LEA Data Discussion June 25, 2020 Meeting Participation - - PowerPoint PPT Presentation

LEA Data Discussion

June 25, 2020

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Meeting Participation Instructions

Two options for providing feedback:

• Option 1 - Use the question/chat box to respond
• Option 2 - Raise your hand to be unmuted to speak

What to Expect:

• Questions will be repeated out loud from the question/chat box
• You will be identified and unmuted when it’s your turn to speak

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Agenda

• Reminders
• Pandemic EBT
• Data Validation and Reporting Impacts
• Data Connectivity
• Transportation Guidance and Timelines
• DC School Report Card
• English Learners
• Immunization Attendance Policy
• Start of School and other Upcoming Trainings

Reminders

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Pandemic EBT (P-EBT)

Eligibility:

• The last day for households to submit Free And Reduced-price Meal (FARM)

applications was June 19, 2020.

• Student Information Systems (SIS) must be updated by June 25, 2020 at 3 p.m.

Benefits:

• The Department of Human Services (DHS) will continue to process all information until

benefits are received by all eligible families.

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Data Validation: Key Changes

The SY19-20 Data Validation Policy was updated to reflect changes impacted by the COVID-19

• pandemic. These changes are effective immediately.

Key Changes

• In-Seat Attendance (ISA) and Calendars are reflective of the start of the school

year through Friday, Mar. 13, 2020.

• Health Profiles shifted from Apr. 3 to align with the Third Certification.
• School Testing Windows and Assessment Sheets are only for ACCESS and

the students who were tested. OST Submissions and Certification Dates Certification OST Submission Date Certification Date Third Certification

• Fri. Jun. 12, 2020
• Fri. Jun. 26, 2020

Fourth Certification

• Fri. Jun. 26, 2020

Fri., Jul. 10, 2020

Data Validation – Migrant Students

• The Migrant Student Certification form is due today.
• Only 52 LEAs have provided a certification stating there are zero migrant students for SY19-20.
• All students enrolled at the LEA during the SY19-20 will be displayed on the Migrant Students sheet

in Data Validation.

• The Head of School must confirm that the LEA does not have any migrant students.
• OSSE has provided a link to the Migrant Student Data Collection Certification on the sheet.

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Data Validation: Alternative Support Documentation

Friday, Sept. 18, 2020, by 5pm Acceptable Documentation Submission OSSE has created the Change Assurance Form to serve as a documentation proxy due to the inaccessibility of required documentation to request manual changes to student data.

• This form supports changes to student demographics and exits.
• The form must be submitted via OST within the OST submission timeframe.
• The form is in the Qlik Data Validation Application for easy access.
• The form must be submitted via Exit Management and Prior Year for exit codes within

the OST submission timeframe.

• Acceptable documentation must be submitted by the below deadline.
• OSSE will revert changes where no acceptable documentation is received by the

below deadline.

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Data Connectivity Key Dates & Deadlines

Category Milestone/ Process step Owner Deadline* Decisions LEA Start Date determined and communicated to OSSE LEA June 15, 2020 Data Connectivity LEA calendars submitted to eSchoolPLUS LEA 45 calendar days prior to SoS Data mapping completed in LEA Data Mapping Tool LEA 45 calendar days prior to SoS Configuration session (OSSE will initiate scheduling) OSSE/LEA 30 calendar days prior to SoS Flip SIS to SY20-21 LEA 15 calendar days prior to SoS Data is flowing without error from SIS to SLED OSSE 13 calendar days prior to SoS

As we shift towards preparation for SY20-21, these are the key operational processes and deadlines presented to LEA leaders last week. OSSE will issue more detailed guidance in the coming week.

*These are final deadlines; LEAs can get started earlier if they choose.

