Student Data – Issues for 2011-2012

1. Student Data – Issues for 2011-2012 June 20th, 2011

2. Agenda • Student Reporting Framework • Federal Data (Homeless and Migrant) • Attendance and Funding • Achievement Tests and Grading • Community Safe

3. Student Reporting Framework • Greene County Schools uses Star Student to collect information about the students we serve in our district. • That information is transmitted twice a week to the state Education Information System (EIS). • Statewide Student Management System (SSMS) • STAR Student from Century is the SSMS. • Education Information System (EIS)

4. Start to Finish This data from STAR Student is extracted and sent to EIS twice a week during the school year Star Student Data entered daily by school staff EIS then gets pulled by multiple state departments to meet federal requirements they are tasked with collecting.

5. Must Reconcile Each Funding Period Role of SSMS and EIS? STAR Student Checkbook EIS Bank

6. Key concepts for reconciling SSMS to EIS • It does not matter if you got the correct data in STAR. For it to appear on the state reports accurately, it has to be checked that the data got into EIS. • Each school’s principal and designated secretary or guidance counselor/aide has an EIS account to check this data. • As a school, the largest chunk of data to check is in the fall (October usually) in which you need to make sure all students have their data entered correctly in EIS. • After that, each student that enrolls throughout the year needs to have verified that their data made it into EIS upon enrollment. • This data is verified by each school in the spring (May) and the principal signs off that the data (in EIS) has been checked and verified. • Do not wait until May to begin checking if this is correct. Begin in October.

11. Federal Data Requirements • The state is now using EIS to populate reports for Federal Projects data such as identifying students as Homeless, Migrant, and students who may qualify for ESL (English as a Second Language) services. • The key thing for today is to note the importance of three surveys that need to be completed when students enroll in your school. • Should collect this for each student each year.

12. Homeless Definition • A student who lacks a fixed, regular and adequate nighttime residence and whose primary nighttime residence is one of the following: • 01 - shelters, transitional housing, awaiting foster care, • 02 - doubled up (living with another family due to economic reasons), • 03 - unsheltered (cars, parks, campgrounds, temporary trailer, abandoned building), • 04 - hotels/motels

13. Homeless Student Classification (H) • The homeless (H) student classification is • Yes for homeless students (as defined above) • No for other students. • The homeless student classification (H) is the core homeless indicator and must be coded as Y for all homeless students. • Once a student is identified as homeless, • the homeless flag remains Yes for the entire school year • the primary nighttime residence code (01-04) remains what it was at the initial homeless identification. • The student is eligible for homeless services for the entire school year regardless of whether the student obtains a fixed, regular adequate nighttime residence later in the school year.

14. 2010-11: New Homeless Codes • All homeless students must have one of the four primary nighttime residence codes (01-04 listed above). • Homeless Served with McKinney-Vento Funds • Yes for homeless students served by McKinney-Vento subgrants or McKinney-Vento ARRA carryover funds; otherwise No or Null • Homeless Unaccompanied Youth • Yes for homeless students who are not living with a parent or guardian; otherwise No or Null

15. Entering Homeless Data in STAR Student • The homeless student classification is entered on the Special Programs screen in most SIS packages. • Homeless primary nighttime residence, homeless served by McKinney-Vento and homeless unaccompanied youth are entered on the Auxiliary screen in most SIS packages.

17. Homeless Survey

18. Migrant Students in EIS •  A student must be certified as migrant by the state through the granting of a Certificate of Eligibility (COE). • The migrant student list for your district that appears in EIS is vetted by (TOPS) Tennessee Opportunity Programs. • Districts cannot change the migrant data that appears in EIS. • Districts check their migrant student data in EIS and inform TOPS of any discrepancies. •  Select District / Research Queries / Migrant Student List / Go.

