Jan Lanier, ESL Coordinator, Federal Programs Trish Kelly, Director, Data and Research, Federal Programs

 Data drives funding – failure to identify key student characteristics reduces funding  TN is required to report student and teacher counts to USDOE (October 1, school year, testing period)  TN is monitored on the accuracy of its counts  TN is evaluated and published on federal websites and quoted in research in relation to these data

 Data entry is the foundation of the entire system.  Identify Immigrant and ELL status at enrollment.  For the October 1 count, check your data several times (month before, two weeks before, week before, day before).  Verify enrollment data throughout the year to insure accuracy of school year and testing period counts.

 Education Information System (EIS)  TNDOE’s operational database (districts, schools, teachers and students)  District transmit data to EIS via their student information systems  TNDOE and LEA staff access EIS by login  Contact your district’s EIS contact for a login.

 ELL  The ELL child count is used for BEP 2.0 funding purposes. It includes T1 and T2 for BEP.  October 1 is the pull date  Official verification occurs in mid-October  The ELL portion of the child count is used for the district allocation of Title III funds.  Private School ELL Count  The private school ELL count is entered in the Private School Survey on CREP website.  The Private School Survey is open January-February each year..

 English was sometimes entered for the native language for ELLs and NELBS  Undercounts – 42 LEAs identified fewer than 10 English Language Learners (Ls) for (as of mid-March)  Undercounts – only ~12,900 students were identified as immigrants for (as of mid-March 2010)

 You should go into EIS prior to October 1 and verify your count.  From the EIS Home Page, go to EIS Production  Enter your login on the Login Authorization Page  Enter EIS district tab.  Use school year 2009 in the October 1 count for  Enter District No.  Click Go.  Select Research Queries (bottom left on screen).  Choose English Language Learners from the list.  Using the ELL Code drop down box, choose the correct codes (ELL, T1 and T2).  Click go.  Review data or choose delimited file to download data.

 EIS includes English language background codes for all students including Native English speakers.  Choose Any or one of the following:  English Language Learner (ELL or L)  Transition Year 1 (T1 or 1)  Transition Year 2 (T2 or 2)  Non-English Language Background (NELB or N)  Completed ESL in High School (G)  Native English Speaker (E or EN)  New codes for SY :  Former ELL Student (F)  Waived ELL Services (W)

 L - “English Language Learner (ELL)” --- Students whose first language is not English and who qualify for the services of an English as a Second Language “ESL” teacher.  N - “Non-English Language Background (NELB)” -- - Students whose first language is not English, and DO NOT qualify for the services of an ESL teacher.  E -“English Native” – A student whose primary or native language is English.  1 - Transitional 1 the first year after scoring fluent in English.  2 - Transitional 2 the first year after scoring fluent in English.  G -A student who was an L, 1, or 2 in grades 9, 10, or 11 is a “G” in all years after completion of “2” status. Note: If the student’s current status is L, 1, or 2, DO NOT use the “G” code. This code will only be used for graduation rate purposes. It is not a federally recognized ELL code and is not tied to ELL funding.

Student Key Last Name First Name Ethnicit y ELL Code Native Language Code XXXXX WLARA XXXXX H1SPA XXXXX B2SOM XXXXX ANJAP XXXXX HGSPA

Student Key Last Name First Name Ethnicit y ELL Code Native Language Code XXXXX WEENG XXXXX HEENG XXXXX BEENG XXXXX AEENG XXXXX HEENG

 Qualified districts will be invited to apply  Immigrant count is pulled with Child Count  Immigrants are NOT born in the US (including the District of Columbia and Puerto Rico)  Date First Enrolled - required for federal reporting  Country of Birth – required for Title III monitoring (can NEVER be US for immigrants).  Verify count in EIS using the Immigrant District Research  Select Yes to produce a list of immigrant students

Student Key Last Name First Name Immigran t Date 1 st Entered US School Country of Birth XXXXX Y8/5/200 6 Cuba XXXXX Y8/8/200 8 Somalia XXXXX Y8/1/200 0 Mexico XXXXX Y8/4/200 2 Japan XXXXX Y8/5/200 9 Australi a

 ELL  Transition I and Transition II  Non English Language Background (NELB)  Immigrant  Students who were eligible, but not exited with reasons

 Go to the district tab  Select Research Queries  Select Staff Current Assignment  From drop down box, select EL  Choose delimited file

License # Last Name First Name Assignme nt Code Begin Date End Date XXXXX EL8/6/2009 XXXXX EL8/6/2009 XXXXX EL8/6/2009

 LEA Title III Coordinator completes Title III Professional Development Survey annually  survey to be completed in Survey Monkey  survey deadline May 3, 2010  Is divided into topics  Needs number of participants

 Three ELLreports are available for districts on the Data Warehouse Portal.  Each district has two staff persons with Data Warehouse logins to:  age/portal  Select Federal Programs Reports to access:  AMAO 1  AMAO 2  ELP (ELDA) Composite Level Score by Time in ESL

