1. 2018-19 EARSS Mid-Year Survey & SASIDs Reporting
November/December 2018 Webinar Training

2. EARSS Team Janelle Krueger
Manager, Expelled and At-Risk Student Services Grant program
Juliana Rosa
Research and Evaluation Consultant, Office of Dropout Prevention and Student Re-Engagement
Tricia Walz
Research and Program Assistant, Office of Dropout Prevention and Student Re-Engagement

3. Agenda Purpose of Reporting Reporting Requirements
Mid-Year (MY) Survey
State Assigned Student Identifiers (SASIDs)
Student Engagement and Evaluation System (SEES)
Questions

4. Purpose of Reporting Inform grantees of their progress to date
Number of students and parents served, progress on objectives, and outcomes for parents and students served
Prepare for End-of-Year reporting
Inform CDE management of the EARSS program
Identify service and support needs for technical assistance
To discuss during first year site visits
Assist with acquiring additional funds
Additional $2 million approved in 2018

5. Reporting Requirements
Who should complete the Mid-Year Report?
Required for all grantees in Year 1
Required for any new grant coordinators
Optional for remaining continuation grantees
Where do I find the reporting materials?
Website: aluation.htm s
Files Pod 5

6. Reporting Requirements
What is required for the reporting?
Mid-Year Survey (see Guidance Document)
SASIDs Excel Spreadsheet
Where will reporting occur?
Mid-Year Survey  Qualtrics (online data survey tool)
SASIDs Excel Spreadsheet  Student Engagement Evaluation System (SEES) 6

7. Reporting Requirements
What is the reporting timeline?
EARSS Grantees  July 1, 2018 to December 31, 2018
EARSS Intervention Grantees  October 1, 2018 to January 31, 2019
When is the report due?
EARSS Grantees  January 31, 2019
EARSS Intervention Grantees  February 18, (Formerly February 16) 7

8. Reporting Requirements
Who do I contact with Questions?
Juliana Rosa Questions on how to answer survey questions, complete SASIDs file, and requirements for reporting
Tricia Walz Technical questions about Qualtrics and SEES
Janelle Krueger Questions or concerns about your program 8

9. Mid-Year Survey

10. Guidance Document All questions that will appear on the survey
Note: Does not include pre-populated fields
Fill out the Guidance Document before entering and submitting your information:
Written record of your responses
Ability to gather responses from multiple offices or individuals
Review all responses prior to final submission
Avoid losing data if there are any online saving issues
Numbering may be different in the Mid-Year Survey
Follow this presentation with your guidance document. Pages will be listed here
Page #

11. How to Log In to Qualtrics
Program managers will receive an with the link and passcode to the survey.
It is up to the program managers to decide whether to share their log in with others on the grant (e.g., grant coordinators).
Program managers should review the survey before submission.
Click Next to move forward 11

12. Pre-populated information will be in BLUE
If this is not your survey, contact Juliana immediately
Pushed to February 18 12

13. Sections of the Report
Section 1: Contact and Grant Information Section 2: Students Served Section 3: Family and School Partnering Section 4: Program Strategies and Services Section 5: Parent Focused Performance Measures Section 6: Academic Performance Measures Section 7: Attendance Performance Measures Section 8: Safety and Discipline/Social and Emotional Performance Measures Section 9: Sustainability and Capacity Building Section 10: Success Stories Section 11: Continuation Application

14. Section 1: Contact and Grant Info
Explain what changes are needed to the prepopulated information in the available boxes.
Note: Questions 4-8 are additional pre-populated questions (e.g., name of contact, phone number, address).
Page 3 14

15. Section 2: Students Served
Enter students served during the time period mentioned in your survey.
Must match SASIDs file
Note: (FACILITY SCHOOLS ONLY) Q10. How many out-of-state students has your program served ?
Page 4 15

16. Section 2: Students Served
Only count students once…
Enter values to equal total expelled students served
Page 5-6 16

17. Section 2: Students Served
Only count students once…
Enter values to equal total expelled students served
Page 6-7 17

18. Section 2: Students Served
Open ended questions will have a 1500 character limit
Page 7 18

19. Section 2: Students Served
2/5/2019
Section 2: Students Served
Only count students once…
Enter values to equal total at-risk students served
Truant Count should only include students 16 or younger and should match SASIDs file
Page 7-8 19

