Consolidated Planning & Monitoring (CPM) 2016-17 Data Review Webinar March 20, 2017

1. Consolidated Planning & Monitoring (CPM) 2016-17 Data Review WebinarMarch 20, 2017 3-17-17

2. Consolidated Planning & Monitor Contacts • Trish Kelly (Trish.Kelly@tn.gov) Data Steward • Jonathan Bolding (Jonathan.Bolding@tn.gov) Foster Care, Neglected & Delinquent • Rita Fentress (Rita.Fentress@tn.gov) School Improvement • Jan Lanier (Jan.Lanier@tn.gov) EL, Immigrant, Migrant • Alyson Lerma (Alyson.Lerma@tn.gov) Economically Disadvantaged • Brinn Obermiller (Brinn.Obermiller@tn.gov) Family Engagement, Renee Palakovic (Renee.Palakovic@tn.gov) Title I • Justin Singleton (Justin.Singleton@tn.gov) Homeless, Runaway • Linda Stachera (Linda.Stachera@tn.gov) ePlan, Military-Related • Keith Woodruff (Keith.Woodruff@tn.gov) Equitable Services

3. CPM 2016-17 Data Review • CPM Data Review for 2016-17 • Data downloaded from Tennessee Department of Education’s (TDOE) EIS database for • English learners and ESL teachers • Homeless • Immigrants • Migrants • Economically Disadvantaged • Foster Care • Runaway • Military-Related • Title I K-12, Title I K-12 Targeted Assistance Instructional & Support Services, Title I Pre-K

4. Review Your Data in ePlan • Log into ePlan • Go to the 2017 LEA Document Library’s CPM Data / LEA Data Review / March folder. • Instructions and Data are provided in separate Word files • Instructions • District Data • Separate tables for each program • Notes below each table include data sources, “as of” dates and directions for EIS research queries. • School Data (1 – 3 tables depending on Title I programs in your district.) • Review your data. • Upload revisions (if needed) to EIS.

5. Accessing the Data in ePlan • The instructions and data and are available for review and download in the 2017 LEA Document Library under “CPM Data.”

6. Students Whose First Language Is Not English ( L, W, 1, 2, 3,4,F N) • Check accuracy and completeness • Upload revisions if • Counts are incorrect • Primary language was not submitted for a substantial number of students whose first language is not English

7. English Language Background (ELB) Classifications • English Language Background classification: • 2016-17: L, W, N, E, 1, 2, 3, 4, F • For English learners and non-English background students, English language background cannot be English. • If you do not enter an English language background, most SIS packages will automatically enter English.

8. State (BEP) and Federal Reporting • The following four classifications are most important: • English Learner (L) – first language is not English and qualifies for direct ESL services • Waived Direct ESL services (W) – An EL student who declined direct ESL services in order to receive ESL services in a regular classroom • Transitional Year 1 (T1 or 1) – first transition year from ESL • Transitional Year 2 (T2 or 2) – second transition year from ESL

9. 2016-17 Changes in ELB Classifications • Added to the Collection: • Transitional Year 3 (T3 or 3) - third transition year from ESL • Transitional Year 4 (T4 or 4) - fourth transition year from ESL • Definition Revised: • Former EL Student (F) – former EL status attained upon completion of the fourth transitional year.

10. Other ELB Classifications • Non-English Language Background (NELB or N) - first language is not English and the student NEVER qualified for ESL services. • NELBs are screened for English language proficiency because a language other than English appears on the Home Language Survey (HLS).) • English Native (E) – native English speaker • For more: See the CPM Data Manual and the EIS Data Dictionary’s Appendix, E, English Language Background (ELB).

11. ESL Teachers • Teachers with the EL assignment code in EIS. • Each teacher is counted once per district. • ESL teacher data are required for Title III reporting. • Use the Staff Current Assignments Research Query to check your data.

12. Homeless Data

13. Homeless Student Classification (H) • Homeless students lack a fixed, regular and adequate nighttime residence. • Homeless Student Classification (H) • Yes (Y) for all homeless students • Used by Accountability, Assessment Logistics, Finance, and other teams to identify homeless students • Economically Disadvantaged (ED) Subgroup • Homeless students are part of the ED subgroup. • Enter the J-Direct Certification of Economic Disadvantage student classification IN ADDITION to the H-Homeless student classification.

14. Homeless Data Discrepancy • The number of students with the H-Homeless student classification must equal the number of students with a homeless primary nighttime residence. • Yet, statewide there is a discrepancy of 1,100 students • 13,128 with the H-Homeless student classification • 14,263 with a homeless primary nighttime residence • Check your data and upload revisions where necessary to SIS/EIS.

