1. 2009-10 School Report Card (SRC) Guide November 1, 2009 Any questions, please contact Susan Egan or Kaet Shields Accountability, Research and Planning at 485-3036

2. 1 Kentucky law (KRS 158.6453)Regulation (703 KAR 5:140) A School Report Card: A document that is to be produced by every school and district each year and to be made available on the Kentucky Department of Education Website. Schools are required to print copies of the card for parents lacking Internet access. Additional Information above and beyond that in the School Report Card linked to the cards on the KDE Website when available. The purpose of the School Report Card is to keep parents and community members informed about what is going on in each Kentucky school.

3. 2 School Report Card Application Opens for data entry at 8:00 AM (EST) November 3, 2009 Login: http://apps.kde.state.ky.us/login/ Start checking the accuracy of your data. Enter the narratives and data that schools are responsible for entering. Make sure the KCCT data loaded into the school report card on November 3 rd belongs to your school and the fields are loaded in the correct fields., but do not spend time on the finer points, because the data reflecting the data review process will not be loaded until mid-November. Even then, the only reason to check the data is to insure it belongs to the school and is loaded correctly. If loaded properly these data are presumed correct. Deadlines: KDE has not set a deadline as of yet as for the SRC Sign-off date. Until KDE finalizes all data a precise deadline will not been set. At this time their goal is to have the SRC process complete and the cards open and available by mid-December. So please be prepared to sign-off any time after the end of November or early December. The Accountability, Research and Planning Department will keep you up dated as to the KDE deadlines.

4. 3 What Exactly Goes in your School Report Card? Please note there are three years of data in play: Source data refers to the base year of the report card, assessment scores, contest results, teacher qualifications, etc. (2008-2009). Schools contact information, council members, About Our School, etc., should be current (2009-2010). Non-academic data is lagged one year and reports on the year prior to the base year (2007-2008). SCHOOL ITEMS: Site Based Decision Making Council: (2009-2010) About Our School: (2009-2010) How Our School Ensures Educational Equity: (2009-2010) State Contest Results: (2008-2009) Extracurricular Activities: (2008-2009) Awards and Recognition: 2008-2009) How We Use Technology to Teach: (2009-2010) What We Are Doing To Improve: (2009-2010) School Safety Data- Whether Visitors are Required to Sign In: (2008-2009) School Safety Data- Whether All Parents Receive the District Discipline Code (2008-2009) School Safety Data- Percentage of Classrooms Able to Access an Outside Line: (2008-2009) The Percentage of Classes Taught by Teacher Participating in Content-focused Professional Development related to the content being taught during the base year: 2008-2009) Number of Students Whose Parent/Guardian Had at Least One Teacher Conference: 2008-2009) Number of Parents or Guardians Voting in School Council (SBDM) Elections: (2008-2009) Number of Parents or Guardians Serving on the School Council (SBDM) or its Committees: (2008-2009) Number of Volunteer Hours: (2008-2009) JCPS (district) will report these data to the State for you. Student per Internet-connected Instructional Computer Percentage of Student Computers Five Years Old or Less Number of Students enrolled for Fifth Year in Primary (elementary only) For detailed descriptions of ALL items refer to the Item-by-Item Descriptions of School Report Card Information sheet you received in your SRC packet.

5. 4 Note: If you think your account has been disabled, or for technical support and content issues, please contact Susan Egan (WAAPOC), in the Accountability, Research and Planning Department at 3036, between 7:30 and 4:30 A.M., Monday – Friday. To log onto the Kentucky Department of Education s Web Application Login page, use the following address: http://apps.kde.state.ky.us/login http://apps.kde.state.ky.us/login (If you would like to bookmark, do a save as onto your desktop.) Enter User ID and Password to access the School Report Card, Data Collection System Application

6. 5 From this screen you can : Application Verify data Input data Make changes Review (School Report Card) Review (replica of School Report Card) – Remember this will be your actual Web Based Report Card. Sign-Off - Once youve entered and verified all the information on your SRC and each section is marked complete, then the status of your school report card will change from incomplete to complete, (double click the complete link to sign off). When your report card has been completed, print out a copy of the report card to review. Remember we no longer mail the SRCs to schools for a finale review, therefore proof it closely and thoroughly before signing off. Once you have signed off, please return the confirmation form to the Research Department granting permission to sign off at the district level (You will receive the Confirmation form in your SRC packet via PONY; also a copy of the Confirmation form can be downloaded from the Accountability, Research and Planning Departments Web site at: http://www.jefferson.k12.ky.us/Departments/AcctResPlan/index.shtmlhttp://www.jefferson.k12.ky.us/Departments/AcctResPlan/index.shtml The School Report Card Data Collection System is an online application used to collect and verify data for the SRC.

7. 6 From this page you will be able to access the Data Collection System, application and the Web Base, School Report Card (replica of your School Report Card). 1. Data Collection System, Application: Used to collect and verify data - (input) data/revisions, can only be made in the Data collection System Application). 2. Review (Web Base, School Report Card - a replica of your SRC) – Review data only. Double click on Review (review data in your SRC) Double click on school name to access the application. (enter and verify data here) When status changes from incomplete to complete, sign off link will appear. Double click link and check the sign off box.

