2018-19 EARSS Mid-Year Survey & SASIDs Reporting November/December 2018 Webinar Training

EARSS Team Janelle Krueger Manager, Expelled and At-Risk Student Services Grant program Juliana Rosa Research and Evaluation Consultant, Office of Dropout Prevention and Student Re-Engagement Tricia Walz Research and Program Assistant, Office of Dropout Prevention and Student Re-Engagement

Agenda Purpose of Reporting Reporting Requirements Mid-Year (MY) Survey State Assigned Student Identifiers (SASIDs) Student Engagement and Evaluation System (SEES) Questions

Purpose of Reporting Inform grantees of their progress to date Number of students and parents served, progress on objectives, and outcomes for parents and students served Prepare for End-of-Year reporting Inform CDE management of the EARSS program Identify service and support needs for technical assistance To discuss during first year site visits Assist with acquiring additional funds Additional $2 million approved in 2018

Reporting Requirements Who should complete the Mid-Year Report? Required for all grantees in Year 1 Required for any new grant coordinators Optional for remaining continuation grantees Where do I find the reporting materials? Website: http://www.cde.state.co.us/DropoutPrevention/EARSS_Ev aluation.htm Emails Files Pod 5

Reporting Requirements What is required for the reporting? Mid-Year Survey (see Guidance Document) SASIDs Excel Spreadsheet Where will reporting occur? Mid-Year Survey  Qualtrics (online data survey tool) SASIDs Excel Spreadsheet  Student Engagement Evaluation System (SEES) 6

Reporting Requirements What is the reporting timeline? EARSS Grantees  July 1, 2018 to December 31, 2018 EARSS Intervention Grantees  October 1, 2018 to January 31, 2019 When is the report due? EARSS Grantees  January 31, 2019 EARSS Intervention Grantees  February 18, 2019 (Formerly February 16) 7

Reporting Requirements Who do I contact with Questions? Juliana Rosa (Rosa_J@cde.state.co.us): Questions on how to answer survey questions, complete SASIDs file, and requirements for reporting Tricia Walz (Walz_T@cde.state.co.us): Technical questions about Qualtrics and SEES Janelle Krueger (Krueger_J@cde.state.co.us): Questions or concerns about your program 8

Mid-Year Survey

Guidance Document All questions that will appear on the survey Note: Does not include pre-populated fields Fill out the Guidance Document before entering and submitting your information: Written record of your responses Ability to gather responses from multiple offices or individuals Review all responses prior to final submission Avoid losing data if there are any online saving issues Numbering may be different in the Mid-Year Survey Follow this presentation with your guidance document. Pages will be listed here Page #

How to Log In to Qualtrics Program managers will receive an e-mail with the link and passcode to the survey. It is up to the program managers to decide whether to share their log in with others on the grant (e.g., grant coordinators). Program managers should review the survey before submission. Click Next to move forward 11

Pre-populated information will be in BLUE If this is not your survey, contact Juliana immediately Pushed to February 18 12

Sections of the Report Section 1: Contact and Grant Information Section 2: Students Served Section 3: Family and School Partnering Section 4: Program Strategies and Services Section 5: Parent Focused Performance Measures Section 6: Academic Performance Measures Section 7: Attendance Performance Measures Section 8: Safety and Discipline/Social and Emotional Performance Measures Section 9: Sustainability and Capacity Building Section 10: Success Stories Section 11: Continuation Application

Section 1: Contact and Grant Info Explain what changes are needed to the prepopulated information in the available boxes. Note: Questions 4-8 are additional pre-populated questions (e.g., name of contact, phone number, email address). Page 3 14

Section 2: Students Served Enter students served during the time period mentioned in your survey. Must match SASIDs file Note: (FACILITY SCHOOLS ONLY) Q10. How many out-of-state students has your program served ? Page 4 15

Section 2: Students Served Only count students once… Enter values to equal total expelled students served Page 5-6 16

Section 2: Students Served Only count students once… Enter values to equal total expelled students served Page 6-7 17

Section 2: Students Served Open ended questions will have a 1500 character limit Page 7 18

