we are in standby mode

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We are in Standby ModeWe are in Standby Mode

The State Self-Assessment Tool (SSAT) Webinar

will begin promptly at

2pm EST / 11am PST

Audio is via conference call only:Telephone: 1-408-600-3600

Conference Code: 803 684 667#

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Records Exchange Advice, Records Exchange Advice, Communication, and Technical Communication, and Technical

Support (REACTS)Support (REACTS)

State Self-Assessment Tool

Overview

October 18, 2011

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HousekeepingHousekeeping

• Presentation mode, phones are muted• Recording webinar for archive• Tech Support• Questions & Answers• Interactive Feature• Feedback Poll

HousekeepingHousekeeping

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Tech SupportTech Support

Tech SupportTech Support

Requesting tech support:

In the Chat area, located on lower right-hand side of screen, use the “send to” drop down menu, select ‘Webinar Questions (Host)’ and send a private message

From E. Garcia to Webinar Questions: Please help me with audio. I cannot hear the presenter. Thanks.

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Questions & AnswersQuestions & Answers

• Asking questions: There will be some time for questions throughout the presentation and an additional Q&A section at the end

• You can submit your questions at any time to ‘Webinar Questions (Host)’ in the Chat area, however, they will be answered during Q&A times

Questions & AnswersQuestions & Answers

Webinar Questions (Host)

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Interactive FeatureInteractive Feature

Interactive Feature – Raising Your Hand

Interactive Feature – Raising Your Hand

During the webinar, the presenter may ask questions. You can participate by using the ‘Raising Your Hand’ feature located in the right-hand side panel

Webinar Questions (Host)

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Feedback PollFeedback Poll


At the end of the presentation, we will request your feedback about the webinar. The poll feature will appear on the right hand side panel.

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Records Exchange Advice, Records Exchange Advice, Communication, and Technical Support Communication, and Technical Support

(REACTS)(REACTS)State Self-Assessment Tool Overview

October 18, 2011

Elvira E. Raya

Subject Matter Expert

REACTS Team

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AgendaAgenda

• Webinar Goals• Document Background• Document Objectives• Document Layout• General Instructions• Document Walk-thru• Uses for the Document• Sharing from SSAT Users• Additional Q&As• Upcoming Webinars• Contact Us• Feedback Poll• Adjourn

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Webinar GoalsWebinar Goals

Webinar Goals:• Provide technical assistance to States

• Assist States in analyzing their current records exchange efforts by introducing and reviewing a useful self-assessment / self-evaluation tool

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Document BackgroundDocument Background

• Concept created originally by OME

• Developed by REACTS over a year ago

• Living document (version 1.7) reflecting feedback from different States

• A tool used during the REACTS state site visits

• Well-received by the 12 states that have used it

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Document ObjectivesDocument Objectives

• The SSAT can assist States to:– Take a close look at their current Records

Exchange/MSIX activities

– Measure their current progress on implementing a state-wide records exchange program

– Identify improvement areas and formulate strategies to move their records exchange efforts to the next progress level

– Set a baseline for ongoing progress self-monitoring

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Document LayoutDocument Layout

Section Description

Introduction Purpose of the document and short description of its two main components, the State Profile and the State Self-Assessment

State Profile Overview High-level description of the State Profile, its purpose and its elements

State Self-Assessment Overview

High-level description of the State Self-Assessment, its two major subdivisions (i.e., MSIX Implementation and Records Exchange Implementation), the 60 indicators (i.e., probing questions) and the three progress levels (i.e., Early, Intermediate, Advanced)

State Profile The complete State Profile

State Self-Assessment The complete State Self-Assessment

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General InstructionsGeneral Instructions

• States can choose to complete the State Profile along with the State Self-Assessment or only the Self-Assessment

• States should pay special attention to the 15 indicators in the Self-Assessment that are highlighted in yellow

• Completing the document is not mandatory, but highly recommended

• Approximate time necessary to answer the SSAT is 2-3 hrs., as reported by States that have completed it

• For questions regarding the document, contact the REACTS Support Center at 1-888-REACTS-0 or [email protected]

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Document Walk-thruDocument Walk-thru

State ProfilePlease refer to pg. 5•To capture the delineation of a State’s MEP•Although primarily used by REACTS to tailor its on-site technical assistance services to each State, States can benefit from completing it because it gathers a variety of information that may influence the success of their Records Exchange/MSIX implementation (e.g., existing resources/assets, possible challenges, etc.)•Both the State Profile and State Self-Assessment have a ‘Related Notes’ column for additional pertinent information

Category Description

State The name of the State for which the profile is being constructed.

Date Completed The date that the profile and assessment was completed.

Element The unit or metric being assessed.

State Information The value or results provided from the state regarding the element being captured.

Related Notes Free form area for the evaluator and/or assessor to provide additional context.

