1. Copyright © 2007 Learning Point Associates. All rights reserved. TM Overview of the Oregon Attendees Module Neil Naftzger Principal Researcher To hear the audio component, please dial 1-800-501-8979, Passcode 6496616# October 13, 2011

2. www.learningpt.org 2 Agenda  Overview of the Statewide 21st CCLC Evaluation  Outline the new Oregon Attendees module in PPICS  Address questions grantees may have about the process

3. www.learningpt.org The Evaluation Team  American Institutes for Research Recent merger with Learning Point Associates Demonstrated 21st CCLC and afterschool content knowledge  Statewide 21st CCLC and afterschool evaluation and research studies in New Jersey, South Carolina, Texas, Washington and Wisconsin  Responsible for the development and maintenance of the Profile and Performance Information Collection System (PPICS)  Support the U.S. Department of Education in monitoring state delivery of 21st CCLC and in the creation of practitioner guides  Provider of afterschool training and technical assistance based on our Beyond the Bell toolkit and currently serve as the statewide training and technical assistance provider for 21st CCLC in Illinois

4. www.learningpt.org The Evaluation Team  Gibson Consulting Group, Inc. Texas-based research and evaluation firm Working with AIR in completing the statewide evaluation of the 21st CCLC program in Texas Recently completed 40 two-day site visits of 21st CCLC programs in Texas which included:  Site coordinator interviews  Staff focus groups  Activity observations  Administration of student surveys

5. www.learningpt.org Evaluation Questions: Program Outcomes  To what extent is there evidence that students participating in services and activities funded by 21st CCLC demonstrated better performance on the outcomes of interest as compared with similar students not participating in the program?  To what extent is there evidence that students participating in services and activities funded by 21st CCLC more frequently demonstrated better performance on the outcomes of interest?  To what extent is there evidence of a relationship between center and student characteristics and the likelihood that students demonstrated better performance on desired program outcomes?

6. www.learningpt.org PPICS: The APR What has changed?  In order to answer each of these questions, we will need to collect student identifiable information from you about regular attendees served during the 2010-11 reporting period.  For each regular attendee at each center, you will need to report the following pieces of information: School District Identifier (Name) School of Attendance Identifier (Name) Unique 10-digit Student State Identifier( SSID Number) Student’s Unique District Identifier (Number) (Optional) Last Four Digits of Student Social Security Number (Optional) Student Last Name Student Middle Name or Initial Student First Name Student Date of Birth (MM/DD/YYYY format) Gender Grade level band School years days of attendance Summer days of attendance 6

7. www.learningpt.org New Data Collection Activities: Program Outcomes  Data will be used to run queries against the state assessment data warehouse to obtain reading and mathematics scores and other relevant outcome data for 21st CCLC participants and non- participating students attending the same schools  Data will be used to support impact analyses predicated on comparing 21st CCLC program participants with non-participants

8. www.learningpt.org New Data Collection Activities: Program Outcomes  Integrated into the existing Regular Attendee module of PPICS  Advise selecting the Regular Attendee reporting option in PPICS if you have not already done so  All PPICS passwords will need to be reset to conform to stricter security parameters and re-entry of username and password information will be required when providing student identifiable data

9. www.learningpt.org 9 PPICS: The APR Overview

10. www.learningpt.org 10 PPICS: The APR Gaining Access to the OR Attendees Page APR Center page using the Regular Attendees Reporting OptionAPR Center page using the Regular Attendees Reporting Option Begin by clicking on any “Teacher Survey” button.

11. www.learningpt.org 11 PPICS: The APR Gaining Access to the OR Attendees Page APR Center page using the Regular Attendees Reporting OptionAPR Center page using the Regular Attendees Reporting Option You will be prompted to indicate whether you want to report individual teacher survey data or aggregated teacher survey data. This is unchanged from APR 2009 and APR 2010.

12. www.learningpt.org 12 PPICS: The APR Gaining Access to the OR Attendees Page APR Center page using the Regular Attendees Reporting OptionAPR Center page using the Regular Attendees Reporting Option Depending on your RA reporting selection, your Center-level screen will change to include one of the following styles: If you do not choose the RA option, the RA button still appears on the page for collection of the new data; you will use the aggregated Teacher Survey page for Teacher Survey data, however. Using the RA Page for Teacher Survey data NOT Using the RA Page for Teacher Survey data

13. www.learningpt.org 13 The Oregon Attendees Page: First Steps  NOTE: Make sure you have completed the APR Attendance section before clicking “Regular Attendees”.  The number of records a center has available on the Oregon Attendees page is determined by the number of attendees reported on the APR Attendance page.

14. www.learningpt.org 14 The Oregon Attendees Page: First Steps

15. www.learningpt.org 15 PPICS: The APR Gaining Access to the OR Attendees Page APR Center page using the Regular Attendees Reporting OptionAPR Center page using the Regular Attendees Reporting Option Click on the “Regular Attendees” button to go to the Oregon Attendees page.

