SAEOPP Priority 1 Training Proposed Changes to Upward Bound, UB Math/Science & Veteran’s UB Annual Performance Report

Lourdes Zavala Data/Tech Coordinator Center for Educational Access and Outreach Colorado State University Fort Collins, CO

Session Overview Detailed review of the Annual Performance Report (APR) and Prior Experience (PE) Criteria for UB Programs. Detailed review of the Annual Performance Report (APR) and Prior Experience (PE) Criteria for UB Programs.

Presentation Materials Review of APR Changes Review of APR Changes Field by field comparison table (Section II Record Structure) Field by field comparison table (Section II Record Structure) COE Response to Draft UB APR COE Response to Draft UB APR General Instructions General Instructions Section I – Project Identification, Certification and Warning Section I – Project Identification, Certification and Warning

Recent Changes New Standardized Objectives Absolute Priority Implemented Review of Data Collected New Grant Cycle Discontinued APR Form

Proposed Changes Number fields reduced Number fields reduced New fields implemented New fields implemented Restructuring, reformatting and Renumbering of fields Restructuring, reformatting and Renumbering of fields Removal of Section III Removal of Section III Submissions in Excel or CSV format Submissions in Excel or CSV format New online data tool for APR submission New online data tool for APR submission

Annual Performance Report Two Sections: I. Project Identification, Certification, and Warning II. Participant Records

I. Project Identification Award number Award number Project name, address Project name, address Report period Report period Project characteristics Project characteristics Data Entry Person Data Entry Person Certification/Warning Certification/Warning *Report not complete until Section I is faxed

II. Participant Records Participant Records will be used to measure the extent to which you have accomplished your standardized objectives and to assess your projects prior experience. From your records the department will determine: Number of students served, including the selection criteria The measured growth in student’s academic skills/competencies Retention, enrollment and persistence

Descriptive Information Descriptive Information Selection Criteria Selection Criteria Assessment of Skills Assessment of Skills Services Delivered Services Delivered Postsecondary Outcomes Postsecondary Outcomes 56 Fields for UB & UBMS 39 Fields for Vet UB

Fields Summary Description Information: ID, Demographic, Entry Info, Expected Grad Date Vet Recruitment, Vet Schedule, Disabilities Info Related to Absolute Priority: Outcomes: PSE Enrollment and Persistence Participation status, GPA, Graduation, retention, academic proficiency Vet Call to Active Duty, Retention, Improved Scores on Tests ALL = Batch Year UB VUB Services: Workstudy, Employ, Cult Act, Comm Serv, LEP Instruction, Math Acad

New Fields – UB & UBMS Column Name Description/Content Ethnic New category for reporting Ethnicity for students of Hispanic/Latino origin RaceCD Replaces EthnicityCD; used in conjunction with field 10 (Ethnic) UBMSPart For UBMS Participants; identifies whether student has participated in a regular UB project or other TRIO or TRIO-like programs. EntryHighRiskGPA GPA for newly admitted high risk students. Indicate if student had a GPA lower or higher than a 2.5 at time of selection. EntryAlgebra Indicates whether student completed pre-Algebra, Algebra, or Geometry by the end of grade eight or if student was recruited early in grade nine and was taking algebra or geometry in that grade. ProjRetain Indicates whether the student continued to participate and was retained in the program such that the student subsequently participated in the next academic year DegreeDT Date of Undergraduate degree. Can provide midpoint day of 15 if day is not known. E.g. 06/15/2008 PSEStatusFall Indicates if student is enrolled in Fall PSEStatusFullYr Indicates if student was enrolled in postsecondary education in Spring 08; Summer 08 or Fall 08; this will measure if student enrolled by the fall term immediately following their expected graduation date during budget period ( ). PSEPersist Indicates whether student continued their enrollment in postsecondary education. If student was enrolled in Fall 2007, Spring 2008, Summer 2008 AND Fall 2008; then this student would have contributed to the project’s success in meeting this persistence objective.

