided or that record will fail and the student record will remain marked as Tested. - Update the Student Tested field using the online Assessment functionality or the batch process using the ACCESS Correction file format (Request File)

29 Changes to the ACCESS Process for School Year 2014 How do I add a student to my ACCESS Correction file? - Online Assessment Link; or - Batch process using the ACCESS Correction file format (Request File). The Student Tested field should be marked as Yes (01) for any new students added to the ACCESS Correction file. How do I submit my updates to the ACCESS correction data? - Online Assessment link; or - Batch process using the ACCESS Correction file format (Request File). Districts must upload their ACCESS Correction (.csv or.txt) file with their changes via IWAS/SIS. Existing SIS Upload and Download functions will be utilized

30 Changes to the ACCESS Process for School Year 2014 How do I make additions/updates to ACCESS Correction information online through IWAS/SIS? - Login to ISBE SIS via IWAS. - Click the Assessment link on the ISBE SIS Home Page. - Select ACCESS - Enter the student s SID and one of the following Last Name, First Name, or Date of Birth. - Enter or update the student s ACCESS information. - Review the student s ACCESS information for accuracy. - Click Submit to complete the update

31 Changes to the ACCESS Process for School Year 2014 ACCESS Assessment Search 31

32 Changes to the ACCESS Process for School Year 2014 ACCESS Record Search 32

33 Changes to the ACCESS Process for School Year 2014 Assessment Correction Test Name/Grade 33

34 Changes to the ACCESS Process for School Year 2014 Verify your student ACCESS Correction data - Updating Correction 34

35 Changes to the ACCESS Process for School Year 2014 Verify your student Assessment Correction data - Review/Submit Screen 35

36 Changes to the ACCESS Process for School Year 2014 Verify your student Assessment Correction data - Successful update 36

37 Changes to the ACCESS Process for School Year 2014 How do I request my District s Correction file? - Login to ISBE SIS via IWAS. - Select Batch files and click the Request File link. - The ACCESS Correction file will be available for download via the ISBE SIS Download File link. - A user may only place one request for each file type within a one hour time frame

38 Changes to the ACCESS Process for School Year 2014 Request ACCESS Correction File 38

39 Changes to the ACCESS Process for School Year 2014 Do I have ACCESS scores that are not yet assigned to my students? To verify Test Results that are not yet assigned to students - Run an Unassigned Test Results Detail Report in the Bilingual Section of Reports - The Test Results for the students listed on this report could not be matched to a student record 39

40 Changes to the ACCESS Process for School Year 2014 Report Screen - Unassigned Test Results 40

41 Changes to the ACCESS Process for School Year 2014 Unassigned Test Results 41

42 Changes to the ACCESS Process for School Year 2014 Unassigned Test Results 42

43 Pre-population of the egms Ceiling Calculator How is the Ceiling calculator populated from SIS to egms? - January 3, 2014 ELL data including below will be populated Class Periods Provided Per Week (mandatory): Low (01), Medium(02), or High (03) Eligible for TBE/TPI funding Eligible for Title III, LIPLEPs funding Medium (5-9 class periods) and High (more than 10 class periods) ONLY Low (1-4 class periods), Medium, and High ELL Placement - Entry Status must be one of the following: - 10 : The student is in a TBE program Full time - 11:The student is in a TBE program Part time - 12 : The student is in a TPI program - 13: Other/Alternatives ( plan) - * ELL Placement Entry Status Parents Refused (14): not eligible for any funding, thus not pre-populated into egms. 43

44 Pre-population of the egms Ceiling Calculator Search Results 44

45 Pre-population of the egms Ceiling Calculator egms Worksheet 45

46 Pre-population of the egms Ceiling Calculator Course Offering (TBD) 46

47 ELL Reports Bilingual Report Section Bilingual Summary Detail ELL Screener 342 1,696 ELL 2,215 11,440 ACCESS Pre-ID 506 3,844 ACCESS Score 2,569 20,152 Student ELL History 1,784 Former ELL Students 762 Student ACCESS Scores History 2,845 Total 5,632 42,523 School Year ,155 47