19. Migrant Student Definition • A child between the ages of 3 and 21who has not graduated from high school or does not hold a high school equivalency certificate and • the child is a migratory agricultural worker, dairy worker or migrant fisher or has a parent, spouse, or guardian who is a migrant agricultural worker, dairy worker or migratory fisher and • the child has moved within the preceding 36 months in order to obtain or to accompany (or join) a parent, spouse, or guardian to obtain temporary or seasonal employment in qualifying agricultural, dairy or fishing work and • such move was made out of economic necessity

21. School Responsibilities for Identifying Migrant Students • Complete the Migrant Survey for all new students to be sure a student who is eligible receives services. TOPS may not identify all students eligible for migrant services. • If a student is eligible (answers yes to question 1 or 2), then school or LEA calls contact at bottom of form to notify TOPS. • Code student as Migrant in SSMS/Special Programs Table so you can pull those students from STAR for reporting especially in Pre-K. • Notify Federal Projects Director (or their designee) of a migrant student’s withdrawal from your school so they can submit the ISR for that student to TOPS within four days of withdrawal.

22. English as A Second Language (ESL) • The primary function is to have all students complete the home language survey on the enrollment form and if a student answers any of the questions with a language other than English then you are to code that student as an N – (Non English Language Background) in SSMS and notify the Federal Projects Director or ESL teacher assigned to your school so that student can be tested.

23. ESL and Native Language • Once that student is tested and a determination is made to provide services or not, the ESL teacher will direct the SSMS user to code the appropriate ESL code for that student. Do make sure that if a student is a Non English Language background or other ESL code then make sure the native language for that student is something other than English. Not specifying a native language for an ESL student is the same as coding their native language as English.

24. Home Language Survey

25. Attendance and Funding • Two components that greatly affect funding for the school district is related to two terms called ADM (Average Daily Membership) and ADA (Average Daily Attendance). • ADM has to do with how many students you have enrolled in your school in a specific time period. • ADA has to do with how many students you have present in school for that given time period.

26. Definition of ADM – Example: • Scheduled for 20 days X 390 minutes / Standard Day of 390 minutes / 20 Report Period Days 20 X 390 / 390 / 20 = 1.000 • Scheduled for 18 days X 360 minutes / Standard Day of 390 minutes / 20 Report Period Days 18 X 360 / 390 / 20 = .8308

27. Attendance Funding WebsiteAcademic Average Daily Membership

28. BEP Funding Funding Periods used in the BEP calculation; • Month 2 = Weight of 12.5% • Month 3 = Weight of 17.5% • Month 6 = Weight of 35% • Month 7 = Weight of 35% The resulting figure from the sums above is the ADM Figure used for BEP Funding.

29. Average Daily Attendance • Days-Present—For state reporting requirements, full-time students that are present for half of the state minimum school day of 6 1/2 hours should be counted present, regardless of the amount of time over 6 ½ hours school may be in session. • Part-time students must be present for half of the time for which they are scheduled to be counted present for the day. • Kindergarten students are considered present after attending 2 hours of the instructional day.

30. Attendance Funding WebsiteAcademic Average Daily Attendance

31. Weighted Full-Time Equivalent ADA (WFTEADA) • TCA 49-3-315 (4) – “as early as possible before the close of the current school year, the county superintendent of schools shall certify to the county trustee the correct WFTEADA for the entire current school year.” • These figures are to be used for the apportionment of local county school funds as required by TCA 49-3-315 (5). This is how local funds (sales tax, property tax, etc.)are divided among county, city, and special school districts.