DOT LEA Guidance for Timely Transportation Services SY20-21

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LEA Considerations/Decisions for SY20-21

As we shift towards preparation for SY20-21, these are key preparation items that LEAs will need to consider and decide. They will be critical in preparing transportation services for eligible students that will be receiving any in-person education for the 20-21 school year. Student Level

• Student assignments: How will students be assigned to a particular schedule?
• i.e. which students will be in school on which days
• Prioritize service preparations and data submissions for students with disabilities.
• i.e. submit the required school calendars and transportation requests forms

Notes

• If the considerations and decisions are delayed into the transportation preparation time, LEAs

should consider and prepare to utilize the parent or LEA reimbursement options

• If your LEA is not offering in-person services for students with disabilities, no action is required

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DOT LEA Guidance for SOS SY20-21

Category Milestone/ Process step Owner Deadline Data Submissions Submit school calendars in TOTE (Calendar upload assistance can be provided- Contact TOTE Support) LEA July 6, 2020 – July 24, 2020 Submit student transportation request forms (TRFs) in TOTE LEA July 6, 2020 – July 24, 2020 Transportation Preparation Activities include: data verification, system configuration, data transfers, routing development, QA process, route assignments, practice routes, parent/LEA/school communications, etc. OSSE DOT July 24, 2020 – August 21, 2020

These are the key operational processes for LEAs to make note of, in order for DOT to appropriately complete SOS preparations and to deliver timely service at the start of the new school year.

• The dates in the table above are based on start dates between August 24 and August 31, 2020
• DOT will conduct outreach to LEAs that have start dates on or before the week of August 24, 2020
• LEAs data submissions should be no less than 20 business days (4 weeks) prior to their first day of school
• TOTE Support can be reached M-F between 8:00am – 4:30pm at 202-576-5520 or email dot.data@dc.gov

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Data Connectivity and Transportation Impacts

14 LEAS with less than 45 days from SoS

Start dates within 08/03 – 08/19 Configuration sessions begin 07/06

34 LEAs with ESY impacts

Start dates within 08/24 – 08/31

20 LEAs with 45 days or greater from SoS and no ESY

Start dates within 08/24 – 09/08

Based on LEA calendars, LEAs fall within three categories and have the following impacts.

DC School Report Card: School Finance Data Update

June 25, 2020

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• For the first time, DC is publishing actual school-level expenditures for all schools,

including the amount of central office expenditures allocated to each school

• This information is available on the DC School Report Card:

www.DCSchoolReportCard.org

• The DC average per-pupil expenditure (PPX) is $20,675. This is the average of all

public schools in the District.

▪ The State/Local share is $18,683, which is 90% of the total ▪ The Federal share is $1,992, which is 10% of the total

• Per-pupil expenditures reflect the values of DC’s school funding formula:

Expenditures are higher in schools enrolling more at-risk students and students with disabilities

• Larger schools tend to have lower total per-pupil expenditures than small schools

Executive Summary

Overview of School Finance Data

• On June 26, the Office of the State Superintendent of Education (OSSE) will add

school finance data to each school and local education agency (LEA) profile page.

• Reporting this school finance data meets a new requirement under the Every

Student Succeeds Act (ESSA).

• This is the first time that data about actual school spending at the school level

is available to the public.

• This new data will give school leaders, families, policymakers, and community

members access to new information about DCPS and public charter schools that they can use to engage with their school communities.

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School Finance Data on Report Card

School Finance Metrics

• Per-Pupil Expenditures

▪ By Entity: School, LEA, DC ▪ By Funding Source: State/Local and Federal ▪ By type and source: School-level expenditures (State/local and Federal), school-share of centralized expenditures (State/local and Federal)

• Total Expenditures = Total School expenditures + Total Excluded Expenditures
• Student enrollment - enrollment audit count

Details in DC School Report Card Technical Guide Release Materials: Public Data File, School Finance Brochure, and Centralized Expenditure Methodology document

School Finance Data on the DC School Report Card

• The profile page for each school and LEA now includes a Finance section.
• This section displays the school or the LEA's per-pupil expenditures.
• Users can also compare a school's per-pupil expenditures to the LEA average and the

state average.

• Users can click on the details link to take a deeper look at these data.

