1. Paul McCold, Ph.D. paul.mccold@k12.wa.us Migrant, Bilingual and Native Education OSPI Webinar Friday May 10, 2013 9:30 – 11:30 am 1

2. Table of Contents 2 Slide#Topic 3LEP Application Overview 14Data Entry Manual 18CEDARS “events” 20 New to program 25 Returning to program 35Not entering program 46Transferring students 56End of year procedures 66Beginning of year procedures

3. * Almost all of the same student reports from TBIP exist in LEP, with the same names! * Purpose of LEP is the same as TBIP – to serve as the state system for accessing data on bilingual students in Washington 3

4. 4  No district data is input into LEP Data comes from CEDARS for 2012-13 and later Data comes from TBIP for 2011-12 and earlier  LEP does not contain Professional Development data  LEP access is controlled by your District Data Security Manager like any other EDS application

5. https://eds.ospi.k12.wa.us/ 5

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12. CEDARS Review Data for Clean-Up in SIS 15 Submission Files (data files) District Student Information System CEDARS Validation Errors LEP Application 12

13. CEDARS LEP Application Annual WELPA Annual MSP/HSPE/EOC 13

14. TBIP Data Entry Guidance Data Entry Manual is posted on the OSPI Website: http://www.k12.wa.us/MigrantBilingual/BilingualProgram.aspx http://www.k12.wa.us/MigrantBilingual/pubdocs/TBIPDataEntryManual4-18-2013.pdf 14

15. TBIP Data Entry Guidance Topics: Entering TBIP Data in the CEDARS Environment CEDARS Data Elements for Limited English Proficient Students Reporting CEDARS Data Elements for LEP Students New to program Returning to program Not entering program Changing program participation End of year procedures Beginning of Year Procedures Locating CEDARS Submission Exceptions for Bilingual Programs Understanding CEDARS Submission Exceptions for Bilingual Programs Alphabetic list of CEDARS Bilingual Programs Exception Errors 15

16. Placement Information Element J01 – School Year Element J02 – Serving County District Code Element J03 – District Student ID Element J04 – State Student ID (SSID) Element J05 – Location ID Element J06 – Instructional Model Code Element J07 – Program Start Date Element J08 – Program Exit Date Element J09 – Exit Reason Code Element J13 – Initial WA Placement Test Date Element J17 – Program Designation Element J18 – Placement Test Code Element J19 – Grade Level at Placement Element J20 – Placement Test Scale Score Element J21 – Placement Test Level Score Element J22 – Placement Test Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 See TBIP Data Entry Manual pp. 4-7 See 2012-13 CEDARS Data Manual J-File pp. 76-82 Only difference between TBIP and Title III Native Americans 16

17. 1.Limited English Proficient students who qualify for State Transitional Bilingual Instruction Program (TBIP) 2.Native Americans whose native language is English that are academically at-risk who qualify for language support 3.Dual language students who do not qualify for TBIP 4.Native Americans whose native language is English that are academically at-risk who do not qualify for language support 17

18. New to Program Transferring to another school in district Transferring to another school out of district Changing Program Model Changing Parent Waiver status Returning to program after absence Continuing in program from previous school year 18

19. New to Program Returning to Program Not Entering Program Changing Status End of Year Procedures Start of Year Procedures 19

20. 1.LEP students who qualify for (TBIP) 2.Native Americans who qualify for language support 3.Dual language students who do not qualify for TBIP 4.Native Americans who do not qualify for language support Element J17 – Program Designation (required) Valid values of Program Designation are: 1 – State Transitional Bilingual Instructional Program 3 – Native American Student, Title III, English Language Development services 20

21. 1.LEP students who qualify for (TBIP) 2.Native Americans who qualify for language support Complete all J-File data elements except: Element J08 – Program Exit Date Element J09 – Exit Reason Code Kindergarten students tested in the spring J07 – Program Start Date as the first day of school in the fall J22 – Placement Test Date is the date in the spring the test was completed. If J06 – Instructional Model Code has not been determined, use “D” (Sheltered Instruction) until the actual model becomes known. Incoming kindergarteners will not have an SSID assigned until fall so cannot be enrolled in CEDARS until then. Keep a spreadsheet of spring test results for entry into your local SIS for importing into CEDARS J-File one the SSID is assigned. 21

