End of Year Report: Proposed Changes for FY17 and FY18 April 13, 2017 Massachusetts Department of Elementary and Secondary Education

Agenda Introduction (5 min.) EOYR-EPIMS alignment (20 min.) More detailed grant spending (5 min.) Contract survey (15 min.) More useful PD spending (10 min.) Next steps (5 min.) Massachusetts Department of Elementary and Secondary Education

The Department has been collecting district finance data for many years. This data serves several purposes, but of late there’s been growing demand to provide better data back to districts. For districts: how do we know we’re getting the best outcomes for kids in an efficient way? Compared to our peers? What resource allocation models work best? For state and local policymakers: Are our investments making a difference? Are they sufficient? What does it cost to educate certain subgroups? For the public: Are our tax dollars being invested well? Equitably? Efficiently? Compared to our neighbors? Massachusetts Department of Elementary and Secondary Education Massachusetts Department of Elementary and Secondary Education

Our goal is to improve finance data by making it: More detailed – there are specific kinds of questions, of interest to district leaders and state policymakers, that cannot be fully answered using our current data set More comparable – the clarity and detail of our current guidance on how to report on the EOYR varies across types of spending. Some parts are quite detailed, and others offer a lot more flexibility, which makes using the data to compare across districts challenging and of limited utility More actionable - our current data is compliance-focused and has not been updated to reflect current education practices Massachusetts Department of Elementary and Secondary Education

Short term Steps FY17 & FY18 EOYR Involve clarifying and aligning data definitions, and modest EOYR changes Planning and review work to make these changes between now and May 2017 Massachusetts Department of Elementary and Secondary Education

Planned EOYR Changes, FY17 & FY18 Based on internal discussions and feedback from you, we’re planning to make the following clarifications and changes. Clarification FY17 EPIMS/EOYR Crosswalk Improve/Create definitions for certain EPIMS job classes Proposed to DESE Education Data Services Team Add Collect full expenditure detail for Title I and IDEA grants in Schedules 1 & 3 Survey schedule to collect data primarily on teacher contracts Change FY18 Combine functions related to curriculum directors, department heads and instructional coordinators into 1 or 2 functions Combine classroom and specialist teachers into 1 function Add/Change Eliminate all currently reported PD functions, except PD leadership, and replace with new PD functions Separate reporting of expenditures for long-term substitutes from short-term (daily) substitutes FY19 Revise technology expenditure functions: On hold while more research is done Massachusetts Department of Elementary and Secondary Education

EOYR-EPIMS Alignment This crosswalk is a guide to support reporting that districts can move to adopt over time Improve alignment between the two systems Update guidance for both EOYR and EPIMS Improve data quality: Add validations to EOYR Improve comparability Massachusetts Department of Elementary and Secondary Education Massachusetts Department of Elementary and Secondary Education

EOYR-EPIMS Alignment FY18 Chart of Accounts Changes There are several functions in the End of Year Report where districts makes different reporting choices. Expenditures in those areas are less comparable statewide. We’re proposing reducing the number of functions we collect to make the state data more useful. You may decide that data is useful locally and therefore continue to organize your local reporting that way. The following section outlines the proposed changes. An updated COA with revised language will be available in July. Massachusetts Department of Elementary and Secondary Education

EOYR-EPIMS Alignment FY18 Chart of Accounts Changes Because the definitions are so similar, reduce functions related to curriculum directors, department heads and instructional coordinators to 1-2 functions 2110 Curriculum Directors (Supervisory) Change to Curriculum Directors & Dept Heads Report former 2120, 2220 and 2315 in 2110 Record expenditures for Curriculum Directors (2110) and Department Heads by program (e.g. Regular Day) and object (e.g. Professional Salaries). Include salaries and expenses for managers responsible for delivery of student instructional programs at all levels (district and school), regardless of supervisory role. This should correspond to EPIMS job codes 1211 through 1223, 1312 and 1320. 2120 Department Heads (Non-Supervisory) possibly remove from COA 2220 Curriculum/Dept Leaders (School Level) remove from COA 2315 Instructional Coordinators (Non-Supervisory) remove from COA Massachusetts Department of Elementary and Secondary Education