20. Section 2: Students Served
Comment on any other reasons why an at-risk student might have been served
Page 9 20

21. Section 2: Students Served
Only count students once…
Enter values to equal total at-risk students served
Page 9-10 21

22. Section 2: Students Served
Comment on any other outcome for at-risk student might have been served
Page 9 22

23. Section 2: Students Served
#15-16: Number of at-risk students when already receiving services
#17: Only for truant students
Page 10 23

24. Section 3: Family and School Partnerships
Indicate number of parents/guardians served during the time period on your survey.
Page 10 24

25. Section 5 to 8: Performance Measures
Performance measures will be pre-populated for you and cannot be changed in Qualtrics.
Section 5: Parent Focused Performance Measures
Section 6: Academic Performance Measures
Section 7: Attendance Performance Measures
Section 8: Safety and Discipline/ Social and Emotional Performance Measures
Page 14-18 25

26. Section 5 to 8: Performance Measures
Rating Choices
Exceed Goal If you went above and beyond your objective(s)
Met Goal  If you have completely (100%) met your objective(s)
Making Progress  if you have partially met your objective (more than 50 percent)
Not Making Progress  If you have made minimal gains on your objective, select not making progress.
Reference Benchmark
Year 1 or Year 2  please report progress on your benchmark to be achieved at the end of your second year.
Year 3 or Year 4  please report progress on your benchmark to be achieved at the end of your fourth year.
Page 14-18 26

27. Example: Parent Focused Performance Measures
Performance Measures will Pre-populate here.
Contact Juliana if performance measures are incorrect.
Select an Option
Page 14 27

28. Example: Parent Focused Performance Measures
Select up to 3 Indicators
Explain “other” options
Page 14 28

29. Parent Focused Performance Measures
Example:
Parent Focused Performance Measures
Page 14 29

30. Parent Focused Performance Measures
Example:
Parent Focused Performance Measures
Page 15 30

31. Section 5 to 8: Performance Measures
Same questions for …
Section 6: Academic Performance Measures
Section 7: Attendance Performance Measures
Section 8: Safety and Discipline/ Social and Emotional Performance Measures
Page 14-18 31

32. Survey Submission
Only click submit when survey is complete and error free
Program managers should review responses before submission 32

33. Download responses here as record
Survey Record
Download responses here as record
Note: Confirmation to the grant manager within 5-10 minutes. EARSS team will only contact you if there are any questions. 33

34. Survey Tips Easy Access Easy Navigation
You can go in and out of the system as many times as needed
You can access your survey and previous responses on any computer
Easy Navigation
Use in-survey navigation
Clicking next will save your previous responses
Table of contents available

35. Table of Contents Option Click on sections you would like to complete
Survey Tips
Table of Contents Option
Click on sections you would like to complete

36. Survey Tips Smart Survey
Pre-populated information will show up in blue based on previous responses or pre-programming
Survey questions will appear based on your responses and conditions of your grant

37. Survey Tips
Error Messages
Will appear as you click “next”

38. State Assigned Student Identifiers (SASIDs)

39. Reporting Requirements: SASIDs Excel Spreadsheet
Prepopulated for you- do not change- the system will not
accept your file
EARSS File…

40. Reporting Requirements: SASIDs Excel Spreadsheet
Prepopulated for you- do not change- the system will not
accept your file
EIG File…

41. Reporting Requirements: SASIDs Excel Spreadsheet
Yellow Section in Column B & C: Please fill out your most updated contact information.
Fill in your contact info here

42. Reporting Requirements: SASIDs Excel Spreadsheet
Sub-Columns A, C, D: Columns to fill in with student’s information
Fill in student’s birthdate
Fill in student SASID Number
Must be 10 digits
One student per row

43. Reporting Requirements: SASIDs Excel Spreadsheet
Enter Student Type code from above legend for each student
2=At-Risk
3=Expelled
4=Truant

44. Reporting Requirements: SASIDs Excel Spreadsheet
Sub-Columns E, F, G: Select at least one intervention per student
1=YES
Please make sure each student has at least one intervention selected.