15. Homeless Status Applies to the School Year • Homeless students are eligible for services for the entire school year • Once a student is identified as homeless, the homeless student classification (H) is Y • not only in the current enrollment • but also all future enrollments during the school year

16. When Homeless Students Transfer • Since student classifications are tied to enrollments, when homeless students transfer during the school year, • Receiving schools/districts • Use the homeless student classification (H) to identify students as homeless during in the new enrollment. • Use the enrollment begin date as the homeless student classification (H) begin date. • Departing schools/districts use the enrollment withdrawal date as the homeless student classification (H) end date. • Communication between homeless liaisons and records staff in departing/receiving schools/districts will facilitate this process.

17. Homeless Primary Nighttime Residence • Primary nighttime residence codes: • 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 • All homeless students must have one of the four homeless primary nighttime residence codes. • 00 is not a primary nighttime residence code.

18. Homeless Served by McKinney-Vento Funds • Only districts that receive McKinney-Vento subgrants identify students as McKinney-Vento served • Yes for homeless students served by McKinney-Vento subgrants; otherwise No or Null; • Data collected in EIS. • New pending federal requirements increase focus on the number of preschool children served with McKinney-Vento subgrants

19. Homeless Unaccompanied Youth • Yes for homeless students who are not living with a parent or guardian; • Otherwise No or Null

20. Entering Homeless Data in Your SIS • The homeless student classification might be entered on a different screen in your SIS package than the one used for homeless primary nighttime residence, homeless served by McKinney-Vento subgrants and homeless unaccompanied youth fields. • Check with your vendor on the location of the homeless data entry screens. • The homeless classification uploads to EIS on a different extract (Extract 44) than the other homeless fields (Extract 41).

21. Immigrant Data • The immigrant flag is Yes for students who were NOT born in • one of the fifty US states, • the District of Columbia or • Puerto Rico.

22. Immigrant Data for Federal Reporting • Date First Entered US School • Required for federal reporting • Identifies students who have been in a US school for three or fewer years (date first enrolled in US school >= June 1, 2014) • Upload revisions for missing data • Country of Birth • Required for Title III Monitoring • Can NEVER be US for an immigrant student • Upload revisions for no country of birth or US as country of birth

23. Migrant: Qualifying Arrival Date and COE • Conexion Americas, acting on behalf of the department, uses a qualifying arrival date (QAD) to certify students as migrant by granting a Certificate of Eligibility (COE). • The QAD determines migrant status. • Student exhaust eligibility for migrant services 36 months from the QAD (although services continue through the completion of the term). • Only students with a QAD of 9/2/2013 or later qualify as migrant in 2016-17. • Conexion Americas enters data for eligible migrant students in the TNMigrant website and uses the website to exchange documents securely with districts.

24. Migrant Data: TNMigrant, SIS and EIS • In 2016-17, the department is reviving the migrant student classification (I). • To identify students who should be flagged as I-Migrant in SIS/EIS, login to the TN Migrant at http://tn.msedd.com • Review the Migrant Student List Excel files posted monthly (as of March) in your district’s folder. • The files include all eligible migrant students enrolled in your district any time during the 2016-17 school year. • Enter the migrant (I) student classification in your SIS for each student listed in the file. • The migrant student classification (I) will upload to EIS from your SIS. • If you do not see a Migrant Student List in your TNMigrant folder, no migrant students are enrolled in your district.

25. Migrant Data: CPM March Data Review • The migrant table provides a count of migrant students enrolled in your district any time during the 2016-17 school year (as of 2/10/2017). • Students included in the count are listed in the Migrant_Student_List_March_March_2017 file on the TNMigrant website (posted by Monday, March 20.) • Enter the migrant student classification (I) for these students in your SIS. • To confirm that your data uploaded to EIS, use the Student Classification Research Query and select Migrant (I).

26. Economically Disadvantaged (ED) • For Accountabilityand BEP Funding purposes, the Economically Disadvantaged (ED) subgroup includes students eligible for free meals due to • direct certification of economic disadvantage (J) as participants in federal/state income/nutrition programs (e.g., TANF, SNAP) • or due to • categorical eligibility through their status as homeless (H), migrant (I), runaway (U) and foster care students. • Homeless, migrant and runaway students should be coded with the J- Direct Cert student classification AND H-Homeless, I-Migrant and U-Runaway student classifications, respectively.

