Maximizing Data Accuracy for English Language Learner and Migrant Students

1. English Language Learner and Migrant Data RequirementsAttendance ConferenceTennessee Department of EducationApril 2010 Jan Lanier, ESL Coordinator, Federal Programs (jan.lanier@tn.gov) Trish Kelly, Director, Data and Research, Federal Programs (trish.kelly@tn.gov)

2. Data Drives Federal Compliance with No Child Left Behind • Data drives funding – failure to identify key student characteristics reduces funding • TN is required to report student and teacher counts to USDOE (October 1, school year, testing period) • TN is monitored on the accuracy of its counts • TN is evaluated and published on federal websites and quoted in research in relation to these data

3. The System Rests on You • Data entry is the foundation of the entire system. • Identify Immigrant and ELL status at enrollment. • For the October 1 count, check your data several times (month before, two weeks before, week before, day before). • Verify enrollment data throughout the year to insure accuracy of school year and testing period counts.

4. What’s EIS? Why use it? • Education Information System (EIS) http://www.state.tn.us/education/eis • TNDOE’s operational database (districts, schools, teachers and students) • District transmit data to EIS via their student information systems • TNDOE and LEA staff access EIS by login • Contact your district’s EIS contact for a login.

5. Child count • ELL • The ELL child count is used for BEP 2.0 funding purposes. It includes T1 and T2 for BEP. • October 1 is the pull date • Official verification occurs in mid-October • The ELL portion of the child count is used for the district allocation of Title III funds. • Private School ELL Count • The private school ELL count is entered in the Private School Survey on CREP website. • The Private School Survey is open January-February each year..

6. Problems to Date • English was sometimes entered for the native language for ELLs and NELBS • Undercounts – 42 LEAs identified fewer than 10 English Language Learners (Ls) for 2009-10 (as of mid-March) • Undercounts – only ~12,900 students were identified as immigrants for 2009-2010 (as of mid-March 2010)

7. How to Verify your ELL Count • You should go into EIS prior to October 1 and verify your count. • From the EIS Home Page, go to EIS Production • Enter your login on the Login Authorization Page • Enter EIS district tab. • Use school year 2009 in the October 1 count for 2009-10. • Enter District No. • Click Go. • Select Research Queries (bottom left on screen). • Choose English Language Learners from the list. • Using the ELL Code drop down box, choose the correct codes (ELL, T1 and T2). • Click go. • Review data or choose delimited file to download data.

8. EIS Home Page

9. EIS Production

10. Login Authorization

11. District / Research Query

12. English Language Learners

13. ELL Status based on English Language Background • EIS includes English language background codes for all students including Native English speakers. • Choose Any or one of the following: • English Language Learner (ELL or L) • Transition Year 1 (T1 or 1) • Transition Year 2 (T2 or 2) • Non-English Language Background (NELB or N) • Completed ESL in High School (G) • Native English Speaker (E or EN) • New codes for SY 2010-11: • Former ELL Student (F) • Waived ELL Services (W)

14. EIS Data Dictionary, Appendix EEnglish Language Background • L - “English Language Learner (ELL)” --- Students whose first language is not English and who qualify for the services of an English as a Second Language “ESL” teacher. • N - “Non-English Language Background (NELB)” -- - Students whose first language is not English, and DO NOT qualify for the services of an ESL teacher. • E -“English Native” – A student whose primary or native language is English. • 1 - Transitional 1 the first year after scoring fluent in English. • 2 - Transitional 2 the first year after scoring fluent in English. • G -A student who was an L, 1, or 2 in grades 9, 10, or 11 is a “G” in all years after completion of “2” status. Note: If the student’s current status is L, 1, or 2, DO NOT use the “G” code. This code will only be used for graduation rate purposes. It is not a federally recognized ELL code and is not tied to ELL funding.

15. To download data, select Delimited File.

16. L, 1,2, N, G – Native Language is NOT English

17. E (EN) – Native Language is English

18. Immigrant Grant • Qualified districts will be invited to apply • Immigrant count is pulled with Child Count • Immigrants are NOT born in the US (including the District of Columbia and Puerto Rico) • Date First Enrolled - required for federal reporting • Country of Birth – required for Title III monitoring (can NEVER be US for immigrants). • Verify count in EIS using the Immigrant District Research • Select Yes to produce a list of immigrant students

19. Immigrant Research Query

20. Immigrant = Yes Query Results

21. Lists required • ELL • Transition I and Transition II • Non English Language Background (NELB) • Immigrant • Students who were eligible, but not exited with reasons

22. Teacher Data • Go to the district tab • Select Research Queries • Select Staff Current Assignment • From drop down box, select EL • Choose delimited file

23. Staff Current Assignment Research Query

24. ESL Teacher Assignment Code = EL

25. Professional Development • LEA Title III Coordinator completes Title III Professional Development Survey annually • 2009-10 survey to be completed in Survey Monkey • 2009-10 survey deadline May 3, 2010 • Is divided into topics • Needs number of participants

26. Title III PD Survey

27. Data Warehouse ELL Reports • Three ELLreports are available for districts on the Data Warehouse Portal. • Each district has two staff persons with Data Warehouse logins to: • https://edu.warehouse.state.tn.us/portal/page/portal • Select Federal Programs Reports to access: • AMAO 1 • AMAO 2 • ELP (ELDA) Composite Level Score by Time in ESL

28. Data Warehouse Portal Login

29. Go to Federal Programs Reports

30. AMAO 1, AMAO 2, ELP Composite: District Reports

31. AMAO 1 School Report

32. AMAO 2 Student Report:Subtest and Composite Scores

33. ELP (ELDA) Score by Time in ESL

34. Accessing School and Student Reports • Select HTML Portlet • Select Yes to run the district report. • Otherwise select No. • Click on the school or student report. • Select Yes when the dialog box appears. • To export the data, select File / Export /Next. • Enter a filename and select Next. • Select school year from the drop down box. • Enter Next / Finish. • The export complete dialog box appears.

35. Select HTMPL Portlet

36. District, School and Student Reports

37. Select File / Export

38. Select Next

39. Enter a File Name & Select Next

40. Select School Year from Drop Down Box

41. Select Next / Finish. The export complete dialog box appears.

42. Migrant Data Collection • EIS • ISR Forms • September Confirmations • Encrypted Files

43. 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.

44. 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

45. Migrant Research Query

46. Qualifying Arrival Date (QAD) • EIS lists a Qualifying Arrival Date (QAD) on the right side of the screen. • Students with QADs from any year appear in the list. • Students exhaust eligibility 36 months from the QAD. (If eligibility ends mid-term, the student remains eligible until the end of the term.) • Students who are eligible for migrant services in: • SY 2009-10 have QADs of 9/1/2006 or later. • SY 2010-11 have QADs of 9/1/2007 or later. • Export data to Excel. • Sort exported data by QAD to identify students who are eligible for migrant services.

47. Migrant Research Query Results

48. ISR Form • Individual Student Record (ISR) • Information used to populate the federal Migrant Information Exchange data base (MSIX). • Collection is authorized under sections 1301-1309 of Part C of Title I of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind (NCLB) Act.

49. Submission of ISR Form • At the end of the school year for who were in your district the last day of school • Within 4 days of withdrawal during the school year upon request of a receiving school

50. Handling Data Securely • Protect student/teacher identity. • Always Password protect files. • Use TNDOE’s secure server to exchange student level data with TOPs. • Student and teacher data should not be saved on laptops, hard drives, thumb drives and other portable devices. • Delete data (including Recycling/Trash ) or move to a network folder or another secure site. • Logoff your computer when you leave your desk. • Do not share login information with anyone.