45. Submitting your SASIDs Excel Spreadsheet
Important! 
Due to Family Educational Rights and Privacy Act (FERPA) requirements, please do not send personally identifiable information (PII) via . 
is not a secure channel and a person’s privacy and data security could be compromised.
SASIDs

46. Student Engagement and Evaluation System (SEES)

47. What is SEES? Student Engagement Evaluation System (SEES)
The evaluation system for the EARSS mid-year and end-of-year progress report
All EARSS grantees will be required to use this system to upload their SASIDs Excel spreadsheet
All grant programs in the Dropout Prevention and Student Re- engagement Office will use this system to help focus on unit success
Note: Firefox is the best browser to use with SEES

48. How to Access SEES- Returning Grantees
If you have used SEES before, your past login should work for the mid-year reporting

49. How to Access SEES- New Grantees
If you are a new grantee or had some personnel change:
Step 1: Your district LAM (Local Access Manager) will need to provide you with access to the SEES system.
Contact your LAM directly
If you do not know who your LAM is, please complete the online request form at

50. How do I access SEES?
Go to applications in the left navigator bar and click on ‘Request for Assistance’

51. Form to Identify LAM
Need access to SEES for the EARSS Grant Reporting

52. How to Access SEES-New Grantees
Log in reserved for one person per grant
Can take from 1-2 weeks for access to be granted
You may or may not receive a follow-up so test your account…

53. Testing Your Log-in Step 2: Test your login by going back to

54. If you receive a new password, you have access.
Test by clicking here.
If you receive a new password, you have access.
If no is received, you still do not have access. Check in with your LAM.

55. Submitting your SASIDs Excel Spreadsheet…

56. If you are an EARSS Grantee…
Fill in this Info:
EARSS
EARSS
Org Codes
Site/School Code
Year
Choose finished file here
Upload/Submit here

57. If you are an EIG Grantee…
Fill in this Info:
EIG
EIG
Org Codes
Site/School Code
Year
Choose finished file here
Upload/Submit here

58. Submitting your SASIDs Excel Spreadsheet…
Error messages: Show up at the bottom of the page and will identify which numbers were incorrect
Confirmation and error message will appear here or at the top of the page.

59. Important: Match to Survey
2/5/2019
Important: Match to Survey
Match Excel spreadsheet with what is reported in the survey
100% of students reported in the survey should appear in the SASIDs file
Expelled Students: Number of expelled students labeled in SASIDs (labeled as “3”) should match survey
At-Risk Students: Number of at-risk students labeled in SASIDs
(labeled as “2”) should match survey
Habitually Truant Students: Number of truant students labeled in SASIDs (labeled as “4”) should match survey
Students reported “at-risk for habitual truancy” should be of compulsory age (16 years old or younger)

60. SASIDs Tips- Most common file upload errors
2/5/2019
SASIDs Tips- Most common file upload errors
File Upload Error
Not 10 Digits
Duplicates in File
Saving Version not XLS
Extra Spaces in Cells
Student Labels Missing
Birthdate/
SASIDs Mismatch
Changed columns or cells in the file
Changed File Name

61. Duplicates will highlight as red
SASIDs Tips
Duplicate Checks-copy and paste numbers into different Excel spreadsheet
Are there duplicate SASIDs in your file? Red highlight says Yes
Duplicates will highlight as red

62. 2/5/2019
SASIDs Tips
Digit Checks-copy and paste numbers into different Excel spreadsheet
Are all SASIDs 10 digits?
Use the formula =LEN(cell)
Place cursor here in blank cell, then enter formula and the count will appear

63. Overall Tips Coordinate the completion of your EARSS reports
Start early and set up your system to track
Work with your data management folks to coordinate data collection
Ask questions – early and often as needed.
Feedback is Welcome!
Review additional sections in the guidance document for the End-of-Year for the next reporting

64. Final Comments and Questions
Systems anticipated to open on December 5th
Notices:
To program managers when SEES is open AND information to log into Qualtrics
will include whether it is required or optional
EARSS webpage content will be updated at this time to include this webinar
Good time to contact LAM for access to SEES and review materials
Contact
Juliana Rosa:
Tricia Walz: