ELL ACCESS for ELLs PIMS Data Collection

ELL ACCESS for ELLs PIMS Data 2013-2014 School Year 2013-2014 Required LEP Data s Data Collected Window Templates Required Purpose Impact Student Data October District Snapshot School Enrollment Programs Fact Student Student Snapshot Collects data on LEP students in programs designed for LEP students. This data is used for federal reporting purposes. Collects counts of Title III nonpublic students served. This data is used to determine Title III allocations. Title III LEP & Immigrant Children & Youth funding determined by this report PreCode November School Enrollment Program Fact Student Student Snapshot ACCESS for ELLs Reporting March Student Student Snapshot Program Fact District Fact Provides student precode labels for the ACCESS for ELLs, Alternate ACCESS for ELLs, PSSA, and Keystone test booklets. Collects data on LEP and Title III LEP students who are administered the ACCESS for ELLs English Language Proficiency Assessment during the ACCESS for ELLs test window. This snapshot is used for federal reporting purposes and for accountability purposes. Labels for WIDA ACCESS for ELLs and Alternate ACCESS for ELLs assessments are generated from this collection. ACCESS Test Files are matched to reported LEP students. Test booklets that do not match demographic data in PIMS are invalidated for federal reporting and accountability purposes. Data MUST be accurate. Failure to report a count of nonpublic students served may negatively impact Title III funding. LEP System March NA Application is online and accessed through the PDE Portal. ELL End of Year Count June Student Snapshot School Enrollment Collects data on LEP students in programs designed for LEP students. This data is used for federal reporting purposes and program compliance monitoring. Collects data on LEP, ICY, and Title III students who were enrolled Based on compliance reviews, PDE provides technical assistance to LEAs. 2 Reported to Congress. Impacts federal decisions concerning policy 1

2013-2014 PA Testing Schedule Task Start Date End Date LEA Test Administrator Training Window -- 01/26/14 LEAs Order Test Materials 11/11/13 12/13/13 PIMS Precode Data period for ACCESS for ELLs 11/14/13 11/28/13 LEAs Receive Test Materials -- 01/13/14 Test Window 01/27/14 03/14/14 Order Additional Materials Deadline -- 02/21/14 PIMS ACCESS for ELLS Data Snapshot Date -- 03/07/14 PIMS ACCESS for ELLs Data Period 03/07/14 03/14/14 LEAs Ship Completed Materials to MetriTech -- 03/18/14 MetriTech Data Validation website open for corrections 04/22/14 04/25/14 PIMS ACCESS for ELLs Correction Window 04/22/14 04/25/14 PIMS ACCESS for ELLs data corrections (only for LEAs notified by PDE) 05/12/14 05/15/14 Reports Shipped to District* Week of 06/09/14* *Subject to change depending on timeliness of materials returned to Metritech and accuracy of demographic data in PIMS & Metritech. 3 Participant Outcomes Interpret and upload the required PIMS templates and associated data fields for the ELL-ACCESS for ELLs PIMS data collection. Report accurate LEA data for current ELLs administered the annual ACCESS for ELL assessment. Explain the importance of accurate LEA data and the impact of inaccurate data on federal reporting, accountability, and data analysis. Understand the connection between the ELL-ACCESS for ELLs PIMS data collection, current ELLs administered the annual ACCESS for ELLs assessment, ACCESS for ELLs Score Reports, and Title III AMAOs. 4 2

New for 2013-14 Guidance for reporting students who withdraw during the testing window Guidance for reporting students who transfer during the testing window Guidance for reporting students who newly enroll during the testing window New Program Codes 039-046 5 Window For This March 7 English Language Learners ACCESS for ELLs PIMS Window: March 7, 2014 March 14, 20134 Snapshot Date March 7, 2014 March 7 English Language Learners ACCESS for ELLs Student Accuracy Certification Statement (ACS): Due May 5, 2014 6 3

Uses of Data March 7 ELL- ACCESS for ELLs Data (PIMS) ACCESS for ELLs Student Test Data File (Metritech) Federal Reporting (EDFacts and CSPR) and Accountability (Title III AMAO 1 and 2) 7 PIMS Resources 8 4