22. 1.LEP students who qualify for (TBIP) 2.Native Americans who qualify for language support The LEP Application Student Information for New to Program LEP students might look like this: 22

23. 3.Dual language students who do not qualify for TBIP 4.Native Americans who do not qualify for language support Complete all J-File data elements except: Element J06 – Instructional Model Code Students scoring a Level 4 on the WELPA placement test do not qualify for TBIP services, but must still be entered into CEDARS with the test results. Include all the placement information the same as with qualifying students, except as noted below. Make J08 – Program Exit Date and J13 Initial WA Placement Test Date the same as J22 – Placement Test Date. Also, exit the non-qualifying student in J09 – Exit Reason Code using Exit Reason = “O” (Does not qualify). 23

24. The LEP Application Student Information for Non-qualifying students might look like this: 3.Dual language students who do not qualify for TBIP 4.Native Americans who do not qualify for language support 24

25. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year 25

26. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year Continue all J-File data elements except enter new values for: Element J01 – School Year Element J07 – Program Start Date 26

27. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year Districts are not required to exit continuing students from the previous school year’s record. If a district exits students from enrollment records at the end of the year, then they must enter Element J08 – Program Exit Date and enter J09 – Exit Reason Code = ‘T’- Transfer within district. Either way, students not returning in the fall need to be exited from the previous year’s record with Elements J08 – Program Exit Date and J09 – Exit Reason Code that are consistent with Elements C08 – Date Student Exited from School and C09 – School Withdrawal Code. 27

28. The LEP Application Student Information for Returning to Program LEP students might look like this: 1.beginning of school year Or like this: 28

29. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year A student that is absent from TBIP for less than a year has their eligibility continued on the basis of the current placement test. Any changes to instructional model or school should be treated like a transfer within district (CEDARS events). Be certain to exit the student from the previous enrollment using J08 – Program Exit Date and J09 – Exit Reason Code, so the length of time the student is not enrolled in the district can be calculated. 29

30. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year Continue all J-File data elements except: Element J08 – Program Exit Date Element J09 – Program Exit Reason Element J13 – Initial WA Placement Test Date 30

31. The LEP Application Student Information for Returning to Program LEP students might look like this: 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year 31

32. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year Students returning to Washington schools after an absence of more than a year must be re-qualified to be eligible for continued TBIP services. The student must be given a WELPA placement test within 10 days of returning to determine eligibility. Students who score L4 – Does not qualify on the placement test must have this information entered as it would for new students not qualifying, except J13 – Initial WA Placement Test Date which should retain the original placement test date. Students who score L1 – L3 have the new placement results into the J-File fields replacing all except the J13 – Initial WA Placement Test Date. When J13 – Initial WA Placement Test Date is different than J22 – Placement Test Date, the “re-entry flag” will be triggered in the LEP Application. 32

33. 1.beginning of school year 2.during school year – out less than a year 3.re-entry placement – out more than a year Enter all the new placement information, except: J08 – Program Exit Date J09 – Exit Reason Code J13 – Initial WA Placement Test Date 33

34. The LEP Application Student Information for students Returning to Program LEP after more than a year absence might look like this: 3.re-entry placement – out more than a year 34

35. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start Students who do not qualify for TBIP services, or whose parents waive these services must still have student placement information entered into CEDARS. 35

36. Students scoring a Level 4 on the WELPA placement test do not qualify for TBIP services, but must still be entered into CEDARS with the test results. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start Beginning in school year 2013-2014, Element J06 – Instructional Model Code must be null for students scoring a Level 4 on the WELPA placement test. Use “D” for these student’s during the 2012-13 school year and earlier. 36

37. Enter all the placement information. Enter the same test date in all 3 of the following: J08 – Program Exit Date J13 – Initial WA Placement Test Date the same as J22 – Placement Test Date. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start Also, exit the student on J09 – Exit Reason Code using Exit Reason = “O” for does not qualify. 37

