Wave Training Office of Student Information

Spring 2014

Wave Training – Spring 2014

Student Information Office

• Spring Reporting Timeline

• Recap of Fall Reports

• Ed Fi Pilot Update

• Wave Recommendations for success

• Important Extras



Report Open Due Date

Drop Out Report Currently Open Quarterly

Grades 3 – 8 Precode January 6, 2014 February 6, 2014

Historical Adjusted Graduation Cohort

February 3, 2014 May 28, 2014

TLE Roster Verification Beginning of March Early June

RSA End-of-Year Report May 2014 May/August 2014

Annual Statistical Report May/End of School Two weeks after the last day of school

SMART Report Beginning of May July 3, 2014

Advanced Coursework April 1, 2014 July 3, 2014

Post Code (Assessment Correction Window)

June 4, 2014 July 3, 2014

A-F Calculations Review August 4, 2014 August 22, 2014

Spring Reporting Timeline


Dropout Report

• Purpose• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough

Data Use


Dropout Report

• Purpose• Required Legislatively• A tool to help recover dropouts

• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough


Dropout Report

• Purpose• What has changed?

• On the Wave Website• Prepopulated daily

• FAQ’s• Best Practices/Need to Know• Walkthrough


Dropout Report

• Purpose• What has changed?• FAQ’s

• Q: Student is missing from the report• A: Check the Find Missing Students• A: Check the age of the student (over 18?)• A: Did they reenter your site during the quarter?• Q: Student is on the Report – needs to be removed• A: Change the exit code for the student• A: Does it already show a reentry – not a dropout

• Best Practices/Need to Know• Walkthrough


Dropout Report

• Purpose• What has changed?• FAQ’s• Best Practices/Need to Know

• Exit Codes: 1927, 1931, 3502, 3500, 1928• Quarter 4 will be different than 1, 2 & 3

• Walkthrough


Dropout Report


Dropout Report

• 1927 – Discontinued Schooling (Drop Out)

• 1931 – Not enrolled, unknown status• 3502 – Not enrolled, eligible to return• 3500 – Enrolled in an adult education or

training program• 1928 – Completed Grade 12, but did not

meet all graduation requirements


Dropout Report

• Birth Date – 19 years olds will not be on the report unless they turned 19 after they dropped out during the quarter.

• Reentry during the same quarter to the same school/district is not a dropout. (same school is removed from the report)


Dropout Report

• Reentry Date• Reentry School/District/Site• Reentry Last, First, Middle Name, Birth

Date


Dropout Report

Quarter 1 – Opens In December or SoonerQuarter 2 – Opens January 2 or after Certifying Quarter 1Quarter 3 – Opens March 2 or after Certifying Quarter 2Quarter 4 – Opens July 2 or after Certifying Quarter 3

• Quarter 1 – 3 – Fully Pre-populated without the ability to Edit

• Quarter 4 – Ability to Add/Edit Students and also Add/Edit Reentry information

Quarter 4Oct. 1 – Sep 30

Quarter 3Oct. 1 – Jun 30

Quarter 2Oct. 1 – Mar 31


Dropout Report

Quarter 1Oct. 1 – Dec. 31

Quarter 4Oct. 1 – Sep 30

Quarter 3Oct. 1 – Jun 30

Quarter 2Oct. 1 – Mar 31


Dropout Report

Quarter 1Oct. 1 – Dec. 31

Quarter 4Aug 1 – Sep 30


Dropout Report

Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




Grades 3 – 8 Precode

• Purpose• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline



• Purpose• Order testing materials (count of students)• Clean Data

• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline




• OMAAP Removed• No other significant changes

• FAQ’s• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline




• Q: How do I mark OAAP, OCCT Paper, etc. • A: The student must first be indicated as ELL or

IEP in your local SIS • Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline




• Don’t forget to mark OAAP, OCCT Paper, Large Print.

• Walkthrough• Training Opportunities• Deadline



Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014





• Purpose• A review of a compilation of four years of data• Required Federally• This is the Graduation Rate for the A-F Report Card

Bonus Points• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline




• Dataset should be cleaner to start with (Comprehensive Exit Report, SMART Report, Dropout Report, October 1 Consolidated)

• Still have the ability to modify the data as needed to correct it on screen





• Determining a Cohort Year• Understanding the “Exit” of the student

• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline



FY2012 – 8th Grade

FY2013 – 9th Grade+ = FY2016

FY2012 – 8th Grade

FY2013 – 8th Grade+ =

Not Yet Determined

FY2011 8th

Grade + = FY2015FY2012

9th Grade

FY2013 9th

Grade+



• Graduated• Exited to another Diploma Issuing School• Dropped Out• Emigrated• Died• Exited to a Non-Diploma Issuing School or Institution• Exited to Homeschooling• Exited – Received their GED• Exited – Reached the Maximum Age for Services• Exited – Suspension• Exited – Completed IEP, but did not receive a diploma• Finished Out the Year ***• Exited – Over Compulsory Age• Permanently Incapacitated