School# ELDA Score s Prog.No Prog. Prog. + No Prog. AMAO 1 (%) Made AMAO 1? A %No B %Yes C %Yes

StudentReadWriteSpeakListen Composit e Proficient ? XXXXX22333N 54544Y 44444Y

Time in ESL Progra m Level 1 Level 2 Level 3Level 4Level 5Total < 1 Year < 2 Years < 3 Years < 4 Years < 5 Years >= 5 Years Total

 Select HTML Portlet  Select Yes to run the district report.  Otherwise select No.  Click on the school or student report.  Select Yes when the dialog box appears.  To export the data, select File / Export /Next.  Enter a filename and select Next.  Select school year from the drop down box.  Enter Next / Finish.  The export complete dialog box appears.

 EIS  ISR Forms  September Confirmations  Encrypted Files

 A student must be certified as migrant by the state through the granting of a Certificate of Eligibility (COE).  The migrant student list for your district that appears in EIS is vetted by (TOPS) Tennessee Opportunity Programs.  Districts cannot change the migrant data that appears in EIS.  Districts check their migrant student data in EIS and inform TOPS of any discrepancies.  Select District / Research Queries / Migrant Student List / Go. 

 A child between the ages of 3 and 21who has not graduated from high school or does not hold a high school equivalency certificate and  the child is a migratory agricultural worker, dairy worker or migrant fisher or has a parent, spouse, or guardian who is a migrant agricultural worker, dairy worker or migratory fisher and  the child has moved within the preceding 36 months in order to obtain or to accompany (or join) a parent, spouse, or guardian to obtain temporary or seasonal employment in qualifying agricultural, dairy or fishing work and  such move was made out of economic necessity

 EIS lists a Qualifying Arrival Date (QAD) on the right side of the screen.  Students with QADs from any year appear in the list.  Students exhaust eligibility 36 months from the QAD. (If eligibility ends mid-term, the student remains eligible until the end of the term.)  Students who are eligible for migrant services in:  SY have QADs of 9/1/2006 or later.  SY have QADs of 9/1/2007 or later.  Export data to Excel.  Sort exported data by QAD to identify students who are eligible for migrant services.

Student Key Last Name First Name Enroll. Begin Date Enroll. End Date QAD Date XXXXX 8/6/20095/8/2007 XXXXX 8/6/20091/30/200 3 XXXXX 8/6/20092/15/200 0 XXXXX 8/6// /5/2006 XXXXX 8/6/20094/1/2007 XXXXX 8/6/20095/1/2004

 Individual Student Record (ISR)  Information used to populate the federal Migrant Information Exchange data base (MSIX).  Collection is authorized under sections of Part C of Title I of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind (NCLB) Act.

 At the end of the school year for who were in your district the last day of school  Within 4 days of withdrawal during the school year upon request of a receiving school

 Protect student/teacher identity.  Always Password protect files.  Use TNDOE’s secure server to exchange student level data with TOPs.  Student and teacher data should not be saved on laptops, hard drives, thumb drives and other portable devices.  Delete data (including Recycling/Trash ) or move to a network folder or another secure site.  Logoff your computer when you leave your desk.  Do not share login information with anyone.

 TNDOE - Paula Gaddis at  TOPS - Grace Johnson at

 1.Prepare for a positive and welcoming experience.  2.Identify official documents and request that the family bring them to registration.  3.Discuss the importance of a using a consistent student name with the family ( same names, order, spelling).  4.If different forms of the student’s name exist, write down the name entered at registration and explain that the same spelling must be used in all transactions with the school system.

 Enroll each student using the name as it appears on the official document (e.g., birth certificate, immigration document) provided by the family at registration.

 If the name includes two last names, enter both in the last name cell on your data entry screen:  First Name: Maria  Middle Name: Isabel  Last Name: Rojas Villanueva  The student’s last name is listed as: Rojas Villanueva.

 If the name includes a hyphen, include it:  Enrique Jose Ruiz-Martinez  First Name: Enrique  Middle Name: Jose  Last Name: Ruiz-Martinez  If your student information system does not accept hyphens, the vendor should change its coding to accommodate TNDOE requirements.

 If the name includes spaces, include them:  Abdul Rahman Al Alawi  First Name: Abdul  Middle Name: Rahman  Last Name: Al Alawi

 If the official document does not list a last name for the student, please use the father’s last name. If the birth certificate lists:  First Name: Elena  Middle Name: Angelica  Last Name:_________  Father’s Last Name: Allende  Mother’s Last Name: Alvarez  Enter the name as: Elena Angelica Allende

 If the student’s father’s last name is not listed on the document, please use the mother’s last name.  If the birth certificate lists:  First Name: Khai Middle Name: Van  Last Name:_________  Father’s Last Name: ___________  Mother’s Last Name: Nguyen  Enter the name as: Khai Van Nguyen