Section 2: Students Served 2/5/2019 Section 2: Students Served Only count students once… Enter values to equal total at-risk students served Truant Count should only include students 16 or younger and should match SASIDs file Page 7-8 19

Section 2: Students Served Comment on any other reasons why an at-risk student might have been served Page 9 20

Section 2: Students Served Only count students once… Enter values to equal total at-risk students served Page 9-10 21

Section 2: Students Served Comment on any other outcome for at-risk student might have been served Page 9 22

Section 2: Students Served #15-16: Number of at-risk students when already receiving services #17: Only for truant students Page 10 23

Section 3: Family and School Partnerships Indicate number of parents/guardians served during the time period on your survey. Page 10 24

Section 5 to 8: Performance Measures Performance measures will be pre-populated for you and cannot be changed in Qualtrics. Section 5: Parent Focused Performance Measures Section 6: Academic Performance Measures Section 7: Attendance Performance Measures Section 8: Safety and Discipline/ Social and Emotional Performance Measures Page 14-18 25

Section 5 to 8: Performance Measures Rating Choices Exceed Goal If you went above and beyond your objective(s) Met Goal  If you have completely (100%) met your objective(s) Making Progress  if you have partially met your objective (more than 50 percent) Not Making Progress  If you have made minimal gains on your objective, select not making progress. Reference Benchmark Year 1 or Year 2  please report progress on your benchmark to be achieved at the end of your second year. Year 3 or Year 4  please report progress on your benchmark to be achieved at the end of your fourth year. Page 14-18 26

Example: Parent Focused Performance Measures Performance Measures will Pre-populate here. Contact Juliana if performance measures are incorrect. Select an Option Page 14 27

Example: Parent Focused Performance Measures Select up to 3 Indicators Explain “other” options Page 14 28

Parent Focused Performance Measures Example: Parent Focused Performance Measures Page 14 29

Parent Focused Performance Measures Example: Parent Focused Performance Measures Page 15 30

Section 5 to 8: Performance Measures Same questions for … Section 6: Academic Performance Measures Section 7: Attendance Performance Measures Section 8: Safety and Discipline/ Social and Emotional Performance Measures Page 14-18 31

Survey Submission Only click submit when survey is complete and error free Program managers should review responses before submission 32

Download responses here as record Survey Record Download responses here as record Note: Confirmation email to the grant manager within 5-10 minutes. EARSS team will only contact you if there are any questions. 33

Survey Tips Easy Access Easy Navigation You can go in and out of the system as many times as needed You can access your survey and previous responses on any computer Easy Navigation Use in-survey navigation Clicking next will save your previous responses Table of contents available

Table of Contents Option Click on sections you would like to complete Survey Tips Table of Contents Option Click on sections you would like to complete

Survey Tips Smart Survey Pre-populated information will show up in blue based on previous responses or pre-programming Survey questions will appear based on your responses and conditions of your grant

Survey Tips Error Messages Will appear as you click “next”

State Assigned Student Identifiers (SASIDs)

Reporting Requirements: SASIDs Excel Spreadsheet Prepopulated for you- do not change- the system will not accept your file EARSS File…

Reporting Requirements: SASIDs Excel Spreadsheet Prepopulated for you- do not change- the system will not accept your file EIG File…

Reporting Requirements: SASIDs Excel Spreadsheet Yellow Section in Column B & C: Please fill out your most updated contact information. Fill in your contact info here

Reporting Requirements: SASIDs Excel Spreadsheet Sub-Columns A, C, D: Columns to fill in with student’s information Fill in student’s birthdate Fill in student SASID Number Must be 10 digits One student per row

Reporting Requirements: SASIDs Excel Spreadsheet Enter Student Type code from above legend for each student 2=At-Risk 3=Expelled 4=Truant

Reporting Requirements: SASIDs Excel Spreadsheet Sub-Columns E, F, G: Select at least one intervention per student 1=YES Please make sure each student has at least one intervention selected.