• Never Enrolled



Cohort Year 1 - 2010




Student Enters 9th Grade

School A

School A – Dropout

School B

It’s all about the Cumulative Four Year Record



• Graduated• Exited to another Diploma Issuing School• Dropped Out• Emigrated• Died• Exited to a Non-Diploma Issuing School or Institution• Exited to Homeschooling• Exited – Received their GED• Exited – Reached the Maximum Age for Services• Exited – Suspension• Exited – Completed IEP, but did not receive a diploma• Finished Out the Year ***• Exited – Over Compulsory Age• Permanently Incapacitated

• Never Enrolled




• Focus on the FY2013 Cohort Group. Only student with a Cohort Class of 2013 will be used.

• Step through it a category at a time• Walkthrough• Training Opportunities• Deadline



1. Are all of my FY2013 graduates listed on here as graduates?2. Check the rest of the Cohort Class of 2013 records to make sure their

cohort year is correct. Modify if not.3. Check the Dropouts – this list will contain dropouts from last year and

multiple years leading up to 2013. Focus on Cohort Class of 2013. Is the last known status still dropout as of the end of the FY2013 (2012-2013) school year. You can modify these codes still if you know of a different status.

4. Check the remaining students (Again Focus on Cohort Class Of 2013). Check their exit codes.



Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




TLE Roster Verification Pilot II

• Purpose• To capture the Student to Teacher Link for TLE


Data Use


TLE Roster Verification Pilot II• Purpose• What has changed?

• New “ahead of time” application to prepare and review teacher/student/course information – for data people

• School Personnel Report used to set up teacher accounts

• Single Sign On will manage accounts entirely• All Grades and All Subjects





• Q: What participation is required?• A: Every teacher/school is required to participate.**

• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline




• Two applications: • TLE Roster Verification Import• Battelle for Kids

• “Data People” will access the TLE Roster Verification Import – Teachers will NOT.




• Course Name/Course Code/Subject Area• Teacher• Period Information



Elementary Schools vs. Middle and High Schools



• Use the Wave Data AS IS• Use the Wave Data and Edit Record by Record• Scrap the Wave Data and Import Your Own Data File

• March 28 – Last day to modify in the TLE Roster Verification Import Application

• March 31 – Data is moved to Battelle for Kids• April (TBA) – Battelle for Kids is open for editing


January – March 2014•Mandatory roster verification will be completed by ALL teachers to link teachers to students per SB 426.

Battelle for Kids Administrator Training•Feb. 24, 1:00 – 2:30 p.m.•Feb. 25, 9:00 – 10:30 a.m.•Feb. 26, 3:00 – 4:30 p.m.•Feb. 27, 11:00 a.m. – 12:30 p.m.•Feb. 28, 9:00 – 10:30 a.m.•Register https://oksdetraining.webex.com



January – March 2014 cont.

•Administrators will train teachers on Roster Verification.




• All teachers complete roster verification• Links teachers to students and amount of time

teachers were responsible for instruction• Used for Value-Added Measure (VAM) for tested

grades and subjects• Used for Student Academic Growth for non-

tested grades and subjects (SAG/NTGS)

• TLE dashboard pilot

April – June 2014



April – June 2014

•VAM (Value-Added Measure) • 35% of evaluation• Teachers of tested subjects• Training videoconferences for administrators

• March 31st, 1:00 – 3:00 p.m.• April 1st, 2nd , and 3rd, 1:00 – 3:00 p.m.• Register

http://www.eventbrite.com/o/videoconferenceevents-5593175065



August 2014

•Administrators will train teachers on VAM in August


Questions on TLE

Contact:Dr. Jenyfer GlissonExecutive Director of Teacher and LeaderEffectiveness(405) [email protected]







February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




RSA (Reading Sufficiency Act

March - April 2014

•Summer Academy Reading Program (SARP) report due (if applicable)

3/17/14 – 4/4/14.



May 2014

•CTB posts 3rd grade reading scores.•Districts determine which students will attend Summer Academy Reading. Program (SARP) and provide other plans to help students be eligible for MID-YEAR promotion.•Districts give alternative tests for promotion from 5/9/14 – start of next academic year.



May - August 2014

•Districts complete preliminary RSA End-of-Year Report by 5/30/14.•Summer Academy Reading Program (SARP).

Districts may provide SARP from the last day of school until prior to the beginning of the school year.

