Needs Assessment Teachers’ Workshop Bilingual Data Entry April 17, 2012 Needs Assessment Teachers’ Workshop Bilingual Data Entry Title III, Office of Bilingual/ESL Education Dr. Susana C. DeJesús, Director OFFICE: 973-733-8319 FAX: 973-733-8011

Needs Assessment Teachers’ Workshop Bilingual Advanced Data Entry April 25, 2012 Needs Assessment Teachers’ Workshop Bilingual Advanced Data Entry Title III, Office of Bilingual/ESL Education Dr. Susana C. DeJesús, Director OFFICE: 973-733-8319 FAX: 973-733-8011

Agenda-Data Entry Bilingual Reports Bilingual Validation Report Mainstreaming Report (Both General & Special Ed) Needs Assessment count of L’s (Both General & Special Ed) Needs Assessment List of L’s (Both General & Special Ed) Needs Assessment count of N’s (Both General & Special Ed) Needs Assessment List of N’s (Both General & Special Ed) Bilingual Validation Report Entry/Exit Report Transfer Information

Agenda-Data Entry Student Enrollment field Queries & Exports

Running the Bilingual Reports

How does a student appear on the Mainstreaming Report? LEP flag is set to ‘N’ Program Provided must be ‘Mainstreamed’ Program Placement Date must be filled in Primary Language must be set Program Exit Date must be between and including 10/16/2011 and 6/30/2012 The student must be enrolled in a homeroom

* New Feature: Bilingual Data Validation This report should be your first step before you run any other report. Allows you to find the missing data. Has the information for the entire school which can be sorted by any of the categories listed. Sort by ELL as a standard to ensure all your students are accounted

Modifying Student Data Search for the student Click on Custom Screens Click on Bilingual Data Fill in data

The Bilingual Data for a student who was never tested for Bilingual/ESL Eligibility should look like this:

You MUST enter in the comment box: The Bilingual Data for a student who was tested & placed in Bilingual/ESL Education should look like this: You MUST enter in the comment box: The ACCESS Reading & Writing Scores , the Tier & the Year

You MUST enter in the comment box: The Bilingual Data for a student who was tested & placed in Bilingual/ESL Education, received services & was later transferred (mainstreamed/special case) should look like this: You MUST enter in the comment box: The ACCESS Reading & Writing Scores , the Tier & the Year

The Bilingual Data for a student who was tested, found to be eligible for Bilingual/ESL Education but whose parents declined service (waived) should look like this:

The Bilingual Data for a student who was tested for eligibility of Bilingual/ESL services, was not eligible for services should look like this:

The Bilingual Data for a Pre-K student who was tested for eligibility of Bilingual/ESL services MUST NOT have a placement date until the W-APT is administered in Kindergarten. The PowerSchool screen should look like this:

June Form Form H – ELL TRANSFER OUT List of ELL students who transferred out of the school during Oct 16-June 30 Use PowerSchool to retrieve transfer information or school clerk for transfer records

Data Records/Power School Transfer information Select the student Go to the task bar on the left under Enrollment Click on Transfer Info to view records If the student is not currently registered at the school consult your clerk in charge of registering students to obtain the information Transfer Information Screen

Entry/Exit Report Entry/Exit Report Start Page> NPS Reports>Entry/Exit Report Gives list of students with enter/exit dates for the given school year. Click on the Entry/Exit Report. Choose options by selecting from the drop down menus: Status: Select Enrolled, Exited, Enrolled or Exited During month: Select the month from the drop list Entry Code: Select entry code or All Exit Code: Select exit code or All  Click Submit.

PowerSchool Field Lists for ELL’s Sample Queries to facilitate searches: ELL=L ELL=N;LEP_exit_date /student_number=504623 /rivera, t

Queries-Search Prefixes Use a prefix to broaden your search: Prefix Does Example / Includes inactive students in search /last_name=Ramirez Selects all students with last name Ramirez, incl. inactive students (used in the Transfer School) & Search within the results of a selection you’ve been working with Initial Student Selection: grade_level=9 Additional Selection: &*birthday=today Selects grade 9 student whose birthday is today + Add results of a new search to previous search football# +band# Selects students that are on the football team and adds to them the students who are in the band

Quick Export Under the list of school’s LEP students, there will be a dialog box prompting you to select a function for the selection via a dropdown menu. Select “Quick Export” from the dropdown menu. In the blank dialogue box, copy and paste the fields below.   Student_Number Last_Name First_Name Grade_Level *period_info;HR(M-F);teacher_name *period_info;HR(M-F);room

Quick Export Click Submit, and then click Save. In the Save As box, type in a useful name for your file and include the extension .xls. Open the saved file with Excel. If prompted that the file is in a different format than the extension, click Yes. Adjust the Excel file as needed.

Exporting Information Go to the start page in the search field write: ELL=L Then enter You will have a list of students with the number count. At the bottom of the list you will see: Select a function for this group of students

Exporting Information Select: List students Select the fields you need up to 10 Submit Highlight the information Right click & select copy

Exporting Information Open an MS Excel spreadsheet, right click & paste or click paste to insert the information. Adjust the columns as needed.