TBIP Data Entry for the LEP Application

OSPI Webinar Friday May 10, 2013 9:30 – 11:30 am TBIP Data Entry for the LEP Application Paul McCold, Ph.D. paul.mccold@k12.wa.us Migrant, Bilingual and Native Education

Table of Contents Slide# Topic 3 LEP Application Overview 14 Data Entry Manual 18 CEDARS “events” New to program Returning to program 35 Not entering program 46 Transferring students 56 End of year procedures 66 Beginning of year procedures

How is LEP the same as TBIP? Almost all of the same student reports from TBIP exist in LEP, with the same names! Purpose of LEP is the same as TBIP – to serve as the state system for accessing data on bilingual students in Washington

How is LEP different from TBIP? • No district data is input into LEP Data comes from CEDARS for 2012-13 and later Data comes from TBIP for 2011-12 and earlier • LEP does not contain Professional Development data • LEP access is controlled by your District Data Security Manager like any other EDS application

https://eds.ospi.k12.wa.us/

District Student Information System CEDARS Validation Errors 15 Submission Files (data files) CEDARS CEDARS Bilingual data into LEP LEP Application Review Data for Clean-Up in SIS 12

Annual WELPA Annual MSP/HSPE/EOC CEDARS CEDARS Bilingual data into LEP LEP Application 13

TBIP Data Entry Guidance Data Entry Manual is posted on the OSPI Website: http://www.k12.wa.us/MigrantBilingual/BilingualProgram.aspx http://www.k12.wa.us/MigrantBilingual/pubdocs/TBIPDataEntryManual4-18-2013.pdf

TBIP Data Entry Guidance Topics: • Entering TBIP Data in the CEDARS Environment • CEDARS Data Elements for Limited English Proficient Students • Reporting CEDARS Data Elements for LEP Students • New to program • Returning to program • Not entering program • Changing program participation • End of year procedures • Beginning of Year Procedures • Locating CEDARS Submission Exceptions for Bilingual Programs • Understanding CEDARS Submission Exceptions for Bilingual Programs • Alphabetic list of CEDARS Bilingual Programs Exception Errors

Placement Information Element J01 – School Year 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Element J02 – Serving County District Code Element J03 – District Student ID Element J04 – State Student ID (SSID) See TBIP Data Entry Manual pp. 4-7 Element J05 – Location ID Element J06 – Instructional Model Code Element J07 – Program Start Date See 2012-13 CEDARS Data Manual J-File pp. 76-82 Element J08 – Program Exit Date Element J09 – Exit Reason Code Element J13 – Initial WA Placement Test Date Only difference between TBIP and Title III Native Americans Data Elements Element J17 – Program Designation Element J18 – Placement Test Code Element J19 – Grade Level at Placement Element J20 – Placement Test Scale Score Element J21 – Placement Test Level Score Element J22 – Placement Test Date

Limited English Proficient students who qualify for State Transitional Bilingual Instruction Program (TBIP) Native Americans whose native language is English that are academically at-risk who qualify for language support Dual language students who do not qualify for TBIP Native Americans whose native language is English that are academically at-risk who do not qualify for language support Required Data Entries

New to Program Transferring to another school in district Transferring to another school out of district Changing Program Model Changing Parent Waiver status Returning to program after absence Continuing in program from previous school year CEDARS “events” in LEP

New to Program Returning to Program Not Entering Program Changing Status End of Year Procedures Start of Year Procedures Data Entry Scenarios

LEP students who qualify for (TBIP) Native Americans who qualify for language support Dual language students who do not qualify for TBIP Native Americans who do not qualify for language support New to Program Element J17 – Program Designation (required) Valid values of Program Designation are: 1 – State Transitional Bilingual Instructional Program 3 – Native American Student, Title III, English Language Development services

