Virginia Department of Education Office of Program Administration and Accountability

Overview  Who needs to report data?  ESEA Flexibility – What are the implications?  School Improvement Implementation Survey (SIIS) Data Collection – What is it and how does it work?

 School divisions with Title I schools in School Improvement must: ◦ Collect data related to school improvement sanctions ◦ Report data to the Virginia Department of Education

If Virginia receives approval for the ESEA Flexibility, will this report still be required? ◦ Yes, the data reporting is for the school year. Until final approval is received from the U. S. Department of Education, states and school divisions must continue to comply with all existing ESEA provisions. ◦ If approval for the ESEA Flexibility is received, the effective date of change will be with the school year.  It is anticipated that data elements for will be related to focus and priority schools. (Data elements are to be determined.)

 Accessible through Single Sign-On for Web System (SSWS) with login and password  Once in SSWS, select School Improvement Implementation Survey (SIIS)

What if I cannot find SIIS in the list of applications to which I have access? Contact your Division's SSWS Account Manager to provide access. The link below provides the name of the person to contact:

 SIIS collects: ◦ DIVISION LEVEL data for School improvement ◦ SCHOOL LEVEL data for each school and each year of school improvement sanctions  Year 1: data for public school choice (PSC)  Year 2: data for PSC and Supplemental Educational Services (SES)  Year 3: data for PSC, SES, and corrective action  Year 4: data for PSC, SES, corrective action, and preparing for alternative governance  Year 5-beyond: data for PSC, SES, corrective action, preparing for alternative governance, and alternative governance

 Division-level Public School Choice (PSC) data: –Method of parent notification of PSC option  Select one or more of the options listed. –School division’s capacity to receive and transfer PSC students  Respond to each question. –School division funding spent on PSC and SES.  Enter appropriate amounts (no commas). Refer to SIIS image #1 in handout.

After entering and saving data for division-level questions, select “School Input” from the menu in the upper right hand corner of the screen

 SIIS collects school-level data for each school and each year of School Improvement sanctions.  Divisions must select each school and enter data for all sections displayed on that school’s page.

 Data must be entered in this section for ALL Title I schools in School Improvement.  For Title I schools in Year 1 of School Improvement, this is the only section that will allow data entry.

 All students attending Title I schools in School Improvement that have applied for transfer must be coded in End of Year (EOY) record collection as one of the following: ◦ 1: applied for transfer to another school BUT the request was not granted for School Choice ◦ 2: applied for transfer, AND the request was granted BUT did not transfer to the approved school for School Choice ◦ 3: applied for transfer, AND actually transferred from Responsible School to the Serving School (File layout position 53, data element id 283)  PSC figures prepopulate to SIIS.

SIIS Data Collection: School Level Input, Public School Choice Data SIIS PSC DATA ELEMENTS VALUE 1. Parental notification date xx/xx/xxxx 2. Students who applied for and were granted transfers number* 3. Students who applied for and were NOT granted transfers number* 4. Students who applied for and were granted transfers but did NOT transfer number* 5. Capacity to grant all transfer requests yes or no 6. If limited capacity to transfer, were lowest-achieving, low- income students served first? yes or no 7. If limited capacity to transfer, was a priority waiting list created for future placements if slots become available? yes or no 8. Students that applied for and were granted transfers in current and past consecutive years of school improvement number* Refer to SIIS images #3 in handout. * prepopulated from EOY

SIIS Data Collection: School Level Input, Supplemental Educational Services  Data must be entered in this section for Title I schools in Year 2 or beyond of School Improvement.  Exceptions: ◦ Title I schools in Year 1 and participating in the USED Waiver for ◦ School divisions allowed to offer SES in Year 1 due to no PSC options.

 All students attending Title I schools in School Improvement must be coded in EOY as one of the following: ◦ 1: student did not apply to receive services ◦ 2: student received services ◦ 3: student applied to receive services but did not receive services (File layout position 54, data element id 285)  All students coded as “2” in EOY prepopulate into SIIS as “incomplete” and need additional data.