Purpose of March 7 PIMS Collect the number of current Limited English Proficient (LEP) students (K-12) enrolled and attributed at your LEA during the ACCESS for ELLs testing window (January 27 March 7). Collect the number of current Limited English Proficient (LEP) students (K-12) who are Title III served enrolled and attributed at your LEA during the ACCESS for ELLs testing window. 9 Purpose of PIMS March 7 March 7 ELL- ACCESS for ELLs Data (PIMS) ACCESS for ELLs Student Test Data File (Metritech) 10 5

Purpose of March 7 PIMS AMAO 1 : Annual increases in the number or percentage of children making progress toward learning English. Definition of growth: Gain of 0.6 ACCESS for ELLs overall composite proficiency score level for an individual student Note: Calculation of AMAO 1 requires test scores from two years (PA Secure IDs must match). Scores for children taking the ACCESS test for the first time, including most Kindergarten students, are not included in AMAO 1. Note also: Students with test scores from two years who attain proficiency in the second year are always counted as having made progress, regardless of level of growth. 11 Purpose of March 7 PIMS AMAO 2: Annual increases in the number or percentage of children attaining English proficiency Definition of attainment: Grades 1-12 ACCESS for ELLs overall composite proficiency score 4.5. Scores from both Tier B and Tier C forms of the test are acceptable. Kindergarten ACCESS for ELLs overall composite proficiency score of 4.5 (Accountability Level, not Instructional Level) 12 6

Who Submits School Districts Charter Schools and Cyber Charter Schools Comprehensive Career & Technical Centers 13 Required Templates Student Template Student Snapshot Template School Enrollment Template Programs Fact Template 14 7

Who to Report Report all current ELL students eligible to be counted as a Limited English Proficient (LEP) student. Report all current ELL students eligible to be counted as a Title III served student. Report all current ELL students who were attributed to your LEA during the ACCESS for ELLs testing window (January 27 March 14, 2014). 15 Who to Report Cyber program students ELL Student in your LEA s cyber program Report this student in the school in which they would attend if they were not in a cyber program. ELL Student in another LEA s cyber program Report this student in the school in which they would attend if they were not in a cyber program. The LEA administering the cyber program does not report this student in the March 7 ACCESS for ELLs PIMS collection. Nonresident ELL student in your LEA s cyber program Do not report this student in the March 7 ACCESS for ELLs PIMS collection. The sending LEA will report this student. Note: This is not the same as a Cyber Charter Schools. Cyber Charter Schools are recognized as separate LEAs that assume accountability for their cyber students and report them in the March 7 ACCESS for ELLs PIMS collection. 16 8

Who to Report Alternative education students ELL Students placed in an Alternative Education for Disruptive Youth (AEDY) Program by your LEA: Program is an extension of LEA Students placed in AEDY Programs are the responsibility of the sending district and remain enrolled in the sending district regardless of the program location (district, IU, CTC, private provider) Report AEDY students in the March 7 ACCESS for ELLs PIMS collection in the school (field #2 Location Code) in which they would be educated if not placed in program Report AEDY students in Program Fact Template. 17 Who to Report Alternative education students ELL Students in all other alternate placements These are NOT AEDY Programs Examples: court/agency placed, students receiving education in detention centers, residential treatment facilities, day treatment, partial hospitalization Students placed in other alternative placements that are being educated by entities that do not report to PIMS should be reported by the district in location code 9999. 18 9

Important PIMS Data Elements Needed for the March 7 PIMS 1 9 Format for Data Element Slides PIMS template specifications PIMS data elements used for accountability, federal and state reporting purposes and for data analysis. 20 10

PASecureID PIMS March 7 ELL ACCESS for ELLs Data Field # 4 STUDENT ID Used for AMAO Accountability, federal reporting, and data analysis. PIMS required field DQE Edit Check 21 PASecureID PAsecureID Documents: http://www.education.state.pa.us/portal/server.pt/community/pa secureid/8584/pasecureid_document_repository/526354 (From the PDE home page: www.education.state.pa.us, choose the following links on the left navigation bar: Programs > Programs O R > PAsecureID > PAsecureID Document Repository PAsecureID Webinars PAsecureID Memos and Announcements PAsecureID How To Guides and Training Documents 22 11