32. WFTEADA Weights • Grades K-3 = 1.287 • Grade 4 = 1.218 • Grade 5-6 = 1.037 • Grade 7-8 = 1.137 • Grade 9 = 1.261 • Grade 10-12 = 1.371 • Grade N = .030

33. WFTEADA Weights – Vocational • Ag 10 = 1.679 • Ag 12 = 2.027 • Family & Consumer Science Ed. = 1.634 • Family & Consumer Science Occ. Ed. = 1.634 • Health Science Ed. = 1.634 • Trade & Industrial = 1.911 • TEE = 1.339 • BT = 1.580 • ME = 1.580 • Contextual Academics = 1.580 • Other Vocational programs = 1.580

34. Achievement Tests and Grading • TCA 49-1-617. Development of policy by which student scores on achievement tests comprise percentage of final grade in certain subjects in grades three through eight. • Each local board of education shall develop a policy by which student scores on the Tennessee comprehensive assessment program's grades three through eight (3-8) achievement tests shall comprise a percentage of the student's final grade for the spring semester in the subject areas of mathematics, reading/language arts, science and social studies. The percentage shall be determined by the local board from a range of no less than fifteen percent (15%) and no more than twenty-five percent (25%). The policy shall utilize performance levels determined by the state board of education and be developed and implemented for the spring semester of 2011. • Acts 2010, ch. 1127, § 1.

35. What does that mean for 2011-12? • The state shared with directors in December of 2010 that until the new testing window provided by this same law took effect (in effect for FY2011-12) it would be unlikely they would have the testing data back in a timely fashion for the Spring of 2011. • Districts are expected to have policy in place prior to April 2012 testing window. • It has been discussed that the percentage will comprise 15% of the student’s second semester (Spring) average in grades 3-8 and affect the subject areas of math, reading/language arts, science and social studies. • With that information, the following will apply for school staff members to calculate a student’s final grade in grades 3 through 8

36. With that information, the following will apply for school staff members to calculate a student’s final grade in grades 3 through 8. • The Marking Period table in STAR Student will reintroduce the S1 (Fall or Semester 1)and S2 (Spring or Semester 2) marking periods. • We will also add a new marking period called TS for TCAP Score. • The grades will be calculated for S1 and S2. Teachers will not have to do this calculation. • S1 and S2 marking periods will comprise the final grade for grades 3-8 in the five subject areas listed in TCA 49-1-617.

37. Entering the TCAP scores in the TS marking period may be assigned the following ways: • The post grade routine in STAR and the Testing Coordinator for that school enter the scores by class. • Allow teachers access to the TS marking period in portal and once provided the subject area scores for their class, enter this value for each student they teach. • Import routine being piloted by the state in certain districts. • Will need to work with Mrs. Boles to ensure that any testing data coming back from the state matches up to the scenario we choose as a district to implement. • Will meet next April after the testing window closes to develop and demonstrate best practices for TCAP and final grade calculations.

38. Questions and Feedback on Grade Calculations • Will the raw scores come back by student and grouped by homeroom or by subject area teacher? • Do you calculate the final grades based on S1 and S2 in all classes and grades in your school? • Order of calculations? • 1 – S2 Calculation with TCAP Score for TCAP courses only • 2 – FG Numeric Average for all classes • 3 - FG Numeric Averages for TCAP courses only. • 4 - Letter Grades for Art, Music, PE, Writing, etc. • Will Language Arts and Reading be separate courses and test scores? Any problems with that for some schools in 6th through 8th grade?

41. Community Safe

42. 2011-2012 changes • Will work with schools to maintain up to date information for making calls to people who should be getting them. • If we don’t do keep up to date records, then the service will bring more harm than it will bring good. • To accomplish this we will be doing test calls by school to allow schools time prior to the inclement weather season to update their contact information. This will occur sometime in October.

43. Where is this data in SSMS?

44. Why did the district not use the daytime number for early release this past year? • Errors in daytime list were significant enough that using it would have been unreliable. • May reintroduce if the night time list improves and we can do a test call for the daytime number and determine it is more accurate.

45. Multiple numbers • Prefer not to add additional numbers if at all possible. • Two options • Use service such as one provided by WJHL for mobile alerts to school closings. • Can be added to separate miscellaneous list by emailing District Network Administrator or Technology Coordinator if necessary.