1. Results Matter 2013-14 Fall Webinar Series Part I: UPDATES
Nicholas Ortiz
Implementation & Data Consultant, Results Matter
Office of Early Learning & School Readiness
Colorado Department of Education
(o)

2. Reminder For kindergarten/school readiness assessment guidance, go to: 2

3. Floods Please let us know if any of your programs have been affected
Resources for school districts and families available here 3

4. THANK YOU! 4

5. Archiving Child Records
4/20/2018
Archiving Child Records
Do not delete child records!*
Extra, extra! Archive
Programs receive unlimited free archives – let us know if you need more
Do not contact Teaching Strategies for archives
*Unless specifically authorized by CDE-Results Matter staff. 5

6. Transferring Child Records
Avoid duplicate child records
Preferred procedure:
Sending program fills out our secure online form
Sending program obtains parent permission if necessary
Both programs keep permission on file
At a minimum, receiving program should use transfer request form and obtain parent permission if necessary
Preferable to keep single child portfolio intact
Parent permission may be required
Depends on funding source 6

7. What should I do if I do not know where the child came from?
Avoid duplicate record!
Contact CDE-Results Matter staff
We can check if the child is already in our system
If so, we can transfer the record (with proper permissions)
If not, you can proceed with creating a new record
If you see a warning about a duplicate record, contact “sending” program
Have sending program fill out Child Transfer Request Form
Obtain parent permission if necessary 7

8. Preschool Child Record Transfers
Child moves from…
Should I use the Child Transfer Request form?
If not, what should I do?
Is parent permission needed?
One program to another outside your GOLD program-level subscription Y
If child is funded by CPP or Preschool Special Education – NO
 Otherwise – YES
One site to another within your GOLD program-level subscription N
Contact your GOLD program-level administrator
Otherwise – it depends on how your GOLD subscription is set up:
If you are a sole-subscribing program with multiple sites:
If you are an agency coordinating multiple independent programs, such as an Early Childhood Council or BOCES, and the child is not funded by one of the above sources —
YES
One class to another class within the same site.
Contact your GOLD site-level or program-level administrator 8

9. Kindergarten Child Record Transfers
Children moves from…
Should I use the Child Transfer Request form?
If not, what should I do?
Is parent permission needed?
District-run preschool to kindergarten, or kindergarten to kindergarten within the same school district
(assuming same license) N
Contact your GOLD program-level administrator
If child was funded by CPP or Preschool Special Education: NO
Otherwise : YES
Contact district FERPA officer for specific procedures
Private preschool or Head Start center to kindergarten within the same school district
Generally, no – unless you only need a few records transferred
Contact your CPP/Results Matter Regional Consultant
Otherwise : YES
Any preschool to kindergarten across different school districts
If child was funded by CPP or Preschool Special Education: NO
Otherwise: YES
One kindergarten to another kindergarten outside your program-level account
Contact Suzanne Rougier – OR
Amy Cameron
Between two school district-run kindergartens: NO
If sending or receiving kindergarten is privately operated: YES

10. Staff Who Leave Your Program
4/20/2018
Staff Who Leave Your Program
Do not delete teacher/administrator accounts!*
Disable user accounts as soon as staff leave your program
If a teacher/para is transferring to a new programs, have them out the staff transfer request form
We can move disabled user accounts out of your program for you
Full guidance for managing user accounts
*Unless specifically authorized by CDE-Results Matter staff. 10

11. Self-Reflection Tools
New! Self-Reflection Tools for Teachers and Administrators
Designed around performance expectations
Identifies clear actions to take in order to become a successful user of TS GOLD
We welcome your feedback! 11

12. GOLD Documentation App
4/20/2018
GOLD Documentation App
v. 2.0 available in the iTunes store for iPad, iPhone, iPod, and iPod Touch
Recommend not downloading iOS 7 right away
More information from Teaching Strategies 12

13. Engaging Families Families are important partners in assessment
Best practice: engage family members in documentation
Use Family Central
Share Family Guide with families 13

14. Checkpoint Dates 2013-14 Full Calendar available here
4/20/2018
Checkpoint Dates
Full Calendar available here
Don’t let it sneak up on you! Unless your program administrator indicates otherwise, Fall Checkpoint deadline is Friday, Nov 1, 2013 14

15. On the Spot Tool Known issue: OTS Tool not showing for some teachers
Temporary solution: make sure both Curriculum Types are checked in the user account details 15

16. Fewer Items! Good news! Six fewer items to rate
Objectives 4, 5, and 6 no longer have dimensions.
Down from 11 to 5 total items under Physical 16

17. Email and Data Security
4/20/2018
and Data Security
Be good stewards of data!
Consider child and family privacy
Please refrain from ing child names or screenshots containing sensitive data
Names by themselves are OK - but not when combined with assessment results, funding sources, etc.
Be careful when forwarding or replying to s
There are other approved methods for sharing sensitive data. For more information, please contact Nick Ortiz at or 17

18. Child Demographics School District field – required for:
Colorado Preschool Program
Preschool Special Education/619
“Not Part of School District Reporting”
when none of the above are checked
Head Start: some children may still be
funded by the school-district funded
Full guidance here 18

19. GOLD Color Bands for Preschool
Color bands are set up at class and child level
Class Level Child Level 19

20. Color Bands (cont.) Use only green and blue color bands
Kindergarten is not an acceptable choice for any child in preschool
Remember to adjust color bands for children returning from last year 20

21. Monitoring Documentation & Ratings
4/20/2018
Monitoring Documentation & Ratings
Administrators – use Assessment Status and Documentation reports
Detailed guidance here
Teachers – use the Assessment Status and Documentation by Objective report
Look for these reports under the Documentation and Checkpoint tabs. 21

22. Inter-Rater Reliability Certification
4/20/2018
Inter-Rater Reliability Certification
Required for all staff members assigning assessment ratings
Must be completed by first checkpoint*
Expires after three years and must be renewed
Experienced programs – check your status!
*Exception: if fewer than six weeks until first checkpoint when staff member starts, then the deadline is the following checkpoint 22

23. Not Yet and Not Observed
4/20/2018
Not Yet and Not Observed
Please use with caution
Not Yet used when:
Level 1 is not a reasonable expectation for child based on age (i.e. child is an infant)
Child has not yet demonstrated any skills on the continuum
Child has very significant developmental delays
Not Observed used when:
Child is frequently absent
Rating cannot be pinpointed due to lack of evidence 23

24. Not Yet and Not Observed
Excessive use of “Not Observed” will impact federal reporting and your ability to do progress monitoring
You cannot OSEP-exit a child with excessive “Not Observed”
You cannot get Widely Held Expectation scores for children with excessive “Not Observed”
Full guidance on how to use these ratings here 24

25. Dual-Language Learners
Home Language Survey
With help from families, can be filled out to determine whether to use English Language Acquisition items in GOLD
The only Administrator reports with child outcomes that include Spanish Language & Literacy and English Language Acquisition items are Snapshot and Individual Child
Other reports may include these items in the future
More information on how to use GOLD with dual-language learners here 25

26. Questions? Nicholas Ortiz
Implementation & Data Consultant, Results Matter
Office of Early Learning & School Readiness
Colorado Department of Education
(o) 26