1. Jan Lanier, ESL Coordinator, Federal Programs (jan.lanier@tn.gov) Trish Kelly, Director, Data and Research, Federal Programs (trish.kelly@tn.gov)

2.  Data drives funding – failure to identify key student characteristics reduces funding  TN is required to report student and teacher counts to USDOE (October 1, school year, testing period)  TN is monitored on the accuracy of its counts  TN is evaluated and published on federal websites and quoted in research in relation to these data

3.  Data entry is the foundation of the entire system.  Identify Immigrant and ELL status at enrollment.  For the October 1 count, check your data several times (month before, two weeks before, week before, day before).  Verify enrollment data throughout the year to insure accuracy of school year and testing period counts.

4.  Education Information System (EIS) http://www.state.tn.us/education/eis  TNDOE’s operational database (districts, schools, teachers and students)  District transmit data to EIS via their student information systems  TNDOE and LEA staff access EIS by login  Contact your district’s EIS contact for a login.

5.  ELL  The ELL child count is used for BEP 2.0 funding purposes. It includes T1 and T2 for BEP.  October 1 is the pull date  Official verification occurs in mid-October  The ELL portion of the child count is used for the district allocation of Title III funds.  Private School ELL Count  The private school ELL count is entered in the Private School Survey on CREP website.  The Private School Survey is open January-February each year..

6.  English was sometimes entered for the native language for ELLs and NELBS  Undercounts – 42 LEAs identified fewer than 10 English Language Learners (Ls) for 2009-10 (as of mid-March)  Undercounts – only ~12,900 students were identified as immigrants for 2009-2010 (as of mid-March 2010)

7.  You should go into EIS prior to October 1 and verify your count.  From the EIS Home Page, go to EIS Production  Enter your login on the Login Authorization Page  Enter EIS district tab.  Use school year 2009 in the October 1 count for 2009-10.  Enter District No.  Click Go.  Select Research Queries (bottom left on screen).  Choose English Language Learners from the list.  Using the ELL Code drop down box, choose the correct codes (ELL, T1 and T2).  Click go.  Review data or choose delimited file to download data.

13.  EIS includes English language background codes for all students including Native English speakers.  Choose Any or one of the following:  English Language Learner (ELL or L)  Transition Year 1 (T1 or 1)  Transition Year 2 (T2 or 2)  Non-English Language Background (NELB or N)  Completed ESL in High School (G)  Native English Speaker (E or EN)  New codes for SY 2010-11:  Former ELL Student (F)  Waived ELL Services (W)

14.  L - “English Language Learner (ELL)” --- Students whose first language is not English and who qualify for the services of an English as a Second Language “ESL” teacher.  N - “Non-English Language Background (NELB)” -- - Students whose first language is not English, and DO NOT qualify for the services of an ESL teacher.  E -“English Native” – A student whose primary or native language is English.  1 - Transitional 1 the first year after scoring fluent in English.  2 - Transitional 2 the first year after scoring fluent in English.  G -A student who was an L, 1, or 2 in grades 9, 10, or 11 is a “G” in all years after completion of “2” status. Note: If the student’s current status is L, 1, or 2, DO NOT use the “G” code. This code will only be used for graduation rate purposes. It is not a federally recognized ELL code and is not tied to ELL funding.

16. Student Key Last Name First Name Ethnicit y ELL Code Native Language Code XXXXX WLARA XXXXX H1SPA XXXXX B2SOM XXXXX ANJAP XXXXX HGSPA

17. Student Key Last Name First Name Ethnicit y ELL Code Native Language Code XXXXX WEENG XXXXX HEENG XXXXX BEENG XXXXX AEENG XXXXX HEENG

18.  Qualified districts will be invited to apply  Immigrant count is pulled with Child Count  Immigrants are NOT born in the US (including the District of Columbia and Puerto Rico)  Date First Enrolled - required for federal reporting  Country of Birth – required for Title III monitoring (can NEVER be US for immigrants).  Verify count in EIS using the Immigrant District Research  Select Yes to produce a list of immigrant students

20. Student Key Last Name First Name Immigran t Date 1 st Entered US School Country of Birth XXXXX Y8/5/200 6 Cuba XXXXX Y8/8/200 8 Somalia XXXXX Y8/1/200 0 Mexico XXXXX Y8/4/200 2 Japan XXXXX Y8/5/200 9 Australi a

21.  ELL  Transition I and Transition II  Non English Language Background (NELB)  Immigrant  Students who were eligible, but not exited with reasons

22.  Go to the district tab  Select Research Queries  Select Staff Current Assignment  From drop down box, select EL  Choose delimited file

24. License # Last Name First Name Assignme nt Code Begin Date End Date XXXXX EL8/6/2009 XXXXX EL8/6/2009 XXXXX EL8/6/2009

25.  LEA Title III Coordinator completes Title III Professional Development Survey annually  2009-10 survey to be completed in Survey Monkey  2009-10 survey deadline May 3, 2010  Is divided into topics  Needs number of participants

27.  Three ELLreports are available for districts on the Data Warehouse Portal.  Each district has two staff persons with Data Warehouse logins to:  https://edu.warehouse.state.tn.us/portal/p age/portal  Select Federal Programs Reports to access:  AMAO 1  AMAO 2  ELP (ELDA) Composite Level Score by Time in ESL