Submitting your SASIDs Excel Spreadsheet Important!  Due to Family Educational Rights and Privacy Act (FERPA) requirements, please do not send personally identifiable information (PII) via e-mail.  E-mail is not a secure channel and a person’s privacy and data security could be compromised. e-mail SASIDs

Student Engagement and Evaluation System (SEES)

What is SEES? Student Engagement Evaluation System (SEES) The evaluation system for the EARSS mid-year and end-of-year progress report All EARSS grantees will be required to use this system to upload their SASIDs Excel spreadsheet All grant programs in the Dropout Prevention and Student Re- engagement Office will use this system to help focus on unit success Note: Firefox is the best browser to use with SEES

How to Access SEES- Returning Grantees If you have used SEES before, your past login should work for the mid-year reporting https://cdeapps.cde.state.co.us/index.html

How to Access SEES- New Grantees If you are a new grantee or had some personnel change: Step 1: Your district LAM (Local Access Manager) will need to provide you with access to the SEES system. Contact your LAM directly If you do not know who your LAM is, please complete the online request form at https://cdeapps.cde.state.co.us/index.html

How do I access SEES? Go to applications in the left navigator bar and click on ‘Request for Assistance’

Form to Identify LAM Need access to SEES for the EARSS Grant Reporting

How to Access SEES-New Grantees Log in reserved for one person per grant Can take from 1-2 weeks for access to be granted You may or may not receive a follow-up e-mail so test your account…

Testing Your Log-in Step 2: Test your login by going back to https://cdeapps.cde.state.co.us/index.html

If you receive a new password, you have access. Test by clicking here. If you receive a new password, you have access. If no email is received, you still do not have access. Check in with your LAM.

Submitting your SASIDs Excel Spreadsheet…

If you are an EARSS Grantee… Fill in this Info: EARSS EARSS 2018-19 Org Codes Site/School Code Year Choose finished file here Upload/Submit here

If you are an EIG Grantee… Fill in this Info: EIG EIG 2018-19 Org Codes Site/School Code Year Choose finished file here Upload/Submit here

Submitting your SASIDs Excel Spreadsheet… Error messages: Show up at the bottom of the page and will identify which numbers were incorrect Confirmation and error message will appear here or at the top of the page.

Important: Match to Survey 2/5/2019 Important: Match to Survey Match Excel spreadsheet with what is reported in the survey 100% of students reported in the survey should appear in the SASIDs file Expelled Students: Number of expelled students labeled in SASIDs (labeled as “3”) should match survey At-Risk Students: Number of at-risk students labeled in SASIDs (labeled as “2”) should match survey Habitually Truant Students: Number of truant students labeled in SASIDs (labeled as “4”) should match survey Students reported “at-risk for habitual truancy” should be of compulsory age (16 years old or younger)

SASIDs Tips- Most common file upload errors 2/5/2019 SASIDs Tips- Most common file upload errors File Upload Error Not 10 Digits Duplicates in File Saving Version not XLS Extra Spaces in Cells Student Labels Missing Birthdate/ SASIDs Mismatch Changed columns or cells in the file Changed File Name

Duplicates will highlight as red SASIDs Tips Duplicate Checks-copy and paste numbers into different Excel spreadsheet Are there duplicate SASIDs in your file? Red highlight says Yes Duplicates will highlight as red

2/5/2019 SASIDs Tips Digit Checks-copy and paste numbers into different Excel spreadsheet Are all SASIDs 10 digits? Use the formula =LEN(cell) Place cursor here in blank cell, then enter formula and the count will appear

Overall Tips Coordinate the completion of your EARSS reports Start early and set up your system to track Work with your data management folks to coordinate data collection Ask questions – early and often as needed. Feedback is Welcome! Review additional sections in the guidance document for the End-of-Year for the next reporting

Final Comments and Questions Systems anticipated to open on December 5th Email Notices: To program managers when SEES is open AND information to log into Qualtrics Email will include whether it is required or optional EARSS webpage content will be updated at this time to include this webinar Good time to contact LAM for access to SEES and review materials Contact Juliana Rosa: Rosa_J@cde.state.co.us Tricia Walz: Walz_T@cde.state.co.us