1. Consolidated Planning & Monitoring (CPM) 2016-17 Data Review Webinar March 20, 2017

2. Consolidated Planning & Monitor Contacts
Trish Kelly Data Steward
Jonathan Bolding Foster Care, Neglected & Delinquent
Rita Fentress School Improvement
Jan Lanier EL, Immigrant, Migrant
Alyson Lerma Economically Disadvantaged
Brinn Obermiller Family Engagement, Renee Palakovic Title I
Justin Singleton Homeless, Runaway
Linda Stachera ePlan, Military-Related
Keith Woodruff Equitable Services

3. CPM 2016-17 Data Review CPM Data Review for 2016-17
Data downloaded from Tennessee Department of Education’s (TDOE) EIS database for
English learners and ESL teachers
Homeless
Immigrants
Migrants
Economically Disadvantaged
Foster Care
Runaway
Military-Related
Title I K-12, Title I K-12 Targeted Assistance Instructional & Support Services, Title I Pre-K

4. Review Your Data in ePlan
Log into ePlan
Go to the 2017 LEA Document Library’s CPM Data / LEA Data Review / March folder.
Instructions and Data are provided in separate Word files
Instructions
District Data
Separate tables for each program
Notes below each table include data sources, “as of” dates and directions for EIS research queries.
School Data (1 – 3 tables depending on Title I programs in your district.)
Review your data.
Upload revisions (if needed) to EIS.

5. Accessing the Data in ePlan
The instructions and data and are available for review and download in the 2017 LEA Document Library under “CPM Data.”

6. Students Whose First Language Is Not English ( L, W, 1, 2, 3,4,F N)
Check accuracy and completeness
Upload revisions if
Counts are incorrect
Primary language was not submitted for a substantial number of students whose first language is not English L W 1 2 3 4 F N
Total
L,W, 1, 2 , 3, 4,F, N
No Language 30 5 10 35 90

7. English Language Background (ELB) Classifications
English Language Background classification:
: L, W, N, E, 1, 2, 3, 4, F
For English learners and non-English background students, English language background cannot be English.
If you do not enter an English language background, most SIS packages will automatically enter English.

8. State (BEP) and Federal Reporting
The following four classifications are most important:
English Learner (L) – first language is not English and qualifies for direct ESL services
Waived Direct ESL services (W) – An EL student who declined direct ESL services in order to receive ESL services in a regular classroom
Transitional Year 1 (T1 or 1) – first transition year from ESL
Transitional Year 2 (T2 or 2) – second transition year from ESL

9. 2016-17 Changes in ELB Classifications
Added to the Collection:
Transitional Year 3 (T3 or 3) - third transition year from ESL
Transitional Year 4 (T4 or 4) - fourth transition year from ESL
Definition Revised:
Former EL Student (F) – former EL status attained upon completion of the fourth transitional year.

10. Other ELB Classifications
Non-English Language Background (NELB or N) - first language is not English and the student NEVER qualified for ESL services.
NELBs are screened for English language proficiency because a language other than English appears on the Home Language Survey (HLS).)
English Native (E) – native English speaker
For more: See the CPM Data Manual and the EIS Data Dictionary’s Appendix, E, English Language Background (ELB).

11. ESL Teachers (Assignment Code = EL)
Teachers with the EL assignment code in EIS.
Each teacher is counted once per district.
ESL teacher data are required for Title III reporting.
Use the Staff Current Assignments Research Query to check your data.
ESL Teachers (Assignment Code = EL) 5

12. Homeless Data Homeless (H) Student Classification
Total Primary Nighttime Residence
McKinney-Vento Subgrantee
McKinney-Vento Served
Homeless Unaccompanied Youth
120 Y 12 30 5

13. Homeless Student Classification (H)
Homeless students lack a fixed, regular and adequate nighttime residence.
Homeless Student Classification (H)
Yes (Y) for all homeless students
Used by Accountability, Assessment Logistics, Finance, and other teams to identify homeless students
Economically Disadvantaged (ED) Subgroup
Homeless students are part of the ED subgroup.
Enter the J-Direct Certification of Economic Disadvantage student classification IN ADDITION to the H-Homeless student classification.

14. Homeless Data Discrepancy
The number of students with the H-Homeless student classification must equal the number of students with a homeless primary nighttime residence.
Yet, statewide there is a discrepancy of 1,100 students
13,128 with the H-Homeless student classification
14,263 with a homeless primary nighttime residence
Check your data and upload revisions where necessary to SIS/EIS.

