Academic Support Data Training Session Massachusetts Department of Education Hoagland-Pincus Conference Center Shrewsbury, MA October, 2006

2 Questions on Data Collection What type of data is collected? Which students are eligible? How can programs use and improve data collected? How does the DOE use the data?

3 Questions on Data Submission When are submission timelines and due dates? How to enter data in the DOE’s secure website? (the “security portal”) via online application OR via uploading of data template

4 Data Collection

5 What Type of Data is Collected? SASID (State Assigned Student Identification Number) Student Name, Grade, School Grant Code (School Year / Summer) Allocation Grants 632/625 – Districts/Approved SPED Schools Competitive Grants 596/597 – Work and Learning Programs 598/593 – Higher Ed. Institutions/Partners 619/592B1 – Partnering Programs for Districts/Partners 619/592B3 – Summer Transition & Enrichment Program

6 What Type of Data is Collected? Project (e.g., ELA3D – HS English during day) Content AreaLevelSchedule Type MTH - Math 3 - HS D – During ELA – English Lang. Arts 8 - Vocational E - Extended 9 – SPED Placement T - Weekend S – Summer Vacation

7 What Type of Data is Collected? Instructional Model (Teacher:Student) 1:1 (Individual) [A] 1:2-5 (Smallest Group) [B] 1:6-10 (Small Group) [C] Other [D] Pre/Post MCAS Scores (Note: Entered by Department)

8 What Type of Data is Collected? Number of hours served Entered by session in which the student participated. Session dates are divided by the MCAS test for which the students could be prepared. Students served in 9 th -10 th (8 th summer only) grades should have their hours entered by the corresponding months served.

9 What Type of Data is Collected? SESSIONTIME FRAMEPREP FOR (classes of '03-’08) FALL (F) Sept – Nov '06 Fall '06 retest WINTER (W) Dec '06 - Mar'07Spring '07 retest SPRING (S) April – June '06 Summer or Fall '07 retest SUMMER July – August '06 Summer or Fall '07 retest

10 What Type of Data is Collected? Student Status Completed Program [CP] Withdrew [WD] Enrolled, but did not attend [EN] Participated until receipt of 220+ score [PAS] DEFAULT = Not being served in this project [NBS]

11 Which Students Are Eligible? Students (grades 11+) who have not yet earned a competency determination (CD) needed for high school graduation. Students (grades 9 and 10) [grade 8 in summer] who scored below 220 on 7 th and/or 8 th grade MCAS tests. Students whose Individual Student Success Plans (ISSPs) or recommend additional support services in order to pass the 10th grade MCAS. Students in eligible grades who have never taken an MCAS exam.

12 Which Students Are Eligible? ELIGIBLE CLASSES: * FC632/625 - Classes [11] (Grades 9[8] - NG03) * FC596/597 - Classes (Grades 11 - NG03) * FC598/593 - Classes (Grades 11- NG03) * FC619/592B1 - Classes (Grades 11-NG03) * FC619/592B3 - Classes 2010 & 2011 (Grades 8 & 9) [Summer only]

13 How to Improve Data Collection? Appoint central person to plan collection and input data into security portal. Have central data person meet with program instructors before and after program. Start entering data into security portal application or Uploaded template at least two weeks before due date.

14 How to Use Data? Inform narrative evaluations and future proposals. Use lessons learned to improve your program. Build support for your program ( e.g., present data to school board or to other potential funders).

15 Included in reports for legislature and Board of Ed. Considered when shaping program policies and determining funding amounts for grant programs and individual grants. Viewed as a reflection of program effectiveness. Informs Technical Assistance provided to grantees. How Does the DOE Use Academic Support Data?

16 Data Submission

17 When are the Data Submission Timelines and Due Dates? School Year (Programs operating Sept. ‘06 - June ‘07) July 31, Due Date for Data Submission (& Narrative Evaluations) Summer (Programs operating July - Aug. ‘07) Sept. 28, Due Date for Data Submission (& Narrative Evaluations)

18 How to Submit Data? Using online application to enter data OR Using downloaded data template to upload data

19 How to Submit Data? FIRST STEP Entering the DOE Website’s Security Portal and accessing the Academic Support Data Submission Section.

SECURITY PORTAL WEBSITE :

24 SECOND STEP OPTION A: Using the Online Application to Enter Data How to Submit Data?

25 We encourage most grantees to use this option, as it is more user-friendly than Option B. “Should I choose option A ??” (Using the Online Application to Enter Data)

30 FOR DISTRICT GRANTEES: The Academic Support data in the security portal will be pre-populated with eligible students from your district.

32 FOR NON-DISTRICT GRANTEES: (Community Colleges, Private Special Education Schools, Collaboratives, School-to-Career Partnerships, etc. ) Grantees must enter enrolled students by SASID

41 SECOND STEP OPTION B: Using the Downloaded Data Template to Upload Data How to Submit Data?

42 (Using the Downloaded Data Template to Upload Data) Consider this option if you are a large district with an existing student tracking system that you can adapt appropriately. “Should I choose option B ??”

(Non-district grantees would only see the first line of this page.)

Note: If using using internet explorer, change “save as type” to all files and add “.csv” to end of file name.

-HRS_SERVICE_1 = Fall -HRS_SERVICE_2 = Winter -HRS_SERVICE_3 = Spring -HRS_SERVICE_4 = Summer

49 Important Points to Remember Enter data on all that were served. Do not enter anything on those not served. You may add a student by typing in all data elements for that student. Be sure to use the correct codes for project, instructional model, and status (e.g. ELA3D = English HS During Day, “A” = 1:1 instructional model, “CP” = Completed Program). NG students have as a school code.

58 Questions? Contact: Allison Ward Tel: Website: See “ Data Collection and Evaluation ” Page (