27. Foster Care • Definition • Children placed away from their parents or guardians by the Department of Children’s Services (DCS) • In foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions and pre-adoptive institutions and other settings.  • Identification • LEAs identify foster care students from the list provided each month by School Nutrition (from DCS). • Student Classification • 2016-17: J-Direct Certification of Economic Disadvantage • 2017-18: A new foster care student classification AND J-Direct Cert

28. Runaway (U) • Definition • A youth under the age of 18 who leaves his/her home/legal residence without the permission of a parent or guardian. • Student Classification • Use the U-Runaway student classification to identify runaway students. • Economically Disadvantaged (ED) Subgroup • Runaway students are part of the ED subgroup. • Enter the J-Direct Certification of Economic Disadvantage student classification IN ADDITION to the U-Runaway student classification.

29. Military-Related • There are three military-related student classifications • 4-Active Duty Military • 5-National Guard Military • 6- Reserve Military Dependent • Enter as many as apply for each student.

30. Title I K-12 • Use the Title I (T) Student Classification to identify Title I students in Title I SW and Title I TA schools. • The Title I and enrollment totals in the Title I K-12 Table in ePlanare limited to grades K-12 for each school. • The example below applies to K-12 schools.

31. Title I K-12 • Title I Schoolwide School • All students in grades K-12 are Title I (T) • Title I Targeted Assistance School • Students who receive Title I Targeted Assistance instructional or support services are Title I (T) • Non-Title I School • No students are Title I (T) • No Grade Reported • Insure that grade is reported to EIS for all students • Students whose grade is missing will not be included in EIS queries and reporting that require grade

32. Title I Targeted Assistance (TA): K-12 Data • Students who received Title I instructional and support services in Title I Targeted Assistance schools.

33. Title I TA Instructional Services • Yes (Y) for each instructional service received by Title I students in Title I Targeted Assistance (TA) schools: • 01-Math • 02-RLA • 03-Science • 04-Social Studies • 05-Vocational • 06-Other • No (N) otherwise

34. Title I TA Support Services • Yes (Y) for each support service received by Title I students in Title I Targeted Assistance (TA) schools: • 01-Health • 02-Dental • 03-Eye Care • 04-Guidance • 05-Advocacy • 06-Other • No (N) otherwise

35. Title I TA: Discrepancies • Only 7 of 17 Title I Targeted Assistance (TA) schools have submitted Title I TA instructional and support service data to EIS for 2016-17. • Some schools erroneously submitted Title I TA instructional and support service data for 2016-17 • Check your data and upload revisions to EIS if needed.

36. Title I Pre-K • Pre-K students enrolled in schools on the Title I Pre-K School List are Title I (T)students. • The Title I Pre-K School List is based on Title I Pre-K programs that LEAs identify as Title I SchoolwidePre-K and Title I Targeted Assistance Pre-K in ePlan

37. Title I Pre-K: Status and Funding • School-Wide • Pre-K students enrolled in Title I funded preschool programsin Title I Schoolwideschools are Title I students. • Targeted Assistance • Pre-K students enrolled in Title I Targeted Assistance funded preschool programsand supported by Title I Targeted Assistance funds are Title I students. • Non-Title I • Pre-K students enrolled in state/local funded preschool programs are not Title I students.

38. Title I Pre-K: Additional Information • For more information on the determination of Title I Pre-K programs, • Consult with TDOE’s Title I Coordinator and • See Title I guidance from the US Department of Education.

39. Checking Your Data in EIS • Introduce yourself to your district’s EIS Contact and meet regularly with him/her to review your data. • If your district permits program staff to access EIS, request a login. • Use the EIS Research Queries to compare the data in EIS with the data in your SIS. • Discrepancies might be due to processing errors. • EIS Contacts should check for block approval, dynamic and extract file errors. • For assistance, contact the EIS Help Desk • (800) 495-4154 or (615) 532-6215 • eis.help@tn.gov

40. Running Queries in EIS • Log into EIS production as a district or school user. • Select the Research Queries option. • Choose a research query (.e.g., Homeless Student List). • Enter year as the “fall” part of the school year. • Use 2016 for 2016-17 • In the School box, select All Schools for a district report • Choose other filters (e.g., grade, gender, race-ethnicity). • Select View Report (right side of the page). • To download the data to csv or Excel format, select the file icon (to the right of Find | Next).

41. Other Topics in the CPM Data Manual • Other topics discussed in the CPM Data Manual include • Data Collection and Use • Students with Disabilities • Race-Ethnicity • Names and Registration Practices • Handling Data Securely • Duplicates in Excel • SSMS Regional User Group Lead Districts

42. Questions