15. Homeless Status Applies to the School Year
Homeless students are eligible for services for the entire school year
Once a student is identified as homeless, the homeless student classification (H) is Y
not only in the current enrollment
but also all future enrollments during the school year

16. When Homeless Students Transfer
Since student classifications are tied to enrollments, when homeless students transfer during the school year,
Receiving schools/districts
Use the homeless student classification (H) to identify students as homeless during in the new enrollment.
Use the enrollment begin date as the homeless student classification (H) begin date.
Departing schools/districts use the enrollment withdrawal date as the homeless student classification (H) end date.
Communication between homeless liaisons and records staff in departing/receiving schools/districts will facilitate this process.

17. Homeless Primary Nighttime Residence
Primary nighttime residence codes:
01 - shelters, transitional housing, awaiting foster care,
02 - doubled up (living with another family due to economic reasons),
03 - unsheltered (cars, parks, campgrounds, temporary trailer, abandoned building),
04 - hotels/motels
 All homeless students must have one of the four homeless primary nighttime residence codes.
00 is not a primary nighttime residence code.

18. Homeless Served by McKinney-Vento Funds
Only districts that receive McKinney-Vento subgrants identify students as McKinney-Vento served
Yes for homeless students served by McKinney-Vento subgrants; otherwise No or Null;
Data collected in EIS.
New pending federal requirements increase focus on the number of preschool children served with McKinney-Vento subgrants

19. Homeless Unaccompanied Youth
Yes for homeless students who are not living with a parent or guardian;
Otherwise No or Null

20. Entering Homeless Data in Your SIS
The homeless student classification might be entered on a different screen in your SIS package than the one used for homeless primary nighttime residence, homeless served by McKinney-Vento subgrants and homeless unaccompanied youth fields.
Check with your vendor on the location of the homeless data entry screens.
The homeless classification uploads to EIS on a different extract (Extract 44) than the other homeless fields (Extract 41).

21. Immigrant Data
The immigrant flag is Yes for students who were NOT born in
one of the fifty US states,
the District of Columbia or
Puerto Rico.
Immigrant = Y
Enrolled in US School for Three or Fewer Years
No Date of First Enrollment in US School
No Country of Birth
US Identified as Country of Birth 10 7

22. Immigrant Data for Federal Reporting
 Date First Entered US School
Required for federal reporting
Identifies students who have been in a US school for three or fewer years (date first enrolled in US school >= June 1, 2014)
Upload revisions for missing data
Country of Birth
Required for Title III Monitoring
Can NEVER be US for an immigrant student
Upload revisions for no country of birth or US as country of birth

23. Migrant: Qualifying Arrival Date and COE
Conexion Americas, acting on behalf of the department, uses a qualifying arrival date (QAD) to certify students as migrant by granting a Certificate of Eligibility (COE).
The QAD determines migrant status.
Student exhaust eligibility for migrant services 36 months from the QAD (although services continue through the completion of the term).
Only students with a QAD of 9/2/2013 or later qualify as migrant in
Conexion Americas enters data for eligible migrant students in the TNMigrant website and uses the website to exchange documents securely with districts.

24. Migrant Data: TNMigrant, SIS and EIS
In , the department is reviving the migrant student classification (I).
To identify students who should be flagged as I-Migrant in SIS/EIS, login to the TN Migrant at
Review the Migrant Student List Excel files posted monthly (as of March) in your district’s folder.
The files include all eligible migrant students enrolled in your district any time during the school year.
Enter the migrant (I) student classification in your SIS for each student listed in the file.
The migrant student classification (I) will upload to EIS from your SIS.
If you do not see a Migrant Student List in your TNMigrant folder, no migrant students are enrolled in your district.

25. Migrant Data: CPM March Data Review
The migrant table provides a count of migrant students enrolled in your district any time during the school year (as of 2/10/2017).
Students included in the count are listed in the Migrant_Student_List_March_March_2017 file on the TNMigrant website (posted by Monday, March 20.)
Enter the migrant student classification (I) for these students in your SIS.
To confirm that your data uploaded to EIS, use the Student Classification Research Query and select Migrant (I).
SY Migrant Students 5

26. Economically Disadvantaged (ED)
For Accountability and BEP Funding purposes, the Economically Disadvantaged (ED) subgroup includes students eligible for free meals due to
direct certification of economic disadvantage (J) as participants in federal/state income/nutrition programs (e.g., TANF, SNAP)
or due to
categorical eligibility through their status as homeless (H), migrant (I), runaway (U) and foster care students.
Homeless, migrant and runaway students should be coded with the J- Direct Cert student classification AND H-Homeless, I-Migrant and U-Runaway student classifications, respectively.