38. The LEP Application Student Information for students tested but not qualifying on the placement test might look like this: 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start 38

39. The LEP Application Student Information for students returning after a year absence but not qualifying on the re-entry placement test might look like this: 1.Tested but Does Not Qualify (on re-entry placement test) 39

40. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start Treat Parent Waivers the same as students entering any other Program Model. Waived students are required to take the annual English proficiency assessment so they need to be included in CEDARS as a qualified Limited English Proficient student. Do not count Waived students in the monthly P-223 counts. Students with a parent waiver keep that status from year to year unless the parents explicitly request rescinding the waiver. 40

41. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start J07 – Program Start Date is treated exactly like a student whose is receiving services, with the only difference being J06 – Instructional Model Code = ‘P’. Complete all J-File data elements except: Element J08 – Program Exit Date Element J09 – Exit Reason Code 41

42. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this: 42

43. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start Treat Parent Waivers occurring after the student has received services in the same way as students transferring between other program models. Waived students are required to take the annual English proficiency assessment so they need to be included in CEDARS as a qualified Limited English Proficient student. Do not count Waived students in the monthly P-223 counts. Students with a parent waiver keep that status from year to year unless the parents explicitly request rescinding the waiver. 43

44. Follow the directions for as described in Transfer Between Program Models, but exit the student from the previous enrollment record using the J09 – Exit Reason Code =“F” and J08 – Program Exit Date the date the waiver was received. Students transferring to Parent Waiver status constitute a CEDARS event and require a new record be created with a new J07 – Program Start Date. 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start 44

45. The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this: 1.Tested but Does Not Qualify 2.Parent Waivers at program start 3.Parent Waivers after program start 45

46. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models A student transferring between schools, between districts, or between program models constitutes a CEDARS event requiring a new enrollment record. 46

47. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models Create a new record with the date of the new school enrollment in J07 – Program Start Date. If the move involves a different Instructional model, then enter the new J06 – Instructional Model Code. Placement data remains the same as the previous record. The previous record is closed out using: J08 – Program Exit Date J09 – Exit Reason Code = “T”. 47

48. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models Enter all the change in enrollment information, plus a new Program Start Date: J01 – School Year J02 – Serving County District Code J03 – District Student ID J04 – State Student ID (SSID) J05 – Location ID J06 – Instructional Model Code (new?) J07 – Program Start Date (new record) 48

49. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this: 49

50. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models Create a new record with the date of the new district enrollment in J07 – Program Start Date. If the move involves a different Instructional model, then enter the new J06 – Instructional Model Code. Placement data remains the same as the previous record. The previous record is closed out using: J08 – Program Exit Date J09 – Exit Reason Code = “E”. 50

51. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models Enter all the change in enrollment information, plus a new Program Start Date: J01 – School Year J02 – Serving County District Code J03 – District Student ID J04 – State Student ID (SSID) J05 – Location ID J06 – Instructional Model Code (new?) J07 – Program Start Date (new record) 51

52. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models The LEP Application Student Information for students whose parents waive services at the start of TBIP program eligibility might look like this: 52

53. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models Create a new record with the date the student begins the new program instructional model in J07 – Program Start Date. If the move involves a different Instructional model, then enter the new J06 – Instructional Model Code. Placement data remains the same as the previous record. The previous record is closed out using: J08 – Program Exit Date J09 – Exit Reason Code = “F” if transfer to parent waiver, “T” otherwise. 53

54. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models Enter all the change in enrollment information, plus a new Program Start Date and Instructional Model Code: J01 – School Year J02 – Serving County District Code J03 – District Student ID J04 – State Student ID (SSID) J05 – Location ID J06 – Instructional Model Code J07 – Program Start Date (new record) 54

55. 1.Transfers between Schools 2.Transfers between Districts 3.Transfers between Program Models The LEP Application Student Information for students transferring between program instructional models might look like this: 55

56. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students Students leaving the school during the school year must have J08 – Program Exit Date and J09 – Exit Reason Code filled out before the close of the school year. Students expected to return the next fall who do not, need to have these fields filled out during the reconciliation period for both CEDARS enrollment records and LEP Application records for the prior school year consistent with Elements C08 – Date Student Exited from School and C09 – School Withdrawal Code. At the end of the school year, please review the LEP Application tab “Reports>Data Clean-up” to locate and correct any data entry inconsistencies to close out the year with correct and complete records. 56

57. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students Exit LEP students who graduate using J09 – Exit Reason Code of ‘B’ (Graduated) and enter the last day of the current school year in J08 – Program Exit Date. 57

58. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students The LEP Application Student Information for students graduating from high school might look like this: 58

59. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students Exit LEP students who have scored a Level 4 – Transitional on the annual WELPA test using J09 – Exit Reason Code of ‘A’ (Transitioned) and enter the last day of school for the current school year in J08 – Program Exit Date. Use the WELPA score results downloaded from the WAMS application in EDS to access a list of LEP students transitioning on the annual test and enter these withdrawals in you local Student Information System. CEDARS cannot transition students for you. This is different from past years using the TBIP database. Failure to transition students in you local system may cause another district to serve students who do not qualify. The ONLY students with an J09 – Exit Reason Code of ‘A’ are these transitioning students. No students exiting during the school year will have this Exit Reason. 59

60. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students The LEP Application Student Information for students transitioning on the annual WELPA test might look like this: 60

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62. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students The school district, acting in consultation with the student’s Individualized Educational Program (IEP) Team will annually evaluate the assessment results and the student’s progress toward acquiring English language proficiency to determine whether the student may be reclassified as “non-LEP due to conditions beyond linguistic parameters” and officially exited from the TBIP or Title III using J09 – Exit Reason Code of ‘G’ (Primary LEP factors attributed to Special Education) and enter the date the IEP Team made this determination in J08 – Program Exit Date. If it is determined that the child’s disability is not the determinant factor for the English language skill deficiency, the child shall continue to be eligible for the TBIP. 62

63. The LEP Application Student Information for students exiting for primary LEP factors attributed to Special Education might look like this: 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students 63

64. 1.Graduating Students 2.Transitioning Students 3.Special Education Exited Students 4.Continuing Students Districts are not required to exit continuing students from the previous school year’s record. Blank (NULL) values in J08 – Program Exit Date and J09 – Exit Reason Code are assumed to be continuing in program without an exit. If a district chooses to exit students from enrollment records at the end of the year, then they must enter both Element J08 – Program Exit Date and J09 – Exit Reason Code using ‘T’- Transfer within district. Either way, students not returning in the fall need to be exited from the previous year’s record with Elements J08 – Program Exit Date and J09 – Exit Reason Code that are consistent with Elements C08 – Date Student Exited from School and C09 – School Withdrawal Code. 64

65. 4.Continuing Students The LEP Application Student Information for Returning to Program LEP students might look like this: Or like this: 65

66. For the purposes of the LEP Application, a new school year is treated as a CEDARS event requiring a new J07 – Program Start Date. At the start of the school year in the fall, districts are required to ensure that all returning TBIP students, all kindergarteners tested in the spring, and all newly arriving students are correctly entered into CEDARS File J submissions. The procedure for newly arriving students that indicate the student’s primary language is other than English on the Home Language Survey is described in the New to Program section. Students who are continuing in the TBIP program need to be recorded as described in the Returning to Program - beginning of school year section. Kindergarten students who tested in the spring or summer for placement in the fall are entered in the same manner as the New to Program section, once they have been assigned an SSID number. 66

67. Be certain to report all students taking a placement test whether or not they qualify for services based on that placement test. The beginning of the school year is an opportune time to review the academic performance of Native American students to identify those academically at risk and in need of possible testing on the WELPA Placement Test. Whether these students qualify for English language support services under Title III or they do not qualify by scoring a Level 4 on that placement test, the results of this placement test must be entered into the CEDARS Student Limited English Proficiency File (J). Report qualifying students as described in New to Program – For Title III Native American students. For students not qualifying, follow the directions as described in New to Program – Non-qualifying students. 67

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69. Paul McCold, Ph.D. paul.mccold@k12.wa.us Migrant, Bilingual and Native Education 69