Second Comment Period Field #:Column Name:Description/Content: 11Race1Y/N - Participant identified as American Indian/Alaskan Native 12Race2Y/N – Participant identified as Asian 13Race3Y/N – Participant identified as Black or African American 14Race4Y/N – Participant identified as White 15Race5Y/N – Participant identified as Native Hawaiian or Other Pacific Islander 23ExpHSGradCohortReplaces ExpHSGrad (Expected HS graduation date)- Requires year of graduation rather than a date. Will require need for all previous year’s records to be updated. 54PSEEnrollObjReplaces PSeStatusFall; Requires identification of those students who were in the 2008 graduation cohort that enrolled in postsecondary education by Fall 2008 term. 55 PSEPersistDenomReplaces PSEStatusFullYr; Requires identification of thoswe students who were in the 2007 graduation cohort that enrolled in postsecondary education by Fall 2007 term. 56PSEPersistNumReplaces PSEPersist; Requires identification of those students who were in the 2007 graduation cohort that enrolled in postsecondary education in the Fall 2007 term and are now enrolled in the Fall term Upward Bound/Upward Bound Math-Science New Fields:

New Fields = VUB Field # Column Name Description/Content 10 VetEthnic New category for reporting Ethnicity for students of Hispanic/Latino origin 11 VetRaceCD Replaces EthnicityCD; used in conjunction with field 10 (Ethnic) 15 VetSchedule Scheduled completion date for VUB program. 22 VetLastSerDate Date of last service for all participants no longer being served 29 VetDegreeDT Date of Undergraduate degree. Can provide midpoint day of 15 if day is not known. E.g. 06/15/ VetPSEStatus Indicates if student was enrolled during the budget period VetPSEPersist Indicates whether student continued their enrollment in postsecondary education in the Fall If student was enrolled in Fall 2008; then this student would have contributed to the project’s success in meeting this persistence objective.

Second Comment Period Field #:Column Name:Description/Content: 11VetRace1Y/N - Participant identified as American Indian/Alaskan Native 12VetRace2Y/N – Participant identified as Asian 13VetRace3Y/N – Participant identified as Black or African American 14VetRace4Y/N – Participant identified as White 15VetRace5Y/N – Participant identified as Native Hawaiian or Other Pacific Islander 20VetRevScheduleProvides an opportunity to revise a scheduled completion year due to compelling circumstances 21VetRescheduleCircsIdentifies the circumstances for which the scheduled completion year has been revised 22VetReasonRescheduleIdentifies the reason for which the scheduled completion year has been revised 37VetPSeEnrollObjReplaces VetPSEStatus and identifies those students who had scheduled completion dates within the program year and actually enrolled in the Fall VetPSEPersistDenomNew Field; Requires identification of those students who were enrolled postsecondary education in VetPSEPersistNumReplaces VetPSEPersist; Requires identification of those students who were enrolled in postsecondary education in and continued to be enrolled in the Fall term Veterans Upward Bound New Fields:

Date Fields 2 digits for month, 2 digits for day, two digits for century, 2 digits for year: 2 digits for month, 2 digits for day, two digits for century, 2 digits for year: *if need to estimate a date, use the 15 th day (i.e ) ** Use a zero before 1 digit months and days

Formatting Changes Fields have been renumbered with deletion and addition of new fields Fields have been renumbered with deletion and addition of new fields Field Type no longer necessary as “text” files will no longer be accepted or uploaded into new tool; only Excel or CSV (comma delimited) files Field Type no longer necessary as “text” files will no longer be accepted or uploaded into new tool; only Excel or CSV (comma delimited) files New tool will allow you to modify last years submitted data or add new student records New tool will allow you to modify last years submitted data or add new student records

How will success be determined? Number of students served: Number of students served: UB/UBMS: The sum of the number of students where PartCD = 1 or 2 or 3 or 6 or 7 should equal the number of students served during the reporting period. The sum of the number of students where EligibilityCD = 1 divided by the total number of students served during the reporting period will equal the percent of students served who were both low-income and first-generation. The sum of the number of students where EligibilityCD = 1 divided by the total number of students served during the reporting period will equal the percent of students served who were both low-income and first-generation. (Please refer to Upward Bound Changes Document. This document identifies fields of data that will support meeting a particular objective. An example is identified below:)

Performance Report Submission Dates All Regular and Veterans Upward Bound projects due November 30, 2008 All Regular and Veterans Upward Bound projects due November 30, 2008 Upward Bound Math/Science projects are due on or before December 31, 2008 Upward Bound Math/Science projects are due on or before December 31, 2008 APR Website available November 1, 2008? APR Website available November 1, 2008?

