Effectively Utilizing LEP Data and WVEIS Supports

Overview

• Data Governance • LEP Screen• Basic Screen Functions• Interpretation of EOY LEP Certification

Data Governance is…

the processes and systems that govern the quality, collection, management, and protection of data to ensure a single source of the truth.

Consider this…“One of the primary reasons people should care about data is it is one of the most valuable assets [in an organization]…[but] it’s only beneficial when used appropriately.”

-Strout and Eisenhauer

Why do we need it?

• Single version of the truth • Builds trust in our data• Better organizational collaboration• Decreased risk of compliance failures• Increases equity across the state

What doesData Governance include?

• Certified Data Collections• Metadata (the data dictionary)• Reporting from those certified collections• Data Stewardship across WVDE– Privacy & Adherence to FERPA– Accuracy in defining data elements– Access for evaluating and monitoring programs

• Establishing & implementing systems and processes

WVDE Governance Structure- Data Policy Committee

- Data Governance Committee

- Data Steward Task Teams

Determines critical policy questions; stays informed of issues, concerns, guidance

Decision makers; approve task team proposals and research proposals; County representation (Cabell, Putnam, Wood)

Populate the data dictionary, act as office experts on their data, serve on various task teams; become FERPA experts for WVDE

Committee MembershipData Policy Committee

Data Governance Committee

Data Steward Task Teams

Representatives from • the legislature• WorkForce WV• HEPC• Birth to Three• Education and

the Arts• WVDE leadership

• WVDE Division and Office leads

• County Representatives

Representatives from each Division and Office at WVDE

Certified data

Because WVEIS is a live, transactional data system, we need certified snapshots.• Adhering to deadlines for data collections

– Equity across the state with the same rules, timelines applied– Certified collections become the snapshots of information– Window of time to focus on data accuracy

• Reviewing the data reports – whether through a WOW menu item, or via paper/pencil methods where applicable – and begin early

• Utilizing the windows to certify data

Certified Data(continued)

• Reading the communications with important messages• Following technical instructions to step you through

certification• Seeking additional information (posted on the WVEIS

calendar page)• Providing feedback and asking questions

Certified data will drive reporting (rather than our live, transactional system)

October Collection

• The first certified data collection– Was due on October 18– New menu item through WOW for certification– Menu item CERT.13 will remain visible– 96% on-time certification rate!

Future Collections

• Collecting feedback about the CERT.13 menu item to make future certifications as clear, informational, and helpful as possible.

• Providing information further in advance• 100% on-time certification by all

superintendents or designees

What all of this means for future

• Working to build our new longitudinal data system that will provide the single source of high-quality educational information

Current Access• People “In the Know” understand and are

able to access data: Educators and Administrators–Where to find it–How to interpret it– Lack of a “one-stop shop”

• My School Performance• Accountability Report Card• Overall Testing Data• Enrollment

ZoomWV

• The federal grant money supports our work to create a dashboard that– Is easy to use– Is transparent– Is the one-stop shop for educational information– Contains graphs, “why it matters” text– Recognizes the many audiences that are

interested in how our schools are doing• Let’s look at ZoomWV’s mock-up and other

state examples that we’d like to emulate

ZoomWV’s Mission

• Developed and vetted by Data Governance Committee

• ZoomWV will adhere to the mission statement established by the Data Governance Committee: The PK-12 Statewide Longitudinal Data System is being developed to ensure that a single, secure source of accurate, high-quality information is available for end users (e.g. school personnel, teachers, administrators, WVDE staff, policymakers, public, etc.) to add value to educational decision-making processes and improve educational outcomes for students in West Virginia.

Expected Outcomes of ZoomWV

1. A high-quality P-12 LDS (ZoomWV) from certified data

2. Feed the state’s P-20W system– A multi-agency project – Pre-K, K12, post-secondary, and workforce

3. To help improve student achievement by answering key educational policy questions

Expected Outcomes of ZoomWV

4. To drive educational decision making5. To automate required reporting that includes

only aggregate data which cannot be used to identify individuals (i.e., EdFacts, Consolidated State Performance Report, etc.) – “Sharing Data”– No PII are shared at the federal level

ZoomWV will adhere to

• The Family Educational Rights and Privacy Act (FERPA) http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html.

• Children’s Internet Protection Act (CIPA) http://www.fcc.gov/cgb/consumerfacts/cipa.html.