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What Financial Data is Included on the DC School Report Card?

School Finance Visual Displays

• When a user wants to get more

information about the per-pupil expenditures, they can click through to the details page.

• This section of the details page

shows the per-pupil expenditures by funding source: federal and state/local.

• In this example, the user can

see the average per-pupil expenditures for the school, the LEA and for the District.

• The detail shows the actual per-

pupil expenditure and the percentage between federal and state/local.

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School Finance Visual Displays

• This section of the details page shows the

per-pupil expenditures by type: school- level expenditures and centralized expenditures.

• In this example, the user can see the per-

pupil expenditures for the school and the LEA.

• The detail shows the actual per-pupil

expenditure and the percentage between school-level and centralized expenditures, and by federal vs. state/local.

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School Finance Visual Displays

• This section of the details page how the per-

pupil expenditures were calculated. It shows the per-pupil expenditure and the school’s enrollment audit student count.

• The “total school expenditures” is the amount

that is divided by the school’s enrollment audit count to arrive at the per-pupil expenditure.

• The total excluded expenditures are those

expenditures that are not included in the per- pupil expenditure calculation. The excluded expenditures are displayed on the details page so that the user has a full picture of the expenditures spent at the school.

• The sum of the total school expenditures and

the total excluded expenditures is the total amount of expenditures at the school for the school year.

• Note that total excluded expenditures appear
• n the school detail page for single-site LEAs

and on the LEA detail page for multi-site LEAs.

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English Learner Identification: Preparing for the 20-21 School Year

Schools must identify, serve and assess EL students:

• Potential ELs must be screened using the standardized state EL identification procedure

within the first 30 days of the student’s first day at school (10 days if starting during the school year). ESEA Section 3113(b)(2); DCMR 5E-31: 3101.1-3101.2

• State-approved screeners are administered in-person either on paper or online.
• They are not designed to be administered remotely.

English Learners (EL) Identification Requirements

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School Scenarios and EL Screening

All in-person Screen as usual per state policy Partially remote, partial in-person Screen as usual per state policy and make every effort to do so in a timely manner

All remote, none in-person Use provisional EL identification policy (PENDING FINAL RELEASE)

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• Provisional EL screening when in-person test administration is not possible due

to physical school closures:

DRAFT Provisional EL Identification Procedure

Grade Band Family Interview Student Interview Grade PreK X Grade K X Grade 1 X Grades 2-3 X Grades 4-12 X

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• Provisional EL identification decision criteria

DRAFT Provisional EL Identification Procedure

Grade Record as Provisional – EL if: Record as Provisional – Not EL if: Prek Family interview responses about the student’s exposure to and use

• f English indicate that English is

not the student’s dominant language. Family interview responses indicate that English is the dominant language. Grades K- 12 If any rubric ratings are “Beginning” and/or “Intermediate”. If all rubric ratings are “High”.

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• The LEA must keep track of the status of all students who are screened

provisionally, whether identified as Provisional – EL or Provisional – Not EL, so that once school buildings re-open, they can be screened according to the full procedure.

• Regardless of whether a student is provisionally identified as Provisional – EL or

Provisional – Not EL, the formal identification process must be completed once school resumes and face-to-face screening is possible. This includes students screened as Provisional – Not EL.

DRAFT Provisional EL Identification Procedure

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• Document the provisional identification in your LEA’s SIS:

DRAFT Provisional EL Identification Procedure

Data Field Value Options Home Language Survey date

• MM/DD/YYYY

EL Indicator

• If EL: Yes
• If not EL: No

EL Status

• Provisional – EL (PEL)
• Provisional – Not EL (PNEL)

Screener Score Leave blank until after formal screening is completed Screener Date Leave blank until after formal screening is completed

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• Document the provisional identification in your LEA’s SIS:

DRAFT Provisional EL Identification Procedure

Data Field Value Options Home Language Survey date

• MM/DD/YYYY

EL Indicator

• If EL: Yes
• If not EL: No

EL Status

• Provisional – EL (PEL)
• Provisional – Not EL (PNEL)

Screener Score Leave blank until after formal screening is completed Screener Date Leave blank until after formal screening is completed

Must match

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• Upon school re-opening, complete a formal screening for all students who were

screened during the extended school closure, including students whose provisional screening results indicated Provisional – EL and those who results indicated Provisional – Not EL.