Questions/Summary Opportunity for questions/comments Opportunity for questions/comments

Prior Experience Points awarded based on DOE’s review of project’s performance on Mandatory Objectives Points awarded based on DOE’s review of project’s performance on Mandatory Objectives Data pulled from submitted APRs for years 1 – 3 of grant cycle Data pulled from submitted APRs for years 1 – 3 of grant cycle Five (5) points that can be earned each year for a total of fifteen (15) maximum points Five (5) points that can be earned each year for a total of fifteen (15) maximum points

Prior Experience DOE Program Officer/Specialist awards PE points AFTER proposals are read & scored by readers DOE Program Officer/Specialist awards PE points AFTER proposals are read & scored by readers Maximum Proposal Score: Maximum Proposal Score: 100 proposal points awarded by readers + 15 PE points awarded by DOE + 15 PE points awarded by DOE 115 Total Proposal Score 115 Total Proposal Score Critical to get all PE points in UB/UBMS grant competition Critical to get all PE points in UB/UBMS grant competition

Mandatory Objectives Academic Improvement: ____% of all UB participants, who at the time of entrance into the project had an expected high school graduation date during the school year, will have achieved at the proficient level during high school on state assessments in reading/language arts and math.

Mandatory Objectives Project Retention: Project Retention: ___% of 9th, 10th, and 11th grade project participants served during each school year will continue to participate in the project during the next school year. ___% of 9th, 10th, and 11th grade project participants served during each school year will continue to participate in the project during the next school year.

Mandatory Objectives Postsecondary Enrollment: Postsecondary Enrollment: ___% of all UB participants, who at the time of entrance into the project had an expected graduation date during the school year, will enroll in a program of postsecondary education by the fall term immediately following the expected graduation date from high school. ___% of all UB participants, who at the time of entrance into the project had an expected graduation date during the school year, will enroll in a program of postsecondary education by the fall term immediately following the expected graduation date from high school.

Mandatory Objectives Postsecondary Persistence: Postsecondary Persistence: ___% of all UB participants who enrolled in a program of postsecondary education during the fall term immediately following high school graduation will be enrolled for the fall term of the second academic year. ___% of all UB participants who enrolled in a program of postsecondary education during the fall term immediately following high school graduation will be enrolled for the fall term of the second academic year.

Prior Experience Criteria (1) (3 points) Whether the applicant serves the number of participants agreed to under the approved application; (1) (3 points) Whether the applicant serves the number of participants agreed to under the approved application; (2) (3 points) The extent to which project participants have demonstrated improvement in academic skills and competencies as measured by standardized achievement tests and grade point averages; (2) (3 points) The extent to which project participants have demonstrated improvement in academic skills and competencies as measured by standardized achievement tests and grade point averages; Academic Improvement on Standardized Tests Objective Academic Improvement on Standardized Tests Objective

Prior Experience Criteria (3) (3 points) The extent to which project participants continue to participate in the Upward Bound Program until they complete their secondary education program; (3) (3 points) The extent to which project participants continue to participate in the Upward Bound Program until they complete their secondary education program; Project Retention Objective Project Retention Objective

Prior Experience Criteria (4) (3 points) The extent to which participants who complete the project, or were scheduled to complete the project, undertake programs of postsecondary education; and (4) (3 points) The extent to which participants who complete the project, or were scheduled to complete the project, undertake programs of postsecondary education; and Postsecondary Enrollment Objective Postsecondary Enrollment Objective

Prior Experience Criteria (5) (3 points) The extent to which participants who complete the project, or were scheduled to complete the project, succeed in education beyond high school, including the extent to which they (persist) graduate from postsecondary education programs. (5) (3 points) The extent to which participants who complete the project, or were scheduled to complete the project, succeed in education beyond high school, including the extent to which they (persist) graduate from postsecondary education programs. Postsecondary Persistence Objective Postsecondary Persistence Objective

Prior Experience UB/UBMS PE Criteria Chart UB/UBMS PE Criteria Chart UB/UBMS PE Criteria Chart UB/UBMS PE Criteria Chart UB/UBMS Dept of Ed PE Assessment Form UB/UBMS Dept of Ed PE Assessment Form UB/UBMS Dept of Ed PE Assessment Form UB/UBMS Dept of Ed PE Assessment Form

Questions & Answers