EOYR-EPIMS Alignment FY18 Chart of Accounts Changes Classroom and Specialist Teachers mean different things in the EOYR and in EPIMS It’s clear that districts interpret this category in different ways that make comparisons difficult For all state purposes, those two functions are added together, so we’re proposing to report all teachers in one category 2305 Classroom Teachers Change to “Teachers” Record expenditures for salaries of certified teachers, including all in-service days.  Include all stipends paid to teachers that relate to providing instruction. Stipends related to non-teaching functions (e.g. athletics coaches, clubs should not be included here.) This should correspond with EPIMS job codes 2305-2310. 2310 Specialist Teachers Remove from COA Massachusetts Department of Elementary and Secondary Education

EOYR-EPIMS Alignment FY18 Chart of Accounts Changes Long term subs are collected in EPIMS; all other subs are not The EOYR tracks subs as all one category (except for PD, see PD recommendation) If long term subs were tracked separately, they could be lined up with EPIMS data and potentially factored into average teacher salaries 2324 Long Term Substitutes New Record expenditures for long term substitutes who cover extended absences or vacant positions (30 days or greater). This should correspond to EPIMS job code 2325 (EPIMS definition: An individual temporarily assigned to a specific teaching assignment for a minimum of 30 days.) 2325 Substitutes, Short Term Revised Record expenditures for substitutes who provide daily coverage (less than 30 days). Do not include personnel who are reported as long term subs in EPIMS. When a person has left or is on a long-term leave involving a no pay period some SBO's charge the long-term substitute to the absent teachers pay line. We need to provide some guidance on this because we want the salary reported as long-term sub to match EPIMS Massachusetts Department of Elementary and Secondary Education Massachusetts Department of Elementary and Secondary Education

Collect More Detailed Grant Spending Reporting Title I and IDEA expenditures Current report format combines reporting of federal grant expenditures Looking to collect more detail on largest federal titles Starting with FY17 EOYR, will add additional columns to Schedules 3 and 1 C.2 to disaggregate Title I (FC 305) and IDEA (FC 240) at the school and district levels Other ESE administered federal grants will be aggregated in a single column Massachusetts Department of Elementary and Secondary Education Massachusetts Department of Elementary and Secondary Education

Add a EOY Schedule focused on collecting teacher contract detail A survey-style schedule to collect key contract data starting with the FY17 EOYR ESE collects contracts, but it is difficult to extract information from these documents The survey will: Be short Collect key metrics Be collected annually, questions may rotate or vary Collect information that is now gathered informally Provide comparable information Based on your earlier feedback, we have developed a draft survey Massachusetts Department of Elementary and Secondary Education Massachusetts Department of Elementary and Secondary Education

Collect more useful spending data on professional development FY18 Chart of Accounts Changes Keep 2351 PD Leadership Eliminate 2353 Instructional Staff‐PD Days Reporting is not consistent, PD spending requirement is no longer in force. Teachers’ salary should be reported in “Teachers” 2355 Substitutes for PD Reporting is not consistent. PD spending requirement is no longer in force. All subs should be reported in “Substitutes, Short Term” 2357 PD Stipends, Providers, Expenses Combines several kinds of spending that we’d like to disaggregate. Massachusetts Department of Elementary and Secondary Education

Collect more useful spending data on professional development FY18 Chart of Accounts Changes Add 2352 Instructional Coaches Report expenditures for the salary and expenses of staff whose primary function is to provide instructional coaching to teachers. This should correspond to EPIMS job code 2330. 2354 Stipends for teachers providing instructional coaching Report expenditures for stipends paid to teachers who act as instructional coaches, master teachers, mentor teachers, or who otherwise deliver in-district professional development, in addition to their primary instructional responsibilities. 2356 Costs for instructional staff to attend professional development Report expenditures for teachers and instructional support staff to participate in  professional development, both inside and  outside the district, including stipends, tuition reimbursements, and registration fees. 2358 Outside professional development providers Report expenditures for outside professional development providers to deliver training to district staff, includes object codes 04, 05, and 06. Massachusetts Department of Elementary and Secondary Education

Next steps Continue to refine changes based on today’s feedback Present at the Law Institute in April Consolidate and update EOYR guidance Final changes will be presented at the Annual Institute in May Massachusetts Department of Elementary and Secondary Education