SIIS SES SCHOOL DATA ELEMENTS VALUE 1. Parental notification date xx/xx/xxxx 2. Students who applied for and received SES number* 3. Students who applied for and did NOT receive services number* 4. If applicable, reasons why some students applied for but did NOT receive services Choose from drop-down menu. Refer to SIIS images #4 in handout. If the value of #3 is greater than zero, a menu of possible reasons will appear for #4. * prepopulated from EOY

After answering questions number 1-3 (and number 4 if applicable), click on the blue link to enter individual student SES data. Refer to SIIS images #5 in handout.

SIIS SES STUDENT DATA ELEMENTS VALUE SES subject area (reading or mathematics or science) choose from drop-down menu SES provider name and code choose from drop-down menu Beginning date of service (must be between 9/01/2011 and 8/31/2012) xx/xx/xxxx End date of service (must be between 9/01/2011 and 8/31/2012) xx/xx/xxxx Hours of service (must be <1000) xxx or xxx.xx Refer to SIIS images #6 in handout.

 Data must be provided in SIIS for ALL students showing as “incomplete.”  A student will have multiple records if: ◦ The student received services in two or more (reading, mathematics, science); and/or ◦ The student received services from different providers.

 School divisions have two options for providing SES data: 1. Manual entry for every “incomplete” student 2. Upload SES data via a tab-delimited file*  Helpful if division has a large number of SES participants  Data elements may be kept in an Excel spreadsheet during academic year.  Excel spreadsheet can be converted to a tab-delimited file when SIIS opens for data collection next summer. *Please note: Only school divisions uploading SES data will use the “Submit Data” feature. Refer to SIIS tab-delimited file instructions and link to the provider codes in handout.

 Example of an excel spreadsheet to be converted to a tab delimited file. The column widths match the length requirement for the tab delimited file.

 Once you open the excel file in notepad and save it as tab delimited file (.txt), the appearance of the page should be a depicted below.

 When your tab delimited file (.txt) appears as below, it is ready to be uploaded to SIIS by the using the “Submit Data” feature.

Frequently Asked Question: Why are students that did not receive services showing up as “incomplete” in SIIS? Answer: Only students coded as “2” in EOY populate to SIIS as “incomplete.” In the case above, students were incorrectly coded in EOY. Once EOY is resubmitted with the correct SES code for each student, any false “incomplete” students will no longer appear in SIIS.

Frequently Asked Question: What is the advantage of uploading the data over manual entry? Answer: Reduce the margin of error form manual entry, and the process takes less time.

Frequently Asked Question: An error message appears after the tab-delimited file is uploaded. What is wrong? Answer: The tab-delimited file format does not match the specifications. Formatting errors may include the wrong column width, dates outside of the designated time frame, incomplete records, etc. If the source of the improper formatting cannot be found at the local level, contact Becky Marable at (804) for assistance.

 Data must be entered in this section for Title I schools in Year 3 or beyond of School Improvement.  Enter which corrective action(s) the school implemented for the school year. Refer to SIIS image #7 in handout.

 Data must be entered in these sections for schools in Year 4 or beyond of School Improvement: ◦ Planning for Alternative Governance, Section A ◦ Planning for Alternative Governance, Section B ◦ Notifications ◦ Meetings Conducted Refer to SIIS images #8-12 in handout.

 Data must be entered in these sections for schools in Year 5 and beyond of School Improvement: ◦ Alternative Governance Refer to SIIS image #13 and #14 in handout.

Print Verification Report after all data have been entered for Division Input and all schools in School Input.

Verification Report will not print nor show a signature line on page 1 unless all data elements have been entered for the school division If signature line is missing, review report for missing data.

 If signature line appears on page 1 of Verification Report: ◦ Review ALL data in the report for accuracy. ◦ Division superintendent signs the cover page verifying that the data are accurate. ◦ Once the cover page has been signed, scan and send electronically to Helen Tucker, administrative assistance at  Congratulations! Your school division has successfully completed SIIS data entry for the previous school year.

 The collection window will be open in early August.  The collection window cannot be opened until the End of Year Student Record Collection has been completed.  The Department’s goal is to complete the SIIS collection before the Fall Student Record Collection is open for the current year.

 Serves as documentation of school divisions’ implementation of Title I School Improvement sanctions.  Reported in the annual Consolidated State Performance Report.  Analyzed as part of an annual SES statewide evaluation.  Used for other federal and state reports as required.

Becky Marable Title I Coordinator (804) Philip Iovino Title I Specialist (804)