• After completing the full identification using the OSSE-approved screeners, update

the following fields in your LEA’s SIS as soon as possible:

▪ EL Indicator: Yes or No ▪ EL Status: Screener status ▪ Screener score ▪ Screener date

DRAFT Provisional EL Identification Procedure

CONTACT INFO

NAME: TITLE: EMAIL: PHONE:

OSSE SOCIAL MEDIA

facebook.com/ossedc twitter.com/ossedc youtube.com/DCEducation www.osse.dc.gov

DIVISION OF TEACHING & LEARNING

WEBSITE: https://osse.dc.gov/service/k-12-teaching- and-learning-resources UPCOMING PD TRAININGS: https://osse.dc.gov/events SUBSCRIBE TO TAL PD BULLETIN: http://eepurl.com/gBFkKw

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Jennifer Norton Manager for EL Supports Jennifer.Norton@dc.gov (202) 394-8806

Immunization Attendance Policy

Implementing the District of Columbia’s Immunization Requirements

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• District physicians have recorded an extremely low number of pediatric

immunization administrations this year. Administrations have dropped by 70 percent locally and nationally according to CDC.

• Many children in the District are not fully immunized, creating an especially high

risk for an outbreak of a vaccine-preventable infectious disease such as

• measles. An outbreak of an infectious disease on top of COVID-19 could
• verwhelm our healthcare system.
• 2019 saw the greatest number of measles cases in over 25 years, including
• utbreaks in Maryland and Virginia. Measles can be deadly for children.
• Due to dangerously low pediatric immunization compliance, DC Health has

advised that all schools must enforce the Immunization Attendance Policy as planned beginning in school year 2020-21.

Immunizations: Why Is This Still a Priority?

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• District law and regulation require schools to verify immunization compliance for all

students as part of enrollment and attendance. Schools must identify and notify students that are not fully immunized.

• Students that are not fully immunized shall not attend in-person instruction after 20 school

days and cannot return for in-person until immunization certification is secured.

• Schools receive their immunization data via the District of Columbia Immunization

Information System (DOCIIS), but also through the collection of paper documents.

• New attendance codes were created for students removed after the 20-school day period:

▪ Unexcused absence – immunization ▪ Excused absence – immunization

Reminder: Immunization Requirements

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▪ Age and Grade:

▪ Policy applies to students in grades pre-K through 12 and those pursing an IEP Certificate of Completion through age 26. ▪ Policy does not apply to students enrolled in adult-serving schools or alternative schools where students are on an academic track which leads to diploma (General Education Development or the National External Diploma Program). ▪ Policy does not apply to adult students enrolled in academic track that offers adult basic education, English language instruction, and/or industry specific workforce training that does not lead to diplomas.

▪ Distance Learning

▪ After the 20-school day period has passed, students shall not attend in-person instruction. ▪ LEAs may choose whether to offer either distance learning or to code students as “unexcused absence – immunization” for each school day until immunizations are secured.

▪ Bus Transportation

▪ If a student that receives bus transportation is removed from in-person instruction, the LEA Representative Designee/Special Education Coordinator or 504 Coordinator will cancel the transportation request form (TRF) in the Transportation Online Tool for Education (TOTE).

Immunization Attendance Policy Reminders and Updates

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• Revised Immunization Attendance Policy guidance document, training, and materials will be

available on the OSSE website next week.

• Communication materials for schools including flyers, letters, Q&As, immunization

requirements, health forms, and immunization locations are all available on the OSSE website.

What’s Next?

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• LEA leaders and school principals will receive communications beginning next week.
• DC Health and the Mayor will lead a public health campaign on immunizations.
• DC Health is evaluating how soon school nurses and health technicians can be recalled

from COVID-19 response and recovery to help support this work over the summer.