31. School# ELDA Score s Prog.No Prog. Prog. + No Prog. AMAO 1 (%) Made AMAO 1? A5010304025%No B10060208075%Yes C75500 100%Yes

32. StudentReadWriteSpeakListen Composit e Proficient ? XXXXX22333N 54544Y 44444Y

33. Time in ESL Progra m Level 1 Level 2 Level 3Level 4Level 5Total < 1 Year13930025 < 2 Years 10554125 < 3 Years 6665225 < 4 Years 5873225 < 5 Years 4765325 >= 5 Years 5557325 Total4340322411

34.  Select HTML Portlet  Select Yes to run the district report.  Otherwise select No.  Click on the school or student report.  Select Yes when the dialog box appears.  To export the data, select File / Export /Next.  Enter a filename and select Next.  Select school year from the drop down box.  Enter Next / Finish.  The export complete dialog box appears.

42.  EIS  ISR Forms  September Confirmations  Encrypted Files

43.  A student must be certified as migrant by the state through the granting of a Certificate of Eligibility (COE).  The migrant student list for your district that appears in EIS is vetted by (TOPS) Tennessee Opportunity Programs.  Districts cannot change the migrant data that appears in EIS.  Districts check their migrant student data in EIS and inform TOPS of any discrepancies.  Select District / Research Queries / Migrant Student List / Go. 

44.  A child between the ages of 3 and 21who has not graduated from high school or does not hold a high school equivalency certificate and  the child is a migratory agricultural worker, dairy worker or migrant fisher or has a parent, spouse, or guardian who is a migrant agricultural worker, dairy worker or migratory fisher and  the child has moved within the preceding 36 months in order to obtain or to accompany (or join) a parent, spouse, or guardian to obtain temporary or seasonal employment in qualifying agricultural, dairy or fishing work and  such move was made out of economic necessity

46.  EIS lists a Qualifying Arrival Date (QAD) on the right side of the screen.  Students with QADs from any year appear in the list.  Students exhaust eligibility 36 months from the QAD. (If eligibility ends mid-term, the student remains eligible until the end of the term.)  Students who are eligible for migrant services in:  SY 2009-10 have QADs of 9/1/2006 or later.  SY 2010-11 have QADs of 9/1/2007 or later.  Export data to Excel.  Sort exported data by QAD to identify students who are eligible for migrant services.

47. Student Key Last Name First Name Enroll. Begin Date Enroll. End Date QAD Date XXXXX 8/6/20095/8/2007 XXXXX 8/6/20091/30/200 3 XXXXX 8/6/20092/15/200 0 XXXXX 8/6//200 9 1/5/2006 XXXXX 8/6/20094/1/2007 XXXXX 8/6/20095/1/2004

48.  Individual Student Record (ISR)  Information used to populate the federal Migrant Information Exchange data base (MSIX).  Collection is authorized under sections 1301-1309 of Part C of Title I of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind (NCLB) Act.

49.  At the end of the school year for who were in your district the last day of school  Within 4 days of withdrawal during the school year upon request of a receiving school

50.  Protect student/teacher identity.  Always Password protect files.  Use TNDOE’s secure server to exchange student level data with TOPs.  Student and teacher data should not be saved on laptops, hard drives, thumb drives and other portable devices.  Delete data (including Recycling/Trash ) or move to a network folder or another secure site.  Logoff your computer when you leave your desk.  Do not share login information with anyone.

51.  TNDOE - Paula Gaddis at paula.gaddis@tn.gov paula.gaddis@tn.gov  TOPS - Grace Johnson at tnmigrant1@bellsouth.net tnmigrant1@bellsouth.net

52.  1.Prepare for a positive and welcoming experience.  2.Identify official documents and request that the family bring them to registration.  3.Discuss the importance of a using a consistent student name with the family ( same names, order, spelling).  4.If different forms of the student’s name exist, write down the name entered at registration and explain that the same spelling must be used in all transactions with the school system.

53.  Enroll each student using the name as it appears on the official document (e.g., birth certificate, immigration document) provided by the family at registration.

54.  If the name includes two last names, enter both in the last name cell on your data entry screen:  First Name: Maria  Middle Name: Isabel  Last Name: Rojas Villanueva  The student’s last name is listed as: Rojas Villanueva.

55.  If the name includes a hyphen, include it:  Enrique Jose Ruiz-Martinez  First Name: Enrique  Middle Name: Jose  Last Name: Ruiz-Martinez  If your student information system does not accept hyphens, the vendor should change its coding to accommodate TNDOE requirements.

56.  If the name includes spaces, include them:  Abdul Rahman Al Alawi  First Name: Abdul  Middle Name: Rahman  Last Name: Al Alawi

57.  If the official document does not list a last name for the student, please use the father’s last name. If the birth certificate lists:  First Name: Elena  Middle Name: Angelica  Last Name:_________  Father’s Last Name: Allende  Mother’s Last Name: Alvarez  Enter the name as: Elena Angelica Allende

58.  If the student’s father’s last name is not listed on the document, please use the mother’s last name.  If the birth certificate lists:  First Name: Khai Middle Name: Van  Last Name:_________  Father’s Last Name: ___________  Mother’s Last Name: Nguyen  Enter the name as: Khai Van Nguyen