LEP students who qualify for (TBIP) Native Americans who qualify for language support • Complete all J-File data elements except: • Element J08 – Program Exit Date • Element J09 – Exit Reason Code Kindergarten students tested in the spring J07 – Program Start Date as the first day of school in the fall J22 – Placement Test Date is the date in the spring the test was completed. If J06 – Instructional Model Code has not been determined, use “D” (Sheltered Instruction) until the actual model becomes known. Incoming kindergarteners will not have an SSID assigned until fall so cannot be enrolled in CEDARS until then. Keep a spreadsheet of spring test results for entry into your local SIS for importing into CEDARS J-File one the SSID is assigned. New to Program - Qualified

New to Program - Qualified LEP students who qualify for (TBIP) Native Americans who qualify for language support The LEP Application Student Information for New to Program LEP students might look like this:

Dual language students who do not qualify for TBIP Native Americans who do not qualify for language support • Complete all J-File data elements except: • Element J06 – Instructional Model Code Students scoring a Level 4 on the WELPA placement test do not qualify for TBIP services, but must still be entered into CEDARS with the test results. Include all the placement information the same as with qualifying students, except as noted below. New to Program – Nonqualified Make J08 – Program Exit Date and J13 Initial WA Placement Test Date the same as J22 – Placement Test Date. Also, exit the non-qualifying student in J09 – Exit Reason Code using Exit Reason = “O” (Does not qualify).

New to Program - Nonqualified Dual language students who do not qualify for TBIP Native Americans who do not qualify for language support The LEP Application Student Information for Non-qualifying students might look like this:

beginning of school year during school year – out less than a year re-entry placement – out more than a year Returning to Program

Returning to Program beginning of school year during school year – out less than a year re-entry placement – out more than a year • Continue all J-File data elements except enter new values for: • Element J01 – School Year • Element J07 – Program Start Date

beginning of school year during school year – out less than a year re-entry placement – out more than a year Districts are not required to exit continuing students from the previous school year’s record. If a district exits students from enrollment records at the end of the year, then they must enter Element J08 – Program Exit Date and enter J09 – Exit Reason Code = ‘T’- Transfer within district. Either way, students not returning in the fall need to be exited from the previous year’s record with Elements J08 – Program Exit Date and J09 – Exit Reason Code that are consistent with Elements C08 – Date Student Exited from School and C09 – School Withdrawal Code. Returning to Program

beginning of school year The LEP Application Student Information for Returning to Program LEP students might look like this: Returning to Program Or like this:

Returning to Program beginning of school year during school year – out less than a year re-entry placement – out more than a year A student that is absent from TBIP for less than a year has their eligibility continued on the basis of the current placement test. Any changes to instructional model or school should be treated like a transfer within district (CEDARS events). Be certain to exit the student from the previous enrollment using J08 – Program Exit Date and J09 – Exit Reason Code, so the length of time the student is not enrolled in the district can be calculated.

Returning to Program beginning of school year during school year – out less than a year re-entry placement – out more than a year • Continue all J-File data elements except: • Element J08 – Program Exit Date • Element J09 – Program Exit Reason • Element J13 – Initial WA Placement Test Date

Returning to Program beginning of school year during school year – out less than a year re-entry placement – out more than a year The LEP Application Student Information for Returning to Program LEP students might look like this:

Returning to Program beginning of school year during school year – out less than a year re-entry placement – out more than a year Students returning to Washington schools after an absence of more than a year must be re-qualified to be eligible for continued TBIP services. The student must be given a WELPA placement test within 10 days of returning to determine eligibility. Students who score L4 – Does not qualify on the placement test must have this information entered as it would for new students not qualifying, except J13 – Initial WA Placement Test Datewhich should retain the original placement test date. Students who score L1 – L3 have the new placement results into the J-File fields replacing all except the J13 – Initial WA Placement Test Date. WhenJ13 – Initial WA Placement Test Dateis different thanJ22 – Placement Test Date, the “re-entry flag” will be triggered in the LEP Application.