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Document Walk-thru (cont)Document Walk-thru (cont)

State ProfilePlease refer to pg. 7

•Located on pages 7 - 10•Important to date it•Mainly asks for contact information of key personnel in the state involved in Records Exchange/MSIX•‘MSIX Implementation Status’: Stage in the process of transmitting data to MSIX

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•‘MSIX Staff in the State’: To gauge if State is properly staffed to handle MSIX activities•‘MSIX Users Currently in the State’: To establish baseline•‘Personnel in the State’: To asses the pool of potential MSIX users

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•‘Migrant Student Count’ and ‘Breakdown of Count’: To consider the size of the state when developing records exchange implementation strategies•‘Population Grade Make Up’: To estimate percentages of students in the state who could benefit from different aspects of MSIX

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•‘State Plans/Progress Regarding Common Core Standards’: MSIX’s value will be much greater for states adopting Common Core Standards•‘Inter-State Student Transfer’: Important in selecting “top priority” states to establish networks

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State Self-AssessmentPlease refer to pg. 6

•For self-assessment and self-monitoring, not for official OME monitoring or auditing purposes•Total of 60 indicators•Fifteen OME priority indicators•Many indicators relate to each other, so progress in one may translate into progress in some/several others

Category DescriptionIndicator The evaluation criterion that a State uses to measure progress in a specific area. In this document, 15

indicators that have been identified by OME as priority are highlighted in yellow. Progress Level The three stages that a State utilizes to evaluate its progress per criterion (i.e., indicator). The progress

levels are1)Early Stage – a start up phase for a particular program or process2)Intermediate Stage – a program or process that has been drafted or implemented in the State with measureable progress and has produced awareness of Records Exchange and MSIX in the state. 3)Advanced Stage – a program or process that has been implemented in the State which is running effectively and efficiently and has promoted the wide-spread use of MSIX and records exchange. The program or process could be used to assist other States and their progress

Related Notes Free-form area for notes and related descriptions regarding the evaluation criterion.

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•Three-level progress matrix •Description of each level is unique to each indicator•Goal is to reach the ‘Advanced Stage’ for all indicators•A State may be at different levels for different indicators

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•Located on pgs. 11- 24 •MSIX Implementation section:Indicators 1 – 25 •Progress in implementing the“technology” of recordsexchange (MSIX)•Indicator #3

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•Related to MSIX users, state support for users and handling of MSIX tasks •Indicator #11•Indicator #13•Indicator #15

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•Related to access to MSIX, data security, user understandingof the Minimum Data Elements (MDEs) and knowledge of MSIX•Indicators #16 & 17 •Indicators #18 & 19

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•Records Exchange Implementation section: Indicators 26 - 60•Progress in implementing theRecords Exchange Initiativeindependently of the MSIXsystem•Indicator #26•Indicator #29

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•Related to records exchangeawareness and understandingof the data available on MSIX•Indicator #35

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•Related to awareness of records exchange and MSIX among parents and out-of-school youth (OSY) in the state•Indicator #53•Indicator #54

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Uses for the DocumentUses for the Document

• By utilizing the SSAT, your State can:– Better understand OME’s expectations

– Obtain ideas on a variety of specific activities to further its MSIX/Records Exchange efforts

– Visualize tangible progress targets

– Establish a baseline for records exchange progress and self-monitoring

– Establish ‘task owners’ and feasible, but acceptable timelines

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Uses for the Document (cont)Uses for the Document (cont)

Your State can also:– Utilize the results from the SSAT as a direct feeder to

a comprehensive State Strategic Plan

– Make adjustments and edits as needed

– Maintain the SSAT at the state level but share pertinent parts of it with local MEP programs/projects

– Identify specific improvement areas and strategies

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Issue & Strategy ToolIssue & Strategy Tool

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Sharing from SSAT UsersSharing from SSAT Users

•Gloria Altamirano, Ohio

•Jaime Gonzalez, California

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Additional Q&AsAdditional Q&As

Remember:

Submit your questions through the Chat area located to the lower right-hand side of your screen

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Upcoming WebinarsUpcoming Webinars

Webinar Topic Month

State Strategic Plan December 2011

Leading Practices Document Overview February 2012

MDE User Guide April 2012

Updated Schedule

Suggestions for additional webinar topics?

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Contact UsContact Us

For any questions regarding the SSAT or to inquire about our next available State Site Visit contact the

REACTS Support Center

1-888-REACTS-01-888-732-2870

[email protected]://reactsmsix.ed.gov

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Your opinion is important to us!

•The poll questions will appear on the right-hand side of your screen

•There are six questions. Please scroll down in the polling window to see all

•For the first four, select only one answer per question

•The last two questions ask for comments

•Click ‘Submit’ one finished

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AdjournAdjourn

REACTS Webinar Series 2011-2012

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