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LEP Program Survey (PIMS Collection 4) and ELL End of Year Counts Internal Snapshot SY 2014-2015

2014-2015 LEP Data Collections Data Collected

Window

Purpose

Impact

Student Enrollment Counts

October Snapshot (Collection #1— October 1-17, 2014)

Collects data on LEP students, Title III served LEP students, immigrant students, and nonpublic LEP and immigrant students being served by Title III.

Data is used for federal reporting and Title III LEP and immigrant funding purposes.

Title III Professional Development Activities Survey (SY 2013-14)

October Snapshot (Collection #1— October 1-17, 2014)

Collects types of professional development activities provided to educators and counts of educators who participated in professional development.

Data is used for federal reporting.

PreCode ACCCESS/Alternate ACCESS

Internal Snapshot (November 21, 2014)

Collects demographic data for LEP students.

Data is provided to Metritech to produce precode labels for ACCESS/Alternate ACCESS for ELLs assessments

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2014-2015 LEP Data Collections Data Collected

ACCESS for ELLs Accountability

Window

Internal Snapshot Initial Pull—April 22, 2015 Final Pull—May 15, 2015

Purpose

Impact

Collects data on LEP and Title III LEP students during the ACCESS for ELLs test window.

ACCESS Test student records are matched to PIMS reported LEP students. Test booklets that do not match demographic data in PIMS are invalidated for federal reporting and accountability purposes.

LEP System

March 9—27, 2015

Collects data on ESL Programs.

This data is used for federal reporting purposes and program compliance monitoring.

ELL End of Year Count

June Snapshot (Collection #4)—for district fact template

Collects data on LEP, immigrant, and Title III served students who were enrolled in a school at any time during the school year.

This snapshot is used for federal reporting purposes and program compliance monitoring. Congress uses this data for decisions concerning policy and funding for LEP and immigrant students.

Internal Snapshot (August 21, 2015)—for student level data

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2014-2015 LEP Data Training Webinars Date and Time

Topic

November 13, 2014, 10:00—11:30 November 19, 2014, 1:30—3:00

PIMS ACCESS/Alternate ACCESS for ELLs Precode Collection

February 19, 2015, 10:00—11:30 February 24, 2015, 2:00—3:30

LEP System LEP Data Collection

April 14, 2015, 10:00—12:00 April 15, 2015 1:30—3:30

PIMS ACCESS for ELLs Collection

June 3, 2015, 10:00—11:30 June 16, 2015, 2:00—3:30

PIMS June 15 End of Year Snapshot and ESL End of Year Collection

Webinar recordings and power point materials will be recorded and posted on the ESL Portal at www.eslportalpa.info.

Purpose of Data Collection • Ensure compliance with Chapter 4.26. • Meet the federal reporting requirement for reporting Title III teachers who teach in a Title III language instruction educational program. • Meet the federal reporting requirement for reporting the number of students who meet the definition of immigrant children and youth in Title III of ESEA.

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Participant Outcomes • Identify, access, and upload the required PIMS templates and associated data fields for the programmatic data collected in the LEP Program Survey. • Identify, review, and update the required PIMS templates and associated data fields for the student data collected in the ELL End of Year Counts Internal Snapshot. • Report accurate LEA data related to Immigrant Children and Youth. • Explain the importance of accurate LEA data for and the impact of inaccurate data on federal reporting and data analysis. • Restate the connection between the LEP Program Survey and ESL or Bilingual language instruction educational programs. 6

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LEP Program Survey

PIMS Collection 4 – June 15 2014-2015 School Year

Window For Data Collection • Collection Window June 15, 2015 – July 21, 2015 • Correction Window August 1, 2015 – August 14, 2015

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Required Template •

District Fact Template (Reference Appendix AF of PIMS User Manual Volume 2 and the template description found in the PIMS User Manual Volume 1, District Fact Template for LEP, Pages 115-122.)

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Mandate for Data Collection • 22 Pa. Code, Chapter 4.26 – Every school district shall provide a program for each student whose dominant language is not English for the purpose of facilitating the student’s achievement of English proficiency and the academic standards. • Basic Education Circular – Educating Students with Limited English Proficiency (LEP) and English Language Learners (ELL) – provides LEAs with the requirements and interpretations of the legal mandates governing the education of students with Limited English Proficiency. 10

Reporting LEAs •

School Districts

•

Charter Schools

•

Comprehensive CTCs

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What to Report in the District Fact Template for LEP

•

Chapter 4.26 Assurances

•

Assessments

•

Language(s) for Bilingual Program Models

•

Teacher Counts

•

Budget information

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What’s New • A reporting tool for LEAs to use to create and submit the LEP Program Survey.