27. Foster Care Definition Identification Student Classification
Children placed away from their parents or guardians by the Department of Children’s Services (DCS)
In foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions and pre-adoptive institutions and other settings. 
Identification
LEAs identify foster care students from the list provided each month by School Nutrition (from DCS).
Student Classification
: J-Direct Certification of Economic Disadvantage
: A new foster care student classification AND J-Direct Cert

28. Runaway (U) Definition Student Classification
A youth under the age of 18 who leaves his/her home/legal residence without the permission of a parent or guardian.
Student Classification
Use the U-Runaway student classification to identify runaway students.
Economically Disadvantaged (ED) Subgroup
Runaway students are part of the ED subgroup.
Enter the J-Direct Certification of Economic Disadvantage student classification IN ADDITION to the U-Runaway student classification.
Runaway (U) 5

29. Military-Related
There are three military-related student classifications
4-Active Duty Military
5-National Guard Military
6- Reserve Military Dependent
Enter as many as apply for each student.
Active Duty Military (4)
National Guard Military (5)
Reserve Military Dependent (6)
 25
 10  5

30. Title I K-12
Use the Title I (T) Student Classification to identify Title I students in Title I SW and Title I TA schools.
The Title I and enrollment totals in the Title I K-12 Table in ePlan are limited to grades K-12 for each school.
The example below applies to K-12 schools.
SCHID
School
Title I Status
Students Coded as Title I (T)
Enrollment
No Grade Reported 1
School A SW
400 2
School B TA
100
300 3
School C
500

31. Title I K-12 Title I Schoolwide School
All students in grades K-12 are Title I (T)
Title I Targeted Assistance School
Students who receive Title I Targeted Assistance instructional or support services are Title I (T)
Non-Title I School
No students are Title I (T)
No Grade Reported
Insure that grade is reported to EIS for all students
Students whose grade is missing will not be included in EIS queries and reporting that require grade

32. Title I Targeted Assistance (TA): K-12 Data
Students who received Title I instructional and support services in Title I Targeted Assistance schools.
Instructional Services
Support Services
SCHID
School
School Title I Status
01-Math
02- RLA
03-Science
04-Social Studies
05-Vocational
06-Other
Total
01 -Health
02- Dental
03-Eye Care
04-Guidance
05-Advocacy 5
 School J TA 50
100 10
160 15 20

33. Title I TA Instructional Services
Yes (Y) for each instructional service received by Title I students in Title I Targeted Assistance (TA) schools:
01-Math
02-RLA
03-Science
04-Social Studies
05-Vocational
06-Other
No (N) otherwise

34. Title I TA Support Services
Yes (Y) for each support service received by Title I students in Title I Targeted Assistance (TA) schools:
01-Health
02-Dental
03-Eye Care
04-Guidance
05-Advocacy
06-Other
No (N) otherwise

35. Title I TA: Discrepancies
Only 7 of 17 Title I Targeted Assistance (TA) schools have submitted Title I TA instructional and support service data to EIS for
Some schools erroneously submitted Title I TA instructional and support service data for
Check your data and upload revisions to EIS if needed.

36. Title I Pre-K
Pre-K students enrolled in schools on the Title I Pre-K School List are Title I (T)students.
The Title I Pre-K School List is based on Title I Pre-K programs that LEAs identify as Title I Schoolwide Pre-K and Title I Targeted Assistance Pre-K in ePlan

37. Title I Pre-K: Status and Funding
 School-Wide
Pre-K students enrolled in Title I funded preschool programs in Title I Schoolwide schools are Title I students.
Targeted Assistance
Pre-K students enrolled in Title I Targeted Assistance funded preschool programs and supported by Title I Targeted Assistance funds are Title I students.
Non-Title I
Pre-K students enrolled in state/local funded preschool programs are not Title I students.

38. Title I Pre-K: Additional Information
For more information on the determination of Title I Pre-K programs,
Consult with TDOE’s Title I Coordinator and
See Title I guidance from the US Department of Education.

39. Checking Your Data in EIS
Introduce yourself to your district’s EIS Contact and meet regularly with him/her to review your data.
If your district permits program staff to access EIS, request a login.
Use the EIS Research Queries to compare the data in EIS with the data in your SIS.
Discrepancies might be due to processing errors.
EIS Contacts should check for block approval, dynamic and extract file errors.
For assistance, contact the EIS Help Desk
(800) or (615)

40. Running Queries in EIS
Log into EIS production as a district or school user.
Select the Research Queries option.
Choose a research query (.e.g., Homeless Student List).
Enter year as the “fall” part of the school year.
Use 2016 for
In the School box, select All Schools for a district report
Choose other filters (e.g., grade, gender, race-ethnicity).
Select View Report (right side of the page).
To download the data to csv or Excel format, select the file icon (to the right of Find | Next).

41. Other Topics in the CPM Data Manual
Other topics discussed in the CPM Data Manual include
Data Collection and Use
Students with Disabilities
Race-Ethnicity
Names and Registration Practices
Handling Data Securely
Duplicates in Excel
SSMS Regional User Group Lead Districts

42. Questions