• DC Health is evaluating how to support sending notifications to families this summer to

alert them of this requirement and encourage them to make immunization appointments.

• DC Health is coordinating with the local medical community to also contact families and

schedule immunization appointments over the summer.

What’s Next?

Resources

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Contact DC Health for more information on:

• Immunization certification requirements
• Immunization data
• Pediatric immunization locations and resources for accessing immunizations
• Actionable steps for schools to control an outbreak
• Schools participating in DC Health’s School Health Services Program may rely on support from

the school nurse or health suite personnel when recalled from COVID-19 response and recovery

Consult DC Health Link for more information on:

• Access to insurance or Medicaid for families in the District

Contact your LEA central office or OSSE for more information on:

• Attendance protocols
• Protections for special student populations
• Managing attendance data

Resources for Additional Information

Start of School & Upcoming Trainings

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Start of School Summer Training Series: New POCs

WHAT: Virtual orientation sessions for new and less experienced LEA POCs WHO: Five different LEA-level roles that are core to start-of-school readiness:

• Data Managers
• English Learner Coordinators
• Special Education POCs
• Transportation POCs
• Enrollment Audit POCs

WHEN: Live sessions scheduled for week of July 20-24.

• Live sessions will be recorded for on-demand access

for new POCs hired later in school year. Objectives:

• Onboard new POCs to roles and

responsibilities

• Review pertinent state and federal

laws and policies

• Overview of key dates and

deadlines

• Understand the flow of student-

level data between systems

• Ensure new POCs have access to

all required data systems

• Hands-on training of data systems

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Start of School Summer Training Series: All POCs

Ongoing Series of Summer Touchpoints:

• Data Managers: Monthly DM Meetings
• EL Coordinators: Re-Entry to SY20-21: Strategies and

Tools for Supporting ELs: Four-Part Series (July-Aug.)

• Sped POCs:

▪ Monthly POC Webinars (four sped domains in appendix) ▪ Serving SWDs LEA Toolkit T.A. Sessions on Core Principles (Jen Carpenter + Kelley Scholl)

Other SoS-Related Touchpoints:

• Transportation POCs: Include content in Sped monthly
• Enrollment Audit POCs: July 20 Refresher Training
• Faculty and Staff Data Collection POCs:

▪ June 3 Policy & Updates Training ▪ Sept. 30 New Collection Tool Training

Sessions may include:

• Updates to state and federal laws

and policies

• Reminders of key dates, deadlines

and tasks

• Updates to data systems or apps
• Considerations for serving

students during periods of remote

• r blended learning
• New processes for data collection
• Best practices for serving students

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Start of School Summer Training Series: LEA Feedback

1. The timing for Orientation for New POCs (scheduled for week of July 20-24) feels: a) Too late in the summer b) Too early in the summer c) About right 2. OSSE’s approach to sharing critical information and updates with ALL POCs (new + experienced) by hosting regular monthly convenings throughout the summer feels like: a) Too much training for the summer months b) Too little training, given the current circumstances c) About the right amount to prepare LEAs for serving all students in the new school year 3. Please share any additional thoughts or input around the proposed series of summer trainings for LEA POC roles (open-ended question). REMINDER: All live training sessions will be recorded and made available.

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Division Course Dates

CIO SLED Training for New Users 6/29/2020 7/1/2020 7/6/2020 DOT TOTE 7/1/2020 7/8/2020 7/22/2020 TAL Friday Math Series: Digital Tools for Teaching Math Remotely 6/26/2020 TAL Helping Families Use Positive Behavior Supports 6/30/2020 TAL Trauma Informed Responses to School Re-entry 7/7/2020 OER Enrollment Audit Process, Implications and Deadlines: Refresher Course for Returning EA POCs 7/20/2020 OER Enrollment Audit Process, Implications and Deadlines: Refresher Course for New EA POCs 7/20/2020

Upcoming Trainings