48 ELL Reports Bilingual Report Section 48

49 ELL Reports Student ELL History Report Criteria Screen 49

50 ELL Reports Student ELL History Report 50

51 ELL Reports Former ELL Students Report Criteria Screen 51

52 ELL Reports Former ELL Students Report 52

53 ELL Reports Student ACCESS Scores History Report Criteria Screen 53

54 ELL Reports Student ACCESS Scores History Report 54

55 Key Dates SIS Webinar Schedule for School Year 2014 SIS Kindergarten Individual Development Survey (KIDS) Pilot SIS Planning for School Year 2014 Dates 9/10/2013-1:30 p.m. 9/11/2013-1:30 p.m. Regional Safe Schools Program (RSSP) SIS 2014 Assessment Process Webinar SIS 2014 Assessment Correction and Update End of School Year 2014 and Planning for School Year /12/2013-1:30 p.m. 12/4/2013 1:30 p.m. 4/10/2014-1:30 p.m. 5/8/2014-1:30 p.m. 55

56 Key Dates Activity First Day for School Year 2014 Enrollments Start submitting ELL data Start Submitting ELL Screener data Start submitting Birth to 3 data Start submitting Caregiver Demographic (Birth to 3) data Start submitting Early Childhood data Start submitting Early Childhood Outcomes data Start submitting Homeless data Start submitting Student Discipline data Start correcting Pre-ID Label data Start of Student Course Assignments Start of Teacher Course Assignments Start of College Course Assignment data Start of Regional Safe Schools Program data Dates 08/01/ School Year Fall Enrollment Count Deadline 10/17/2013-4:00 p.m. 56

57 Key Dates Activity ACCESS File to Vendor for Printing Labels ELL Data Due for Population of egms Ceiling Calculator Dates 11/08/2013-4:00 p.m. 01/03/2014-4:00 p.m. ISAT and Illinois Alternative Assessment (IAA) file to Vendor for Printing Labels ACCESS Last Day of Testing 02/14/ /03/2014-4:00 p.m. PSAE File to Vendor for Printing Labels Eligible for Immigrant Education Program Data Extracted from SIS 02/22/2014-4:00 p.m. 03/01/2014-4:00 p.m. 57

58 Key Dates Activity Dates ISAT Last Day of Testing (Regular Window) 03/14/2014 IAA Last Day of Testing 03/28/2014 ISAT First Day of Assessment Correction 03/17/2014 IAA First Day of Assessment Correction 03/31/2014 ACCESS Scores Posted on SIS 05/05/2014 PSAE Last Day of Testing 05/08/2014 PSAE First Day of Assessment Correction 05/09/2014 ACCESS Last Day of Assessment Corrections 05/23/2014-4:00 p.m. 58

59 Key Dates Activity Dates ISAT and IAA Scores Posted on SIS 06/02/2014 ISAT and IAA Last Day for Assessment Corrections 06/16/2014-4:00 p.m. PSAE Scores Posted on SIS 07/09/2014 PSAE Last Day of Assessment Corrections 07/16/2014-4:00 p.m. ACCESS Posting of Final Scores Mid July 2014 IAA and ISAT Posting of Final Scores 07/21/

60 Key Dates Activity Last Day to Exit Enrollments for 2014 School Year ELL data due ELL Screener data due Birth to 3 data due Caregiver Demographic (Birth to 3) data due Early Childhood data due Early Childhood Outcomes data due Homeless data due Student Discipline data due Student Course Assignments data due Teacher Course Assignments data due College Course Assignment data due Regional Safe Schools Program data due Dates 07/31/2014-4:00 p.m. PSAE Posting of final Scores 08/02/2014 Adjusted Cohort Graduation Rates Finalized 08/15/2014-4:00 p.m. 60

61 ISBE Contact Information ISBE Help Desk - (217) help@isbe.net SIS Policy Questions will be directed to the Division of English Language Learners SIS Technical Questions will be directed to the SIS team ISBE SIS Information Website

62 Questions and Answers Questions 62