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Creating the Template Two options: 1. Reporting tool specifically designed for this data set 2. Sample Excel spreadsheet

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Option 1

LEP PROGRAM SURVEY -REPORTING TOOL 15

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Where to Access the Reporting Tool To access reporting tool for this data set: www.education.state.pa.us/portal/server.pt/commu nity/pims-pennsylvania information management system/8959.

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LEP Program Survey Reporting Tool

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LEP Program Survey Reporting Tool

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LEP Program Survey Reporting Tool

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LEP Program Survey Reporting Tool

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LEP Program Survey Reporting Tool

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LEP Program Survey Reporting Tool

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LEP Program Survey Reporting Tool Instructions To use the Excel file to submit results of the LEP Program Survey, please proceed as follows: 1. Open the Excel file “LEP Program Survey Form” and supply the LEA by selecting from the drop-down box. Certain information will automatically populate this first page. 2. Proceed to filling out the Form: a. For LEP Program Survey , refer to Appendix AF of the PIMS User Manual volume 2. 3. When all information has been completed on the Form it should be saved in Excel. 4. After saving the form in Excel, click on PIMS Input Page and do the following: a. click on File b. click on Save As c. name the file correctly (AUN_DISTRICT_FACT_DATE&TIME). Example file name: 123456789_DISTRICT_FACT_201406110800 d. save file type as .csv 5. Upload the .csv file into the PIMS system as a District Fact Template. NOTE: Only a PIMS administrator has the ability to upload files into PIMS.

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Option 2

LEP PROGRAM SURVEY-- SAMPLE EXCEL SPREADSHEET 24

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To access sample excel spreadsheet: •Go to PIMS User Manual Volume 1, District Domain, District Fact Template for LEP, Sample LEP Program Survey Submission for the District Fact Template for LEP. •Reference Appendix AF, PIMS User Manual Volume 2, to complete spreadsheet.

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District Fact Template Specifications for LEP Data

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District Fact Template Specifications

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PIMS User Manual Volume 1 – Sample Excel Spreadsheet

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PIMS User Manual Volume 1 – Sample Excel Spreadsheet

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PIMS User Manual Volume 2 – Appendix AF

Appendix AF – Categories to Use in the District Fact Template for LEP

NOTE: The data reported in all Category 1 and Category 2 must be reported in all UPPER CASE letters to pass validation.

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS User Manual Volume 2 – Appendix AF

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PIMS Validation Reports Production Public Folders > escholar Framework for Cognos > Production > LEP Reports > ELL End of Year Reporting Collection LEP Program Survey – District Fact Template LEP Program Survey Summary

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ELL End of Year Counts Internal Snapshot

Window for Internal Snapshot • Internal Snapshot  June 25, 2015  Capturing data from October 1, 2014-June 30, 2015 • Internal Snapshot Pull August 21, 2015 (Note: Templates must be updated by 11:59 pm on August 21 to be included in the internal snapshot)

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Required Templates Student Template • For the purposes of this collection, the student template identifies LEP students, Title III students, and immigrant children and youth students enrolled during the school year. Program Fact Template • Identifies the instructional delivery model for your ESL and/or bilingual program School Enrollment • Used to track entry and withdrawal data • Allows PDE to determine LEP students, Title III students, and immigrant children and youth students enrolled in an LEA during the school year (date range October 1, 2014 – June 30, 2015)

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Mandate for Data Collection PDE Analyze program models, track compliance, and determine professional development and technical assistance needs. Federal reporting purposes. LEAS Demonstrate compliance and to analyze their data and evaluate the effectiveness of their programs USDE Make decisions related to funding, policies, and initiatives for ELLs 43

LEAs Included in Internal Snapshot • • • • • • •

School Districts Charter Schools Career & Technical Centers Intermediate Units State Juvenile Correctional Institutions Approved Private Schools Private Residential Rehabilitation Institutions

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Review of PIMS Data Elements

IMPORTANT DATA ELEMENTS

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Important Demographic Data Elements • LEP/ELL Status (field 41) • Core ESL/Bilingual Instructional Delivery Model (field 5 Programs Fact—039-046) • LEP/ELL Eligibility (field 95) • Supplemental Title III ESL/Bilingual Instructional Delivery Model (field 5 Programs Fact—047-054) • Years in U.S. Schools (field 125) • Native Language (field 123) • Date First Enrolled in an ESL or Bilingual Education Program (Core) (field 68) • Grade (field 10) • Gender (field 15) • Race/Ethnicity (field 27) 46

English Language Learner Status • PIMS June 25 ELL End of Year Internal Snapshot • Field # 41 – LEP/ELL STATUS • PIMS required field • PIMS Valid Values= • 01 – Current ELL • 03 – Former ELL, exited, and in 1st year of monitoring • 04 - Former ELL, exited, and in 2nd year of monitoring • 05 – Former ELL, exited, & no longer monitored • 99 – Never ELL

Used for federal reporting, compliance monitoring and data analysis: • Valid Value = 01 Used for federal reporting purposes and data analysis: • Valid Value = 03 • Valid Value = 04