8. 7 Each of the links opens a page on which youll enter information or verify information that has been entered by KDE or JCPS. Each one of these pages contains information that corresponds to information that will later appear on the printed version of your report card. If you feel any information on your SRC is inaccurate, please contact the Research Dept. Department at 3036, and we will verify the data for you. School IdentificationComplete About Our SchoolComplete Others MeasuresComplete State Contest ResultsComplete Teacher QualificationsComplete School SafetyComplete Student ResourcesComplete Parental InvolvementComplete Descriptive NarrativesComplete SBDM ContactsComplete

9. 8 Verify the schools name, principals name, contact information and enrollment are correct. If you have a new principal, and his or her name does not appear you will need to request the change. (Name changes must be approved by EPSB and principal name should be current principal.) Total Enrollment comes from the Superintendents End of Year Report and the Superintendent signed off on the total enrollment in that report. If the application and the report match, it cant be changed. If you should have any questions regarding your enrollment, please contact the Research Department at 3036. We have the report and will verify for you. The Help and Logout buttons appear at the top of the screens throughout the application. If you need help or want to logout of the application click the appropriate button. Once youre satisfied all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN.) To request a name change, click on Change Principals Name, then Submit. After receiving confirmation via-e-mail, click Did you request a Principal name change and receive confirmation? Click here to refresh the page.

10. 9 School Report Card Narrative Page The sample narrative screen, shown below, includes two simple text windows. Do not type narratives directly into the application. It is strongly encouraged to use the KDE, Template for Sizing School Report Card Narratives, which allows you to spell check, edit to length and copy over to the application. Make sure each narrative is one paragraph, with no special formatting or fancy characters. The System is not designed to accept special characters (bullets, asterisks, number list, list, tabs, carriage returns, etc.) Use, 9 pt, Times New Roman font. Do not exceed the allotted character limit. If you exceed the character limit the Data Collection application will be unable to save your work. Note: Even though the Optional narratives are not defined in regulations, it is encouraged to provide a narrative for all optional narratives. After typing narratives into the Narrative Template; you must then copy and paste each narrative into the appropriate text box provided in the SRC application. Once youre satisfied that all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN.)

11. 10 Narratives: About Our Schools 1000 Characters How Our School Ensures Educational Equity (Required) 1000 Characters Procedures in Place in Our School for Drug and Weapons Detection (Required) 750 Characters How We Use Technology to Teach (Required) 600 Characters State Contest Results (Required) 475 Characters State sanctioned competitions are to be reported, but if children are not participating in such competitions, then enter as NA on the SRC. Extracurricular Activities 475 Characters Awards and Recognitions 475 Characters What we are doing to improve. 475 Characters Type, narratives into Template to spell check and edit to length, then copy over to the SRC application.

12. 11 KCCT: Provides percentage breakdown in terms of student performance levels - novice, apprentice and combined proficient/distinguished (NAPD). KCCT: Shows the average NAPD percentages for student groups in the school in Reading and Mathematics for 2008-2009. NCLB: Chart showing schools progress in NCLB terms for the year. NCLB: Data disaggregated in terms of student populations (sub-groups) meeting annual measurable objectives and participation rate; also includes success on other academic indicator. Readiness Test: (ACT) EXPLORE and PLAN (there will be no data at the elementary level.) ACT (Grade 11) required: Shows two years trend of ACT data for the school. ACT (graduate ACT administration): Shows two year trend of ACT for the school. Once youre satisfied with the scores on the assessment pages, click to checkmark This Section is Finished You must check this box in order to mark the pages Complete. The KCCT data will be preloaded by KDE on November 3 rd using your Interim Performance Report (IPR) verify the scores to see if they have been loaded correctly. However, do not spend time on the finer points, because, the data review process will not be loaded until mid-November. After the data review process in November, please review the data to insure it belongs to your school and is loaded correctly. If loaded properly these data are presumed correct. You will want to compare the NCLB data to your NCLB report. The ACT scores need to be checked against reports you have received from ACT, Inc.

13. 12 The Other Measures page contains the School Report Cards non- academic data. Your school configuration determines what will appear here. To verify the Other Measures data go to: http://www.education.ky.gov/KDE /Administrative+Resources/Testing +and+Reporting+/Reports/Nonac ademic+Data/Nonacademic+Data +2003_2008.htm http://www.education.ky.gov/KDE /Administrative+Resources/Testing +and+Reporting+/Reports/Nonac ademic+Data/Nonacademic+Data +2003_2008.htm The non-academic data is the only information in the SRC that lags one year. Once youve confirmed that your Other Measures page is accurate, please click This Section is Finished.

14. 13 Number of teachers certified by the National Board for Professional Standards Most of the data will be supplied by Education Professional Standards Board and will require verification. Remember: For the purposes of the school report card, the term teacher excludes all administrators, guidance counselors and media persons. Part time certified staff should be reported on a full-time equivalent basis (FTE). KDE provides data School provides data For our first time user Once youre satisfied that all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN.)