English Language Learner Status PIMS March 7 ELL- ACCESS for ELLs Data Field # 41 LEP/ELL STATUS PIMS required field PIMS Valid Values= 01 Current ELL 03 Former ELL, exited, and in 1 st year of monitoring 04 - Former ELL, exited, and in 2 nd year of monitoring 05 Former ELL, exited, & no longer monitored 99 Never ELL Used for AMAO Accountability, federal reporting, and data analysis: Valid Value = 01 Used for federal reporting purposes and data analysis: Valid Value = 03 Valid Value = 04 23 ESL or Bilingual Program (Core) PIMS March 7 ELL- ACCESS for ELLs Data PIMS Programs Fact Template (cumulative template) Field 5 Program Code 031 ESL or Bilingual Education Program Valid Values = Programs Fact Template Field #5 Program Code 031 (ESL or Bilingual Education Program (Core)) AND Student Snapshot Template Field #41--LEP/ELL Status Valid Value=01 (Current ELL) 24 12

ESL or Bilingual Program (Core) PIMS March 7 ELL- ACCESS for ELLs Data PIMS Programs Fact (cumulative template) Valid Values = Programs Fact Template Field 5, Program Codes 039-046 And Field 5 Programs Codes 039-046 039 Sheltered English Instruction 040 Structured English Immersion 041 Content-based ESL 042 Pull-out ESL 043 Two-way Immersion and Dual Language 044 Transitional Bilingual 045 Developmental Bilingual 046 Heritage Language Student Snapshot Template: Field 41, Valid Value 01 And Programs Fact Template Field 5, Programs Code 031 25 Non-Title III Served ELL Field 41, 01, Current ELL (student template) Field 95, No, Not Title III Served (student template) Field 5, 031, Participating in an ESL/Bilingual Program (programs fact template Field 5, 039-046, Program Delivery Model Core (programs fact template) 26 13

LEP/ELL Eligibility PIMS March 7 ELL-ACCESS for ELLs Data Field 95 LEP/ELL Eligibility Used for AMAO Accountability, federal reporting, and data analysis. Conditionally required for ELLs with a valid value of 01 in Field 41 (LEP/ELL Status) A Title III Indicator to identify which ELL students are Title III served. PIMS Valid Values= Yes Title III Served No Not Title III Served Valid Values= Student Snapshot Template Field #95 Yes Title III Served And Student Snapshot Template Field # 41 Valid Value = 01 DQE Data Check 27 Title III (Supplemental LEP) PIMS March 7 ELL- ACCESS for ELLs Data PIMS Programs Fact Template (cumulative template) Field 5 Programs Code 019 Title III (Supplemental LEP) Valid Values= Programs Fact Template Field #5 - Program Code 019 And Student Snapshot Template Field #95 LEP/ELL Eligibility Yes Title III Served And Student Snapshot Template Field #41 LEP/ELL STATUS Valid Value = 01 28 14

Title III Served ELL Field 41, 01, Current ELL (student template) Field 95, YES, Title III Served (student template) Field 5, 031, Participating in an ESL/Bilingual Program (programs fact template) Field 5, 039-046, Program Delivery Model Core (programs fact template) Field 5, 019, Participating in an Title III Served ESL/Bilingual Program (programs fact template) Field 5, 047-054, Program Delivery Model Title III Supplemental (programs fact template) 29 Student Last Name PIMS March 7 ELL- ACCESS for ELLs Data Field # 133 LAST NAME LONG Used to match a test booklet to the PIMS March 7 data reporting collection for accountability and federal reporting purposes. PIMS required field Legal last name (surname) of the student 30 15

Student First Name PIMS March 7 ELL- ACCESS for ELLs Data Field # 134 FIRST NAME LONG Used to match a test booklet to the PIMS March 7 data reporting collection for accountability and federal reporting purposes. PIMS required field Full legal first name of the student No nicknames or initials 31 District Code PIMS March 7 ELL- ACCESS for ELLs Data Field # 1- DISTRICT CODE PIMS required field The unique 9-digit numeric AUN assigned by PDE Educating district LEA submitting data Represents the tested district for the student for accountability, federal reporting and data analysis. 9-digit numeric AUN (Example: 123456789) Must be a valid LEA per EDNA 32 16