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ESL or Bilingual Program (Core) 

PIMS June 25 ELL End of Year Counts Internal Snapshot

Valid Values =



PIMS Programs Fact (cumulative template)

Programs Fact Template Field 5, Program Codes 039-046

 Field 5 – Programs Codes 039-046 039 – Sheltered English Instruction 040 – Structured English Immersion 041 – Content-based ESL 042 – Pull-out ESL 043 – Two-way Immersion and Dual Language 044 – Transitional Bilingual 045 – Developmental Bilingual 046 – Heritage Language

And Student Template: Field 41, Valid Value 01

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LEP/ELL Eligibility •

PIMS June 25 ELL End of Year Counts Internal Snapshot

•

Field 95 – LEP/ELL Eligibility

•

Conditionally required for ELLs with a valid value of 01 in Field 41 (LEP/ELL Status)

•

A Title III Indicator to identify which ELL students are Title III served.

•

PIMS Valid Values= • Yes – Title III Served • No – Not Title III Served

•

Used for accountability, federal reporting, and data analysis. •

Valid Values= Student Template Field #95 Yes – Title III Served And Student Template Field # 41 Valid Value = 01 And Student Template: Field 41, Valid Value 01

DQE Data Check 49

ESL or Bilingual Program (Title III Supplemental LEP) 

PIMS June 25 ELL End of Year Internal Snapshot



PIMS Programs Fact (cumulative template)

Field 5 – Programs Codes 047054 047 – Sheltered English Instruction 048 – Structured English Immersion 049 – Content-based ESL 050 – Pull-out ESL 051 – Two-way Immersion and Dual Language 052 – Transitional Bilingual 053 – Developmental Bilingual 054 – Heritage Language 

Valid Values = Programs Fact Template Field 5, Program Codes 047-054 AND Student Template: Field 95, Valid Value Yes AND Student Template: Field 41, Valid Value 01 And Programs Fact Template Field 5, Programs Code 039-046

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Non-Title III Served ELL Field 41, 01

Field 95, No

Current ELL

Not Title III Served

(student template)

(student template)

Field 5, 039-046 Program Delivery Model Core (programs fact template) 51

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Title III Served ELL Field 41, 01

Field 95, No

Current ELL

Not Title III Served

(student template)

(student template)

Field 5, 047-054

Field 5, 039-046 Program Delivery Model Core

Program Delivery Model, Title III Supplemental (programs fact template)

(programs fact template)

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Title III Immigrant Status • PIMS June 25 ELL End of Year Counts Internal Snapshot • Field #125 – Years in US Schools

• •

•

• PIMS Conditionally Required Field • PIMS Valid Values: 1, 2 or 3 as defined in the business rules.

• •

Valid Values= An integer value (1, 2, or 3) that indicates the years that a student has met the Title III immigrant definition for federal reporting purposes. If student has been in US schools:  0 – 12 (calendar) months = 1 year  13 – 24 (calendar) months = 2 years  25 – 36 (calendar) months = 3 years In the case of re-entry into US schools, the calculation for Years in US schools is cumulative. Use best information available.

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PIMS Validation Reports • Production o Public Folders > escholar Framework for Cognos > Production > LEP Reports > ELL End of Year Reporting Collection LEA Immigrant Profile Detail Report Program Facts Template Error Report

•

Verify o Public Folders > escholar Framework for Cognos > Verify > Validation Reports > Template Verification  Student Snapshot Template Details (Excel)  Choose June 25, 2015 Snapshot Date  Program Fact Template Details  Choose June 25, 2015 Snapshot Date

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Accuracy Certification Statements • PIMS ELL End of Year Student Count Collection o Print Accuracy Certification Statement Production > LEP Reports > ELL End of Year Reporting Collection  ELL End of Year ACS (June 25, 2015 Snapshot Date) Due Date for ACS: August 28, 2015 Submit signed ACS  Via Fax: 717-783-3946 OR  Via eMail: [email protected] OR  Via Mail: Tami Shaffer, Education Administration Associate, Department of Education, Bureau of Teaching & Learning, 333 Market Street, 3rd Floor, Harrisburg, PA 17126. 55

PIMS Resources PIMS website: • Go to www.education.state.pa.us

• Click on the “Programs” link on the left side of the website. • In the “Programs” section, choose the “Pennsylvania Information Management System (PIMS)” link.

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Technical Assistance • Technical Issues PIMS Application Support at (800) 6612423. • Content Questions ESL Program Area at [email protected]

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Questions?

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For more information concerning the Pennsylvania Information Management System (PIMS), please visit PDE’s website at www.education.state.pa.us

The mission of the department is to academically prepare children and adults to succeed as productive citizens. The department seeks to ensure that the technical support, resources and opportunities are in place for all students, whether children or adults, to receive a high quality education.

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