15. 14 Once youre satisfied all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN. These statistics provided by KDE are very likely to be correct. The district provided the data, it has been checked for errors; and the superintendent has had a second chance to sign off on them. Furthermore the data has been provided to the Center for School Safety for analysis and reporting. If you find an error, it is virtually impossible to change unless it is an error in data loading. School provides data KDE provides data School provides narrative

16. 15 Once youre satisfied all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN. Spending Per Student Reports the ratio of the total expenditures (current expenses as defined by the Federal government minus district level expenses) divided by the schools average daily attendance from the end-of-year report. (KDE provides data) Student /Teacher Ratio The pupil teacher ratio is calculated using the FTE of classroom teachers reported to the Division of Finance on the PSD Report. It uses the student membership (not enrollment) reported to the Division of Finance on the Growth Factor Report as of the end of the second school month. Teacher shall include all regular classroom teachers, vocational teachers, and exceptional children teachers, but exclude administrators, counselors, librarians, and supervisors. (KDE provides data) Number of Student Instructional Computers in the school to which the students have dependable access (not sporadic access when not otherwise employed). (JCPS district will provide data) Number of Student Instructional Computers 5 years old or less, (JCPS district will provide data) How We Use Technology to Teach (School provides narrative)

17. 16 Once youre satisfied all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN. Type in the appropriate amounts, save the page, and check that the section is finished. A couple of points to keep in mind: *The Teacher Conference statistic reports the number of students whose parents or guardians had at least one conference with either a teacher or counselor during the base year. Reports the number of students, not the number of conferences. Number cannot exceed total number of students enrolled in school. SBDB – Members or appropriate school officials in lieu of a council. Requires the current SBDM members be named. Contact information (school phone number, (Schools are responsible for providing the data for all items on this page.)

18. 17 Once youre satisfied all the information is accurate, click the Save button, then click the box This Section is Finished. (REMEMBER TO SAVE OFTEN. To enter or edit your SBDM council members, type names and phone numbers directly in the fields, as shown below. Please list the schools phone number for each council member. (Schools are responsible for providing the data in this section.)

19. 18 Once youve entered and verified all of the information in your School Report Card, you should make sure youve marked each section Complete. You can tell at a glance whether a section is markedCompleteby looking at the Section Status page. Each section should display the word Complete next to its name. The District home page, shown below, should now show your report card is complete, as designated by the word Complete listed to the right of the school name. It is recommended that you now print out a copy of the data in the report card in order to review.

20. 19 Once youve completed your report card, marked each section Complete, and gotten approval from your SBDM council or administrator, youre ready to sign off on the School Report Card. MISSION CRITICAL POINT: Until you sign off online, your Report Card is considered incomplete. There are three important points to the signoff process, depending upon your role: The school must sign off on its School Report Card. (principal) The district must sign off on each School Report Card. (JCPS district) The district must sign off on its District Report Card. (JCPS district) Once you sign off on a report card, you can no longer access the application, you may only download a copy of the HTML document or make changes to the info in the cards. Signoff process: 1.To sign off at the school level, you click the link called school signoff. When you do, youll get an alert screen warning you that you cannot reverse the process and that you will no longer be able to edit the document. Click Sign Off, then click Save. Once you do, the school signoff link changes to say district signoff. After you have reviewed, approved and signed off on your school report card, please fax the Confirmation Sheet (that was sent in your SRC packet) to the Accountability, Research and Planning Department at 6255. This grants the district your permission to sign off at the district level. 2.Next, the District Coordinator must click the district signoff link to indicate the district accepts the information in your schools Report Card. Once that is done, your School Report Card is considered finished. 3.Once all the school report cards are signed off for the district and the District Report Card is complete, the District Report Card Coordinator must click the signoff link for the District Report Card. 4.The School Report Card will no longer be mailed to parents and the Web publication will be the primary conveyance or delivery of the card. Schools are required to print copies of the card for parents without internet access.

21. 20 Accountability, Research and Planning Department School Report Card Guide http://www.jefferson.k12.ky.us/Departments/AcctResPlan/index.shtml To view report card from previous years: 2007-2008 School Report Card visit the Web address listed: (Select: Jefferson and appropriate school) http://applications.education.ky.gov/schoolReportCardArchive/ School Report Card Production and Training Materials Narrative Template, Explanation of SRC application, SRC Template http://www.education.ky.gov/KDE/About+Schools+and+Districts/School+Report+Cards /School+Report+Card+Production+and+Training+Materials.htm Interim Performance Report and NCLB Report (Select: Jefferson and appropriated school) http://applications.education.ky.gov/catsreportsarchive/default.aspx http://applications.education.ky.gov/catsreportsarchive/default.aspx Non-Academic Data http://www.education.ky.gov/KDE/Administrative+Resources/Testing+and+Reporting+/ Reports/Nonacademic+Data/Nonacademic+Data+2003_2008.htm IMPORTANT LINKS

22. Jefferson County Public Schools Accountability, Research and Planning website. If you should have any questions please contact our office at: 485-3036 21