•Districts complete FINAL End-of-Year Report after completion of SARP (if applicable). 5/30/14 – 8/29/14



Questions on RSA

Contact:Michele SpragueDirector of Reading/Literacy(405) [email protected]






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




Annual Statistical Report

• Purpose• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough



• Purpose• To capture the Membership and Attendance Data

for State Aid• Attendance is used in A-F Bonus Points

• What has changed?• FAQ’s• Best Practices/Need to Know• Walkthrough




• No changes• FAQ’s• Best Practices/Need to Know• Walkthrough




• Q: Cannot enter Membership/Attendance Data• A: The Superintendent Must enter Days Taught

and Professional Days before the report can be edited.

• Best Practices/Need to Know• Walkthrough




• Compare Previous ASR and Current ASR and see if they are close.

• Walkthrough



Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




SMART Report


Data Use


SMART Report

• Purpose• The rest of the students• Establishing a cohort• Future Reporting (e.g. Homeless)



SMART Report


• No changes• FAQ’s• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline


SMART Report


• Make a list of every student who attended your school this year.

• Subtract all of the students who are on the October 1 Consolidated Report

• The remaining students must be on your SMART Report



SMART Report


SMART Report

The SMART Report is a supplement to the October 1 Consolidated Report. The purpose is to ensure all students, their demographic information, and their indicators are reported at least once on either the October 1 Consolidated Report or on the SMART Report for any given school year at each school

Students reported on the October 1 Consolidated Report for your school WILL NOT be reported on the SMART Report.

Students who were NOT reported on your school’s October 1 Consolidated Report WILL be reported on the SMART Report. Note: This will lead to multiple schools in your school district reporting the same student if the student attended more than one school in your district. This is to be expected.


SMART Report

How to complete this report:•Compile a list of every student educated in your school from your local student information system. •Subtract from that list all students reported on the October 1 Consolidated Report for your school. This data is available using the October 1 Certified Students Report located on the “Reporting Tools” page. •You now have the complete list of students who should be reported on the SMART Report for your school. Make certain that all students who should be reported are on the SMART Report.


SMART Report

• Review their demographic information (Race, Gender, etc.). Review their Indicators (Migrant, ELL, IEP, etc.) to verify the information is correct.

• Verify all of the data listed in the grid for each student for accuracy at that particular school.

• Make any necessary corrections in your local student information system and wait for the changes to take effect the next morning.

• When all of the data is accurate, the superintendent or principal can confirm the site level report and the superintendent can certify all of the schools once confirmed.


SMART Report



SMART Report

Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




Advanced Coursework


Data Use


Advanced Coursework

• Purpose• A-F Report Card Bonus Points



Advanced Coursework


• Modifying Data Pull using only StudentSectionMarks Term

• Including “TermGrade” element (447 districts)• Either Wave, Wave + Edit, OR Upload



Advanced Coursework


Advanced Coursework


• Q: What determines “Advanced Coursework”• A: The Instructional Level provided or a MS student

taking HS courses.• Best Practices/Need to Know• Walkthrough• Training Opportunities• Deadline


Advanced Coursework

High School OCAS code taken by a middle school student

Instructional Level


Advanced Coursework


• Don’t wait until deadline to complete• Prepopulated vs. On Screen Data Entry



Advanced Coursework


Advanced Coursework

Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014




• Purpose• Verify and correct what will be the Final Assessment

Data reported (A-F, Federal Reports, State Reports)• What has changed?• Best Practices/Need to Know• Training Opportunities• Deadline

Assessment Correction Window: Postcode

Data Use



• NOT in the Wave, but rather in the A-F Application just like last fall. Only one review period.

• Expanding what the correction Wizard can catch – will not catch everything.

• Adding FAY/NFAY calculations using Wave enrollment data

• 2nd time test taker assistance• Best Practices/Need to Know• Training Opportunities• Deadline




Calculating FAY and NFAY

Definition:

“A full time student shall be considered a "FAY" student if the student,has been continuously enrolled from October 1 of the school year through and including the date of administration of the exam and has not experienced an enrollment lapse of ten (10) or more consecutive days. The FAY determination shall be based on continuous enrollment and shall not be based on attendance determinations.”




Definition:

“A full time student shall be considered a "FAY" student if the student,has been continuously enrolled from October 1 of the school year through and including the date of administration of the exam and has not experienced an enrollment lapse of ten (10) or more consecutive days. The FAY determination shall be based on continuous enrollment and shall not be based on attendance determinations.”

NFAY District and NFAY School




Student’s Enrollment Information

Calendar Date Information+ = FAY/NFAY

Determination

• No 10 day lapse of enrollment from October 1, 2013 through testing.

• Must be in membership on October 1, 2013.



