Virginia Department of Education Office of School Improvement Data Requirements for High Schools that are Accredited with Warning or Provisionally Accredited-Graduation Rate

 Electronic data system requirements ◦ System Options ◦ Uploading the Pre-HS data file into SSWS (due October 31)  Requirement  Step-by-step instructions for upload ◦ VEWS Demonstration  The 8 Elements of HS Improvement Webinar Series (which must be viewed by April 15 )

 High schools must implement an electronic data query system that will do the following: ◦ House information on student Attendance, Behavior, and Course performance (ABC’s) ◦ Identify which students are at risk for failure or dropping out according to established thresholds ◦ Assign interventions to identified students ◦ Monitor the success of the interventions assigned and provided based on periodic data uploads (at least quarterly)

 Option 1a: DataCation ◦ $500 per school (annual fee) ◦ Can be used K-12 ◦ Can upload data quarterly, every six weeks, or monthly  For more information, go to ement/dashboard/index.shtml ement/dashboard/index.shtml or contact Peter Bencivenga at X103 or

 Option 1b: VEWS ◦ High schools only (research-validated by National High School Center and VDOE for grade 9) ◦ Free ◦ Can upload data quarterly  An overview of VEWS will be provided later in this presentation  For more information, go to rly_warning_system/index.shtml rly_warning_system/index.shtml

 Option 2: Comparable system – must be approved by OSI NOTE: To be approved, the system must allow the school to assign and monitor interventions  Option 3: Complete quarterly report – must be approved by OSI NOTE: Since high schools have access to VEWS at no cost, a compelling reason not to use VEWS must be presented to merit the use of the quarterly report  Each school must submit the Division Approval Form for Quarterly Data System in Indistar® by November 15

 Required for all high schools in warned or provisional status regardless of the data query system that they choose  Must be submitted to VDOE through the EWTI application of SSWS by October 31

8 Completing the VEWS Pre-high School Upload You will need computer files from following Web site: /early_warning_system/index.shtml /early_warning_system/index.shtml 1.VEWS Tool (XLSM)VEWS Tool 2.Implementation Guide (PDF)Implementation Guide 3.Technical Manual (Word)Technical Manual

Step-by-step Instructions for Completing the VEWS Pre-high School Upload 1. Download the VEWS Tool, the Implementation Guide, and the Technical Manual 2. Work with your school or division technology person to prepare the pre-high school template on pages of the technical manual Division number School number State Testing Identifier (STI) Final grade English, previous year and 2 years prior Final grade mathematics, previous year and 2 years prior Total in- and out-of-school suspensions, previous year

Step-by-step Instructions for Completing the VEWS Pre-high School Upload 3. Submit the tab delimited (.txt) file to VDOE through SSWS using the Early Warning Tool Interface (EWTI) application 4. Receive notification when files are ready for pick-up via the SSWS drop-box 5. Retrieve 2 files from the SSWS drop-box as soon as you receive the notification (files will be deleted after 10 days) File 1 -tab delimited (.txt)—pre-high school risk file--appended with “DOE.txt” File 2--comma separated value file (.csv) --student information file--appended with “student information.csv”

Step-by-step Instructions for Completing the VEWS Pre-high School Upload 6. Set up the VEWS tool (Technical Manual pages 8-14): Open VEWS Enable Macros Under “Tool Setup,” complete “School Information” Under “Tool Setup,” complete “Tool Settings” Under “Tool Setup,” complete “Intervention Settings”

Step-by-step Instructions for Completing the VEWS Pre-high School Upload 7. Import data from pre-high school files Under “Data Inputs,” select “Student Information” Select “Import Data,” and import the.csv file that you received from EWTI Under “Data Inputs,” select “Virginia Student Pre-High School Risk Status” Select “Import Data,” and import the.txt file that you received from EWTI Once you have completed these steps, you will be able to view which students are flagged as at-risk according to the pre-high school index.

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Early warning systems (EWS) rely on readily available data housed at the school to:  Predict which students are at-risk for dropping out of high school  Target resources to support off-track students while they are still in school, before they drop out  Examine patterns and identify school climate issues 14

 In collaboration with the National High School Center, the Virginia Department of Education developed the Virginia Early Warning System (VEWS)  VEWS allows users to: Import data Integrate behavioral indicators (referrals and suspensions) House an inventory of dropout prevention interventions Assign students to intervention programs and monitor student response and progress in the interventions over the course of the school year Create pre-set school-level summary reports, detailed student-level reports, and individual student reports Create customized student-level reports 15

16 IndicatorTime FrameBenchmark (red flag) Pre-High SchoolBefore school begins Virginia DOE validated pre-high school index Attendance First 20 or 30 days, per grading period, end of year (annual) Missed 10% or more of instructional time Course failures Per grading period, end of year (annual) Failed one or more semester courses (any subject) Grade point average Per grading period, end of year (annual) Earned 2.0 or lower (on a 4-point scale) CCSR “on track” indicator End of year (annual) Failed two or more semester core courses, or accumulated fewer credits than the number required for promotion to the next grade Referrals and suspensions Per grading period, end of year (annual) Locally validated

DEMONSTRATION: VEWS Tool Introduction Screen 17

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DEMONSTRATION: Intervention Settings Page 21

DEMONSTRATION: Student Performance Page 22

DEMONSTRATION: Student Risk Status Page 23

DEMONSTRATION: Year Total Indicators of Risk: Before the End of GP4 24

DEMONSTRATION: Year Total Indicators of Risk: After the End of GP4 25

DEMONSTRATION: Student Interventions Page No Student ID selected, showing all interventions assigned 26

DEMONSTRATION: Assigning Student to Intervention (1/3) Right-click a student’s name from the Student Risk Status Page and select “Assign to intervention…” 27

DEMONSTRATION: Assigning Student to Intervention (2/3) Student appears on Student Interventions Page 28

DEMONSTRATION: Assigning Student to Intervention (3/3) Click “Assign Intervention to Student,” select intervention program from drop-down menu, and fill in start and end dates 29

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 A mapping framework for high school improvement efforts developed by the National High School Center  Based on research on comprehensive school reform  Aligned with many of the school improvement indicators that high schools may select in their Indistar® school improvement plans  A self-assessment tool based on the Eight Elements has also been developed 31

 View the pre-recorded series on the Eight Elements of High School Improvement developed by the VDOE and The Virginia Foundation for Educational Leadership (VFEL) training/index.shtml  Eight sessions  PowerPoints and supplemental materials available for download  All eight sessions should be viewed by the school leadership team, including the division contact, no later than April 15 32