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EL Data Collections 2019-20: Dates, Submission, and Resources

This document provides important dates and instructions for the 2019-20 EL Data Collections. It includes information on how to access the application, web submission options, required fields, and updates for the current school year.

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EL Data Collections 2019-20: Dates, Submission, and Resources

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  1. Data Collections in 2019-20EL Coordinators – September 26, 2019

  2. Dates for the Calendar • 2019-20 Fall EL Data Collection • Opens 10/17/19 – 1 pm • Closes 12/2/19 – 11:59 pm • No Validation/Review Window • 2019-20 Spring EL Data Collection • Opens 4/16/2020 • Closes 5/29/2020 • Review window 6/11/20 – 6/22/2020 • Critical Validation data will be sent to districts

  3. Where do I go? • ODE District Secure web page • https://district.ode.state.or.us • Sign in to your applications • Choose Consolidated Collections • ESEA – Title III English Learners – Fall • What if I don’t see this application? • Contact your district security administrator for permission • You can find your district security administrator on the ODE District web page – link to list is located on the right hand side of the page

  4. Web Submission • Districts have the option of uploading the data directly to ODE using the CSV template, or submitting via web submission. • If you are new to submitting this data, please gather the necessary information for the collection and contact Kim Miller (kim.a.miller@ode.state.or.us) to arrange a time for her to provide assistance.

  5. Web Submission Screen

  6. Required EL Collection Fields • EL Record Type • Program Model 1 • Program Model 2 • Program Model 3 (not required) • Proficiency Test Name Code – • 06 ELPA summative – if you intend to administer this assessment to the student this school year – choose this test code • 01, 02, 03, 04, or 07 for students not eligible to receive services (3-H) or identified as an EL in the 2019-20 school year • 05 – for Potential EL (2-J) • Composite Scale Proficiency Level - • 00 for ELPA summative –ODE will load the ELPA proficiency levels directly from Student Centered Staging. • 3-H records and identified in 18-19SY, scale is available based on selected Proficiency Test reported. • Blank for 2-J • Proficiency Test Administration Date • Blank for students who will participate in ELPA and Potential ELs • Requiredfor students not eligible to receive services EL Record Type 3-H • Required for identified as an EL in the 2019-20 school year • EL Start Date (required for all record types except 3H and 2J) • EL Exit Date (all students the district has deemed as proficient)

  7. New for 2019-20 • All Fields that previously started with LEP now start with EL • Examples: EL Start Date/EL Record Type • EL Exit Date is required for all 1-C record type codes • This requirement was stated in previous documents but the business rule has been added for 2019-20 • Additional Language – adding in a second language option for ELs in EL Data Collection

  8. Reasons for EL Flags Name Change • Asset based language • Consistent with ESSA language about English learners • More consistent language

  9. Reasons for Additional Language • Having an additional language demonstrates the assets of our ELs. • Please use the language of origin field for the language used to determine to screen the student as an EL. • Use the additional language for any other language the student uses; this could include English.

  10. Proficiency Test Code 07 – ELPA Screener • Requires a score in each of the four language domains • Allowable scores are: blank or score 1-5 • At least one domain must have a score 1-5 • Composite Score Proficiency is blank • This is the only allowable identification screener beginning 8/15/19

  11. New Web Look

  12. Areas to Check Before Uploading to ODE • Language of origin • To fix this error – please check English and ethnic codes – English is only permissible when the ethnic code is American Indian/Alaska Native • EL Start Date Error • In the error code narrative the ODE data system will provide the start date from the ODE data system • Contact Kim Miller for assistance if this

  13. Waived Students • 4-N waived services and the district intends to administer ELPA. • 4-O waived services and not enrolled during the ELPA testing window. • Exiting students with waivers is easy: • Enter an EL Exit Date in the exit date field. • These students are included in all accountability reports as ELs.

  14. Identified as EL in 2019-20 For all students identified as an EL in 2019-20, regardless of service: • Report the identification assessment given. • Report the date the assessment was given. • Report the score(s) the student received. • ELPA Screener – all four language domains are reported • Other screeners (administered prior to 8/15/19) – report the composite score

  15. Exited in 2019-20 • Record the student as exited in 2019-20 on both the Fall and Spring EL Collections. • The Spring EL Collection is used for accountability reports. • Changing the code from exited on the Fall Collection to monitored year 1 on the Spring Collection will result in errors.

  16. Not Eligible Students • Students found ineligible for ELD services on the district’s initial language assessment are coded as a 3-H. • These students are entered into the EL Data Collection the year they are assessed for identification. • Entering these students assists in tracking student language proficiency and mobility. • ODE tracks this information and will contact districts who may not have submitted this data.

  17. Mobility Scenarios – in FAQ document

  18. How can I check that all my records are submitted to ODE? • Production Download. • ODE will send you a secure file of all submitted records. • Production Downloads are located under the Reports section of the Consolidated Collections. • ODE staff strongly recommends getting a Production Download and comparing the data accepted by the ODE data system and the district EL data.

  19. Validation Check Box • After you verify ODE’s records with your records, please click the verification check box on the EL Collection. • This check box is a way of tracking that a district has reviewed their submitted records. • Each year, districts inform ODE staff that the records in their student information system do not match ODE’s records in the EL collection, and that the accountability calculations do not reflect the district records. • By comparing the production download to your records and clicking the verification box will help alleviate this issue.

  20. ODE Fall EL Collection Data Review • ODE will compare the Fall EL Collection to 2nd period ADM. • Districts will receive secure spreadsheets prior to the Spring EL Data collection opening. • These spreadsheets will identify student records that ODE staff have identified for review.

  21. EL/SPED Review • ODE will analyze the fall EL and December 1 - SPED data • Percentage of ELSWD students • Percentage of students by disability codes • Trend data will be reviewed

  22. EL Student History The EL Student History Report includes: • EL start date • EL exit date • Last language of origin • Last EL collection submission • Last EL program models • SIFE flag • Last district submitting to EL data collection • Most recent ELP score(s) and test date • Enhancement – The Wavier Effective Date field has been requested to add to this report.

  23. How do I use it? • You can download a CSV report right away and see information on your students. • The report links to SSID, Assessment, and EL Collection information (as well as the start/exit date override tables).

  24. So how do I get there?

  25. Reports Tab

  26. Reports Scroll across from the collection to the report year to the report.

  27. What will I get? A spreadsheet on the screen with a button.

  28. If you export this file . . . You can search by: • SSID • Last name • First name • Middle name • Date of birth And you will find: • EL start date • EL exit date • Last EL collection • Last ELP date • Last ELP score • Last language of origin • Last district submitting to EL data collection

  29. Documents to Help You • EL file layout • This document lays out all required fields for each student. • CSV Template • This template is available on the EL collection documents for districts who are submitting a data file to ODE. • EL FAQ • This document answers many of the daily questions ODE receives while the collection is open.

  30. New File Format Layout • The EL Data Collection has a new file format layout for the 2019-20 school year. This format is posted here • https://district.ode.state.or.us/search/page/?id=276 • Districts can use this file format to create an excel or CSV file to upload collection information to ODE.

  31. Who do I call? • I can’t see the collection in my applications – contact District Security Administrator • How do I upload a CSV file – contact ODE Helpdesk • How do I know what field to choose in the data collection – contact Kim Miller – data owner

  32. Questions?

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