Returning to Program beginning of school year during school year – out less than a year re-entry placement – out more than a year • Enter all the new placement information, except: • J08 – Program Exit Date • J09 – Exit Reason Code • J13 – Initial WA Placement Test Date

Returning to Program re-entry placement – out more than a year The LEP Application Student Information for students Returning to Program LEP after more than a year absence might look like this:

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start Students who do not qualify for TBIP services, or whose parents waive these services must still have student placement information entered into CEDARS.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start Students scoring a Level 4 on the WELPA placement test do not qualify for TBIP services, but must still be entered into CEDARS with the test results. Beginning in school year 2013-2014, Element J06 – Instructional Model Code must be null for students scoring a Level 4 on the WELPA placement test. Use “D” for these student’s during the 2012-13 school year and earlier.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start • Enter all the placement information. Enter the same test date in all 3 of the following: • J08 – Program Exit Date • J13 – Initial WA Placement Test Date the same as • J22 – Placement Test Date. Also, exit the student on J09 – Exit Reason Code using Exit Reason = “O” for does not qualify.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start The LEP Application Student Information for students tested but not qualifying on the placement test might look like this:

Not entering program Tested but Does Not Qualify (on re-entry placement test) The LEP Application Student Information for students returning after a year absence but not qualifying on the re-entry placement test might look like this:

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start Treat Parent Waivers the same as students entering any other Program Model. Waived students are required to take the annual English proficiency assessment so they need to be included in CEDARS as a qualified Limited English Proficient student. Do not count Waived students in the monthly P-223 counts. Students with a parent waiver keep that status from year to year unless the parents explicitly request rescinding the waiver.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start • Complete all J-File data elements except: • Element J08 – Program Exit Date • Element J09 – Exit Reason Code J07 – Program Start Date is treated exactly like a student whose is receiving services, with the only difference beingJ06 – Instructional Model Code = ‘P’.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this:

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start Treat Parent Waivers occurring after the student has received services in the same way as students transferring between other program models. Waived students are required to take the annual English proficiency assessment so they need to be included in CEDARS as a qualified Limited English Proficient student. Do not count Waived students in the monthly P-223 counts. Students with a parent waiver keep that status from year to year unless the parents explicitly request rescinding the waiver.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start Students transferring to Parent Waiver status constitute a CEDARS event and require a new record be created with a new J07 – Program Start Date. Follow the directions for as described in Transfer Between Program Models, but exit the student from the previous enrollment record using theJ09 – Exit Reason Code =“F” and J08 – Program Exit Date the date the waiver was received.

Not entering program Tested but Does Not Qualify Parent Waivers at program start Parent Waivers after program start The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this:

Transfers in Program Transfers between Schools Transfers between Districts Transfers between Program Models A student transferring between schools, between districts, or between program models constitutes a CEDARS event requiring a new enrollment record.

Transfers in Program Transfers between Schools Transfers between Districts Transfers between Program Models Create a new record with the date of the new school enrollment in J07 – Program Start Date. If the move involves a different Instructional model, then enter the new J06 – Instructional Model Code. Placement data remains the same as the previous record. • The previous record is closed out using: • J08 – Program Exit Date • J09 – Exit Reason Code = “T”.

Transfers in Program Transfers between Schools Transfers between Districts Transfers between Program Models • Enter all the change in enrollment information, plus a new Program Start Date: • J01 – School Year • J02 – Serving County District Code • J03 – District Student ID • J04 – State Student ID (SSID) • J05 – Location ID • J06 – Instructional Model Code (new?) • J07 – Program Start Date (new record)

Transfers in Program Transfers between Schools Transfers between Districts Transfers between Program Models The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this:

Transfers in Program Transfers between Schools Transfers between Districts Transfers between Program Models Create a new record with the date of the new district enrollment in J07 – Program Start Date. If the move involves a different Instructional model, then enter the new J06 – Instructional Model Code. Placement data remains the same as the previous record. • The previous record is closed out using: • J08 – Program Exit Date • J09 – Exit Reason Code = “E”.

TBIP Data Entry for the LEP Application