16. www.learningpt.org 16 Getting to the Oregon Attendees Page For security purposes, you must log in again. Use your PPICS Username and Password. https://ppicsst.airprojects.org/

17. www.learningpt.org 17 Getting to the Oregon Attendees Page Your centers should appear here

18. www.learningpt.org 18 Getting to the Oregon Attendees Page Clicking on a tab will take you back to the main PPICS site.

19. www.learningpt.org 19 Getting to the Oregon Attendees Page Click on a center name to begin entering attendee data.

20. www.learningpt.org 20 The Oregon Attendees Page Double-check your number of Regular Attendees here:

21. www.learningpt.org 21 The Oregon Attendees Page (Main)

22. www.learningpt.org 22 The Oregon Attendees Page (Main)

23. www.learningpt.org 23 Methods for Entering Oregon Attendee Data: A Very Important Interlude  The three methods available are for the user’s convenience only: they do NOT reflect additional data entry pages in PPICS. Oregon Attendees Page in PPICS Method B Method CMethod A Oregon Attendee Data

24. www.learningpt.org 24 Methods for Entering Oregon Attendee Data

25. www.learningpt.org 25 Method A: The Spreadsheet First two columns are pre-populated. All records have an “Individual Attendee ID” and a “PPICS Attendee ID”.

26. www.learningpt.org 26 Method A: The Spreadsheet Subsequent ten columns are student identifiers. These are new fields compared to last year.

27. www.learningpt.org 27 Method A: The Spreadsheet After student identifiers, enter Grade Level Band, SY and Summer days attended.

28. www.learningpt.org 28 Method A: The Spreadsheet IF you are reporting individual student outcome data, then proceed to enter Teacher Survey data in the subsequent fields (survey returned indicator, plus 10 behavior fields). If you are not reporting individual student outcome data, leave these fields blank. You will report teacher survey data on the aggregated outcome data page.

29. www.learningpt.org 29 Method A: The Spreadsheet Instructions for each variable can be found on the second tab of the spreadsheet, labeled “Instruction”.

30. www.learningpt.org 30 Method A: The Spreadsheet

31. www.learningpt.org 31 Method A: The Spreadsheet Be sure to upload a 1997-2003 format Excel file.

32. www.learningpt.org 32 Method A: The Spreadsheet

33. www.learningpt.org 33 Method A: The Spreadsheet

34. www.learningpt.org 34 Method A: The Spreadsheet

35. www.learningpt.org 35 Method A: The Spreadsheet Only the spreadsheet matching the center can be uploaded.

36. www.learningpt.org 36 Method B: Individual View

37. www.learningpt.org 37 Method B: Individual View

38. www.learningpt.org 38 Method C: All-Attendees View

39. www.learningpt.org 39 Method C: All-Attendees View

40. www.learningpt.org 40 Method C: All-Attendees View Regular attendees can be deleted directly from the Oregon Attendees page. Simply select “Yes” from the last column and save. The record will be removed. If you delete Regular Attendee records, you will need to manually revise the number of Regular Attendees reported on the APR Attendance page.

41. www.learningpt.org 41 Adding and Deleting Attendee Records  If you need to add Regular Attendees, increase the number of regular attendees reported on the APR Attendance page. You may need to wait for one business day before you see new records added to the APR Oregon Attendees page.  If you have trouble obtaining the correct number of Regular Attendee records on the Oregon Attendees page, contact the PPICS help desk for assistance.

42. www.learningpt.org 42 Oregon Attendees Page: Completion  Once all data have been entered correctly and the number regular attendees is the same on both the APR Attendance page and the Oregon Attendees page, the Oregon Attendees page center-level buttons will be complete:

43. www.learningpt.org 43 Oregon Attendees Page: Completion The center-level button on the Oregon Attendees main page will also check off as complete.

44. www.learningpt.org 44 Oregon Attendees Page: Completion The Regular Attendees button on the APR Centers Main Page will NOT check off as complete, even when all your centers have complete Oregon Attendee data. This is fine. The Regular Attendee button will be checked off for you later in the APR.

45. www.learningpt.org Timelines  The Oregon attendees module will go into production on October 18th  The deadline for submission of Oregon Attendee information is December 15th  Please keep in mind that the submission of PPICS APR Data will require an earlier submission deadline (11/15/2011)

46. www.learningpt.org 46 Conclusion Or, if you have questions later…  E-mail: 21stcclc@contact.learningpt.org OR OR21stcclc@air.org21stcclc@contact.learningpt.org OR21stcclc@air.org  Toll-free phone: 866-356-2711  Our goal is to respond to Help Desk requests within one or two business days. Questions?