• The Health Insurance Portability and Accountability Act of 1996 (HIPAA) http://www.hhs.gov/ocr/privacy/

• The Children’s’ Online Privacy Protection Act (COPPA) http://www.ftc.gov/coppa/

• Local and state-level guidance

LEP WOW Screen• Record for students who have been identified as LEP

through a formal identification process. • The process of identification or designation is initiated

when a Home Language Survey (HLS) indicates that a student meets the official definition of LEP as defined by NCLB.

• A screener is then administered to determine if a student is already proficient or could benefit from supplemental services.

• Students who score proficient on the initial language screener should not be identified as LEP. Likewise, the LEP tab record should not be activated for the student.

LEP WOW Screen Cont. • The LEP tab should only be initiated when

a student has been both identified through the HLS and the screener.

• A student who has qualified through both the HLS and the screener is now classified as LEP until re-designation or “exiting” occurs.

Components of LEP WOW Screen

• Original Screening Date - When the ESL teacher or district coordinator administered the original language screening test.

• An ESL Entry Date – When the LEP Student enters into a Language Instruction Education Program (LIEP) or ESL program

ESL Exit Date

The date that a LEP student successfully meets exit criteria: (1) scoring “5” for two consecutive years

on the WESTELL and (2) scores at “Mastery” level or above on the Reading Language Arts (RLA) section of the WESTEST 2.

A student should only receive an exit date when both of these requirements have been fulfilled.

Designations & Status of Service

• Student Receiving Services – Any student enrolled in a LIEP or ESL program. This includes any student receiving services levels 1-5.

- Students receiving services will be coded with “S”.

- The student will show as an active record because the exit criteria have not been successfully met.

Designations & Status of Service

• Removed at Parent Request – Any student who has been removed from a LIEP or ESL program at the request of a parent. This occurs after services had been initiated.

- The student is still required to take the annual language proficiency assessment (WESTELL).

- Students removed at parent request will be coded with “R”.

- The student will still show as an active record because the exit criteria have not been successfully met.

Designations & Status of Service

• Parent Waiver - Any student who has been administered a language screening and has been determined to qualify for services whose parent refuses or waives the student’s right to participate in a LIEP or ESL program.

- The student is still required to take the annual language proficiency assessment (WESTELL).

- Students removed at parent request will be coded with “W”.

- The student will still show as an active record because the exit criteria have not been successfully met.

Designations & Status of Service

• Exited - Any student who has successfully met the criteria to exit a LIEP or ESL program. -

- Students who have exited will be coded with “X”.- Any student coded as “Exited” must also have an

exit date on the LEP screen. - A student who has exited the program will show

as a former LEP for two years. - Note that transferring out of the county or state

does not constitute exiting LEP status.

Basic Screen Functions

• Student Transfer - Students who transfer out of school or out of county do not satisfy the criteria for exiting LEP status.

- The LEP record will show as active as the student is LEP.

- Consult with your local WVEIS coordinator to ensure that the student is coded for transfer.

Basic Screen Functions

• Student Graduation - Students who graduate, through nature of promotion, do not satisfy the criteria for exiting LEP status, and will be counted as part of the LEP subgroup of graduates.

- The LEP record will show as active as the student is LEP.

- Consult with your local WVEIS coordinator to ensure that the student is coded for graduation.

Clerical Activation Errors

• In reviewing data identify a record that should not have been activated

- IEP not LEP record- Record prematurely activated for initially

fluent student• Rare cases will deactivate. Must contact WVDE

Office of Federal Programs to make request. • Note that removing a student at parent request

or parent waivers do not constitute as clerical activation errors.

Interpreting the EOY LEP Certification Columns

• LEP 10/01 Enrollment – These enrollment numbers reflect the LEP students who were enrolled during the October 1 data collection.

Action:This column serves as a point of reference only.

Interpreting the EOY LEP Certification Columns

• LEP Live Enrollment – These enrollment numbers reflect the live enrollment data.

Action:Corrections to address inaccurate data reported on the live screen can be made through the source data file, STU.301. Once those changes have been made, the WOW data will be updated in CERT.EOY.

Interpreting the EOY LEP Certification Columns

• Title III Served– These enrollment numbers reflect any student who received services during the past school year. This column will include students who had an enrollment record at the county for any length of time during the school year.

Action:Corrections to address inaccurate data reported on the screen can be made through the source data file, STU.301. Once those changes have been made, the WOW data will be updated in CERT.EOY.

Interpreting the EOY LEP Certification Columns

• Title III Former – These enrollment numbers reflect any student who has successfully exited LEP status through the established criteria. Note that a student will appear in the Title III Former for two years after successfully exiting the program.

Action:Corrections to address inaccurate data reported on the screen can be made through the source data file, STU.301. Once those changes have been made, the WOW data will be updated in CERT.EOY.