School Code PIMS March 7 ELL- ACCESS for ELLs Data Field # 2 LOCATION CODE PIMS required field 4-digit PDE school number Represents the tested school for reporting purposes. Must be a 4-Digit PDEdefined school number School must have association with LEA in EDNA 33 Birth Date PIMS March 7 ELL- ACCESS for ELLs Data Field # 14 BIRTH DATE PIMS required field All dates must be entered in ISO format (YYYY-MM- DD) Used to match a test booklet to the PIMS March 7 collection for accountability and federal reporting purposes. Birth dates must be 8-digit numeric and are reported in a MMDDYYYY format: Must be valid month (01 12) Must be valid date (01 31) Must be valid year (Example: 1992 2007) 34 17

Other Important Data Elements Race/Ethnicity Native Language Middle Name Grade Date First Enrolled in a US School Date First Enrolled in an ESL or Bilingual Education Program (Core) Gender Student has an IEP (Excluding Gifted) Student Receives Migrant Education Program Services 504 Plan 35 ACCESS for ELLs Security Checklist District Facilitator: Internal Tracking Security Checklist is provided with the ACCESS for ELLs testing materials. Used to inventory test materials. Used to record the name of the Test Administrator who received and returned test materials. Used as a record to show which student is assigned to each seriallynumbered test. PIMS Coordinator/Administrator: Security Checklist provides the students who should be included in the March 7 ELL ACCESS for ELLs PIMS data collection. Talk to the ACCESS for ELLs district facilitator at your LEA and compare the students in your SIS system to those students included on the Security Checklist. 36 18

PIMS Validation Reports Production o Public Folders > escholar Framework for Cognos > Production > LEP Reports > ACCESS for ELLs Reporting Access for Ells Extract Warnings Students at Location 9999 ACCESS for Ells Extract Warnings Duplicate Students Reported by Other LEAs ACCESS for ELLs Detail Validation Report Verify o Public Folders > escholar Framework for Cognos > Verify > Validation Reports > Template Verification Student Snapshot Template Details (Excel) Choose March 7, 2014 Snapshot Date Program Fact Template Details Choose March 7, 2014 Snapshot Date 37 Data Validation/Correction Windows Important Dates: Validation Window: 4/22/14 4/25/14 MetriTech Data Validation website and PIMS March 7 ELL -ACCESS for ELLs Data Important Dates: Correction Window: 5/12/14 5/15/14 MetriTech Data Validation website and PIMS March 7 ELL -ACCESS for ELLs Data ONLY FOR LEAs NOTIFIED BY PDE 38 19

Accuracy Certification Statement ACCESS for ELLs Reporting o Print Accuracy Certification Statement Production > LEP Reports > ACCESS for ELLs Reporting ACCESS for ELLs Reporting Accuracy Certification Statement (March 7 Snapshot Date) Due Date for ACS: May 5, 2014 Submit signed ACS Via Fax: 717-787-3148 OR Via email: ra-lep@pa.gov OR Via Mail: Tami Shaffer, Education Administration Associate, Department of Education, Bureau of Teaching & Learning, 333 Market Street, 3rd Floor, Harrisburg, PA 17126. 39 PIMS Resources PIMS website: Go to www.education.state.pa.us Click on the Programs link on the left side of the website. In the Programs section, choose the Pennsylvania Information Management System (PIMS) link. PIMS Application Support: Technical questions should be directed through the PIMS Application Support at (800) 661-2423. 40 20

PIMS Resources Technical Issues PIMS Application Support 800-661-2423 Content Questions Ra-lep@pa.gov 41 For more information concerning the Pennsylvania Information Management System (PIMS), please visit PDE s website at www.education.state.pa.us The mission of the department is to academically prepare children and adults to succeed as productive citizens. The department seeks to ensure that the technical support, resources and opportunities are in place for all students, whether children or adults, to receive a high quality education. 4 2 21