Calculating FAY and NFAY:District A, School 1:Entry Date: August 15, 2013Exit Date: April 11, 2013

District B, School 2:Entry Date: April 12, 2013Exit Date: Finished Out the Year

District A: FAYDistrict A, School 1: FAYDistrict B: NFAYDistrict B, School 2: NFAYState: FAY



Calculating FAY and NFAY:District A, School 1:Entry Date: August 15, 2013Exit Date: April 11, 2013

District A, School 2:Entry Date: April 12, 2013Exit Date: Finished Out the Year

District A: FAYDistrict A, School 1: FAYDistrict A, School 2: NFAYState: FAY



Calculating FAY and NFAY:District A, School 1:Entry Date: August 15, 2013Exit Date: September 27, 2013Entry Date: October 2, 2013Exit Date: Finished Out the Year

District A: NFAYDistrict A, School 1: NFAYState: NFAY



Calculating FAY and NFAY:District A, School 1:Entry Date: August 15, 2013Exit Date: September 27, 2013Entry Date: October 2, 2013Exit Date: Finished Out the Year

District A: NFAYDistrict A, School 1: NFAYState: NFAY

• No 10 day lapse of enrollment from October 1, 2013 through April 10, 2014.

• Must be in membership on October 1, 2013.



Calculating FAY and NFAY:District A, School 1:Entry Date: August 15, 2013Exit Date: December 20, 2013Entry Date: January 8, 2014Exit Date: Finished Out the Year

District A: FAYDistrict A, School 1: FAYState: FAY


• Purpose• What has changed?• Best Practices/Need to Know• Training Opportunities• Deadline



• Purpose• What has changed?• Best Practices/Need to Know

• The Correction Wizard will not catch everything – review the data.

• Training Opportunities• Deadline



• Purpose• What has changed?• Best Practices/Need to Know• Training Opportunities• Deadline




Questions






February 3, 2014 May 28, 2014







June 4, 2014 July 3, 2014



• October 1 Consolidated Report (100% certified)

• Accreditation Report Grade Grid

• LEP/Immigrant Survey

• Gifted Talented Report

• Comprehensive Exit Report (90% certified)


Recap of Fall Reports

• Success – Excellent work by School Districts

• Lessons Learned SDE• Confusion around LEP/Immigrant Survey and Codes• Bilingual – needs to be better communicated• Create October 1 Reporting Guide (each vendor,

each report)

• Lessons Learned about Districts• Will certify incorrect data with a deadline – work on

review process• Too many corrections after closing



What to expect next fall

1.Home Language Added to October 1 so that

LEP/Immigrant Survey can be removed.

2.Still investigating Special Education Child Count

3.Graduation counts on Accreditation Report will come

from Comprehensive Exit Report





Questions


Ed Fi Pilot Update

What is Ed Fi?•An educator dashboard tool being developed by the Student Information Office to provide data to administrators, principals, counselors, teachers and other staff at school districts about students and schools to assist in making informed decisions for schools and students.

Ed-Fi Pilot•Career Tech

•Putnam City PS•Francis Tuttle TC

•Choctaw•Durant PS•Choctaw Nation

•Small / Rural•El Reno PS•Prague PS

• Large / Urban• Tulsa PS• CSC Tulsa• Schusterman

Family Foundation

• SDE Divisions• Educator

Effectiveness• School Improvement


Wave Training – Fall 2013

Ed-Fi Pilot

Ed-Fi Pilot


Wave Training – Fall 2013

Ed-Fi Pilot

Ed-Fi Pilot


Ed-Fi Pilot

• Launched in July 2013• Requirements Gathering through October 1, 2013• Phase 1 Dashboard will be installed and ready for pilots

by the end of January, 2014.• Phase II and beyond: additional data, new local pilots

and new dashboards (2014-2015).• Expand to other districts based on local demand in

2015-2016



Wave Recommendations

1. SIS Vendor Contract – be sure to include the Wave documentation in any contract with an SIS vendor. It is required by law that an SIS is in compliance with this document.




2. Wave 101 Videos – If you have not viewed the Wave 101 videos, be sure to do that.





3. My Direct Phone Number – If you know my direct phone number, don’t just share that with other schools – require they at least provide you with gift certificates or some other form of payment. Call Help Desk First.






4. Identify Data Person at your District/School – Who is checking the Wizards regularly? Daily during major reporting periods. Weekly during slower times.






4. Identify Data Person at your District/School – Who is checking the Wizards regularly? Daily during major reporting periods. Weekly during slower times.

5. The Wave Front Page And / Or Instructions – If we learn something we feel compelled to let you know ASAP, we will post it.



Questions


Important Communication

1. Survey Monkey link2. Watch for Training Opportunities (Email/Posted

Online)3. ACE Cumulative Report – future dashboard in ED

FI.


Important Communication

Questions


Office of Student Information

John Kraman – [email protected] Brown – [email protected] Pinson – [email protected] Daves – [email protected]

SDE Help Desk405.521.3301

Wave Training Office of Student Information

Documents

Transcript of Wave Training Office of Student Information