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2011 Academic Support Data Training Session

Massachusetts Department of Elementary and Secondary Education

Spring 2011

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Questions on Data Collection

• Which students are eligible?

• What type of data is collected?

• How can programs use and improve data collected?

• How does the ESE use the data?

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Questions on Data Submission

• When are submission timelines and due dates?

• How to enter data in the ESE’s secure website? (the “security portal”)

• via online application OR

• via uploading of data template

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Which Students Are Eligible (FY11)?

ELIGIBLE CLASSES:• FC632/625 - Classes ‘03-’14 [‘15- summer only] (Grades 8-NG03)

<240 ELA/MTH, < 220 SCI ’10-’15 ; < 220 ELA/MTH ’03-’09

• FC596/597 - Classes 2003-2012 (Grades 11 - NG03) <220 ELA and/or Math only

• FC598/593 - Classes 2003-2012 (Grades 11- NG03)<220 ELA and/or Math only

• FC619/592 - Classes 2013-2015 (Grades 8-10) <240 ELA/MTH, < 220 SCI

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Data Collection

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What Type of Data is Collected?• SASID (State Assigned Student Identification Number)• Student Name, Grade, School• Grant Code (School Year / Summer)

Allocation Grants• 632/625/625-B– Districts/Approved SPED SchoolsCompetitive Grants• 596/597 – Work and Learning Programs• 598/593 – Higher Ed. Institutions/Partners • 619/592 – Collaborative Partnerships for Student

Success (CPSS)

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What Type of Data is Collected?

• Project (e.g., ELA3D – HS English during day)

Content Area School Type Schedule Type

MTH - Math 3 - HS D – During

ELA – English Lang. Arts 8 - Vocational E - Extended

SCI – Science Tech/Engin. 9 – SPED T – Weekend/Vacation

S – Summer Vacation

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What Type of Data is Collected?

• Instructional Model (Teacher:Student)• 1:1 (Individual) [A]• 1:2-5 (Smallest Group) [B]• 1:6-10 (Small Group) [C]• Other [D]

• Pre/Post MCAS Scores (Note: Entered by Department)

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What Type of Data is Collected?

• Number of hours served

• Entered by session in which the student participated. Session dates are divided by the MCAS test for which the students could be prepared.

• Students served in 8th-10th grades should have their hours entered by the corresponding months served.

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What Type of Data is Collected?SESSION TIME FRAME PREP FOR

(classes of '03-’13)

FALL (F) Sept – Nov ‘10 Fall ‘10 retest

WINTER (W) Dec ‘10 - Mar‘11 Spring ‘11 retest

SPRING (S) April – June ‘11 Fall ‘11 retest

SUMMER July – August ‘11 Fall ‘11 retest

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What Type of Data is Collected?

• Student Status

– Completed Program [CP]

– Withdrew [WD]

– Enrolled, but did not attend [EN]

– Participated until receipt of 220+ score [PAS]

– DEFAULT = Not being served in this project [NBS]

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How to Improve Data Collection?

• Appoint central person to plan collection and input data into security portal.

• Have central data person meet with program instructors before and after program.

• Start entering data into security portal application or Uploaded template at least two weeks before due date.

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How to Use Data?

• Inform narrative evaluations and future proposals.

• Use lessons learned to improve your program.

• Build support for your program (e.g., present data to school board or to other potential funders).

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• Included in reports for legislature and Board of Ed.

• Considered when shaping program policies and determining funding amounts for grant programs and individual grants.

• Viewed as a reflection of program effectiveness.

• Informs Technical Assistance provided to grantees.

How Does ESE Use Academic Support Data?

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Data Submission

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When are the Data Submission Timelines and Due Dates?

School Year (Programs operating Sept. ‘10 - June ‘11)

July 29, 2011 - Due Date for Data Submission (& Narrative Evaluations)

Summer (Programs operating July - Aug. ‘11)

Sept. 30, 2011 - Due Date for Data Submission (& Narrative Evaluations)

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How to Submit Data?

• Using online application to enter data

OR

• Using downloaded data template to upload data

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We encourage most grantees to use this option, as it

is more user-friendly than Option B.

““Should I choose option A ??”Should I choose option A ??”(Using the Online Application to Enter Data)

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How to Submit Data?

FIRST STEP

Entering the ESE’s Security Portal and accessing the Academic Support

Data Submission Section.

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DIRECT LINK TO SECURITY PORTAL WEBSITE: https://www4.doemass.org

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SECOND STEP

OPTION A:Using the Online Application

to Enter Data

How to Submit Data?

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FOR DISTRICT GRANTEES:

The Academic Support data in the security portal will be pre-populated with eligible students from your district.

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Non-District Grantees (Community Colleges, Collaboratives, School-to

Career Partnerships, etc. )

Students who recently transferred (new) to your district

Students who have never taken an MCAS exam

Students who are no longer enrolled in high school (NGs)

Enrolled students must be entered by SASID for:

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1xxxxxxxxx

1xxxxxxxxx

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SECOND STEP

OPTION B: Using the Downloaded

Data Template to Upload Data

How to Submit Data?

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(Using the Downloaded Data Template to Upload Data)

Consider this option if you are a large district with an existing

student tracking system that you canadapt appropriately.

““Should I choose option B ??”Should I choose option B ??”

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(Non-district grantees will only see the

first line of this page.)

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Note: If using using internet explorer, change “save as type” to all files and add “.csv” to end of file name.

2011

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-HRS_SERVICE_1 = Fall

-HRS_SERVICE_2 = Winter

-HRS_SERVICE_3 = Spring

-HRS_SERVICE_4 = Summer

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Important Points to Remember

• Enter data on all that were served. Do not enter anything on those not served.

• You may add a student by typing in all data elements for that student.

• Be sure to use the correct codes for project, instructional model, and status (e.g. ELA3D = English HS During Day, “A” = 1:1 instructional model, “CP” = Completed Program).

• NG students have 00000000 as a school code.

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Note: Make sure that you save the file with the changes as .csv – this is the only format that the upload method will accept.

2011_

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Questions?

Contact: Allison W. Smith

Tel: 781-338-3232

Email: ACsupport@doe.mass.edu

Website: http://www.doe.mass.edu/as

See “Data Collection and Evaluation” Page(http://www.doe.mass.edu/as/data)