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Spring 2011

2011 Academic Support Data Training Session Massachusetts Department of Elementary and Secondary Education. Spring 2011. Questions on Data Collection. Which students are eligible? What type of data is collected? How can programs use and improve data collected?

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Spring 2011

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  1. 2011 Academic Support Data Training SessionMassachusetts Department of Elementary and Secondary Education Spring 2011

  2. Questions on Data Collection • Which students are eligible? • What type of data is collected? • How can programs use and improve data collected? • How does the ESE use the data?

  3. Questions on Data Submission • When are submission timelines and due dates? • How to enter data in the ESE’s secure website? (the “security portal”) • via online application OR • via uploading of data template

  4. Which Students Are Eligible (FY11)? ELIGIBLE CLASSES: • FC632/625 - Classes ‘03-’14 [‘15- summer only] (Grades 8-NG03) <240 ELA/MTH, < 220 SCI ’10-’15 ; < 220 ELA/MTH ’03-’09 • FC596/597- Classes 2003-2012 (Grades 11 - NG03) <220 ELA and/or Math only • FC598/593-Classes 2003-2012 (Grades 11- NG03) <220 ELA and/or Math only • FC619/592- Classes 2013-2015 (Grades 8-10) <240 ELA/MTH, < 220 SCI

  5. Data Collection

  6. What Type of Data is Collected? • SASID (State Assigned Student Identification Number) • Student Name, Grade, School • Grant Code (School Year / Summer) Allocation Grants • 632/625/625-B– Districts/Approved SPED Schools Competitive Grants • 596/597 – Work and Learning Programs • 598/593 – Higher Ed. Institutions/Partners • 619/592 – Collaborative Partnerships for Student Success (CPSS)

  7. What Type of Data is Collected? • Project (e.g., ELA3D – HS English during day)

  8. What Type of Data is Collected? • Instructional Model (Teacher:Student) • 1:1 (Individual)[A] • 1:2-5 (Smallest Group)[B] • 1:6-10 (Small Group)[C] • Other[D] • Pre/Post MCAS Scores(Note: Entered by Department)

  9. What Type of Data is Collected? • Number of hours served • Entered by session in which the student participated. Session dates are divided by the MCAS test for which the students could be prepared. • Students served in 8th-10th grades should have their hours entered by the corresponding months served.

  10. What Type of Data is Collected?

  11. What Type of Data is Collected? • Student Status • Completed Program[CP] • Withdrew[WD] • Enrolled, but did not attend[EN] • Participated until receipt of 220+ score[PAS] • DEFAULT = Not being served in this project[NBS]

  12. How to Improve Data Collection? • Appoint central person to plan collection and input data into security portal. • Have central data person meet with program instructors before and after program. • Start entering data into security portal application or Uploaded template at least two weeks before due date.

  13. How to Use Data? • Inform narrative evaluations and future proposals. • Use lessons learned to improve your program. • Build support for your program (e.g., present data to school board or to other potential funders).

  14. How Does ESE Use Academic Support Data? • Included in reports for legislature and Board of Ed. • Considered when shaping program policies and determining funding amounts for grant programs and individual grants. • Viewed as a reflection of program effectiveness. • Informs Technical Assistance provided to grantees.

  15. Data Submission

  16. When are the Data Submission Timelines and Due Dates? School Year(Programs operating Sept. ‘10 - June ‘11) July 29, 2011- Due Date for Data Submission (& Narrative Evaluations) Summer (Programs operating July - Aug. ‘11) Sept. 30, 2011 - Due Date for Data Submission (& Narrative Evaluations)

  17. How to Submit Data? • Using online application to enter data OR • Using downloaded data template to upload data

  18. “Should I choose option A ??” (Using the Online Application to Enter Data) We encourage most grantees to use this option, as it is more user-friendly than Option B.

  19. How to Submit Data? FIRST STEP Entering the ESE’s Security Portal and accessing the Academic Support Data Submission Section.

  20. DIRECT LINK TO SECURITY PORTAL WEBSITE: https://www4.doemass.org

  21. How to Submit Data? SECOND STEPOPTION A:Using the Online Application to Enter Data

  22. FOR DISTRICT GRANTEES: The Academic Support data in the security portal will be pre-populatedwith eligible students from your district.

  23. Enrolled students must be entered by SASID for: • Non-District Grantees (Community Colleges, Collaboratives, School-to Career Partnerships, etc. ) • Students who recently transferred (new) to your district • Students who have never taken an MCAS exam • Students who are no longer enrolled in high school (NGs)

  24. 1xxxxxxxxx 1xxxxxxxxx

  25. How to Submit Data? SECOND STEPOPTION B:Using the Downloaded Data Template to Upload Data

  26. “Should I choose option B ??” (Using the Downloaded Data Template to Upload Data) Consider this option if you are a large district with an existing student tracking system that you canadapt appropriately.

  27. (Non-district grantees will only see the first line of this page.)

  28. 2011 Note: If using using internet explorer, change “save as type” to all files and add “.csv” to end of file name.

  29. HRS_SERVICE_1 = Fall • HRS_SERVICE_2 = Winter • HRS_SERVICE_3 = Spring • HRS_SERVICE_4 = Summer

  30. Important Points to Remember • Enter data on all that were served. Do not enter anything on those not served. • You may add a student by typing in all data elements for that student. • Be sure to use the correct codes for project, instructional model, and status (e.g. ELA3D = English HS During Day, “A” = 1:1 instructional model, “CP” = Completed Program). • NG students have 00000000 as a school code.

  31. 2011_ Note: Make sure that you save the file with the changes as .csv – this is the only format that the upload method will accept.

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