1. Needs Assessment Teachers’ Workshop Bilingual Data Entry
April 17, 2012
Needs Assessment Teachers’ Workshop Bilingual Data Entry
Title III, Office of Bilingual/ESL Education
Dr. Susana C. DeJesús, Director
OFFICE: FAX:

2. Needs Assessment Teachers’ Workshop Bilingual Advanced Data Entry
April 25, 2012
Needs Assessment Teachers’ Workshop Bilingual Advanced Data Entry
Title III, Office of Bilingual/ESL Education
Dr. Susana C. DeJesús, Director
OFFICE: FAX:

3. Agenda-Data Entry Bilingual Reports Bilingual Validation Report
Mainstreaming Report (Both General & Special Ed)
Needs Assessment count of L’s (Both General & Special Ed)
Needs Assessment List of L’s (Both General & Special Ed)
Needs Assessment count of N’s (Both General & Special Ed)
Needs Assessment List of N’s (Both General & Special Ed)
Bilingual Validation Report
Entry/Exit Report
Transfer Information

4. Agenda-Data Entry
Student Enrollment field
Queries & Exports

5. Running the Bilingual Reports

6. How does a student appear on the Mainstreaming Report?
LEP flag is set to ‘N’
Program Provided must be ‘Mainstreamed’
Program Placement Date must be filled in
Primary Language must be set
Program Exit Date must be between and including 10/16/2011 and 6/30/2012
The student must be enrolled in a homeroom

7. * New Feature: Bilingual Data Validation
This report should be your first step before you run any other report.
Allows you to find the missing data.
Has the information for the entire school which can be sorted by any of the categories listed.
Sort by ELL as a standard to ensure all your students are accounted

8. Modifying Student Data
Search for the student
Click on Custom Screens
Click on Bilingual Data
Fill in data

9. The Bilingual Data for a student who was never tested for Bilingual/ESL Eligibility should look like this:

10. You MUST enter in the comment box:
The Bilingual Data for a student who was tested & placed in Bilingual/ESL Education should look like this:
You MUST enter in the comment box:
The ACCESS Reading & Writing Scores , the Tier & the Year

11. You MUST enter in the comment box:
The Bilingual Data for a student who was tested & placed in Bilingual/ESL Education, received services & was later transferred (mainstreamed/special case) should look like this:
You MUST enter in the comment box:
The ACCESS Reading & Writing Scores , the Tier & the Year

12. The Bilingual Data for a student who was tested, found to be eligible for Bilingual/ESL Education but whose parents declined service (waived) should look like this:

13. The Bilingual Data for a student who was tested for eligibility of Bilingual/ESL services, was not eligible for services should look like this:

14. The Bilingual Data for a Pre-K student who was tested for eligibility of Bilingual/ESL services MUST NOT have a placement date until the W-APT is administered in Kindergarten. The PowerSchool screen should look like this:

15. June Form Form H – ELL TRANSFER OUT
List of ELL students who transferred out of the school during Oct 16-June 30
Use PowerSchool to retrieve transfer information or school clerk for transfer records

16. Data Records/Power School
Transfer information
Select the student
Go to the task bar on the left under Enrollment
Click on Transfer Info to view records
If the student is not currently registered at the school consult your clerk in charge of registering students to obtain the information
Transfer Information Screen

17. Entry/Exit Report Entry/Exit Report
Start Page> NPS Reports>Entry/Exit Report
Gives list of students with enter/exit dates for the given school year.
Click on the Entry/Exit Report. Choose options by selecting from the drop down menus:
Status: Select Enrolled, Exited, Enrolled or Exited
During month: Select the month from the drop list
Entry Code: Select entry code or All
Exit Code: Select exit code or All 
Click Submit.

18. PowerSchool Field Lists for ELL’s
Sample Queries to facilitate searches:
ELL=L
ELL=N;LEP_exit_date
/student_number=504623
/rivera, t

19. Queries-Search Prefixes
Use a prefix to broaden your search:
Prefix
Does
Example /
Includes inactive students in search
/last_name=Ramirez
Selects all students with last name Ramirez, incl. inactive students (used in the Transfer School)
&
Search within the results of a selection you’ve been working with
Initial Student Selection:
grade_level=9
Additional Selection:
&*birthday=today
Selects grade 9 student whose birthday is today +
Add results of a new search to previous search
football#
+band#
Selects students that are on the football team and adds to them the students who are in the band

20. Quick Export
Under the list of school’s LEP students, there will be a dialog box prompting you to select a function for the selection via a dropdown menu.
Select “Quick Export” from the dropdown menu.
In the blank dialogue box, copy and paste the fields below.
Student_Number
Last_Name
First_Name
Grade_Level
*period_info;HR(M-F);teacher_name
*period_info;HR(M-F);room

21. Quick Export Click Submit, and then click Save.
In the Save As box, type in a useful name for your file and include the extension .xls.
Open the saved file with Excel. If prompted that the file is in a different format than the extension, click Yes.
Adjust the Excel file as needed.

22. Exporting Information
Go to the start page in the search field write: ELL=L
Then enter
You will have a list of students with the number count.
At the bottom of the list you will see: Select a function for this group of students

23. Exporting Information
Select: List students
Select the fields you need up to 10
Submit
Highlight the information
Right click & select copy

24. Exporting Information
Open an MS Excel spreadsheet,
right click & paste or click paste to insert the information.
Adjust the columns as needed.