Requirements for 21 st CCLC Evaluation and Reporting

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1 Requirements for 21 st CCLC Evaluation and Reporting Tonetta Y. Scott, DrPH and Matthew Trengove, PhD 21 st CCLC Administrative Team, Research and Evaluation Unit August

2 Agenda State and Federal System Shifts and Improvements Standardize Objective Assessment Plans Beginning, Middle, End of Year Data Collection Formative Evaluation Summary Modification per Formative Evaluation Stakeholder Perceptual Surveys Summative Evaluation Reports Federal Data Collection Tips for Successful Data Collection and Reporting 2

3 Improvements this Year Issues addressed from observations and subrecipient feedback: Streamline data collection and reporting requirements Greater standardization of objective assessments for more efficient and effective statewide objective assessment reporting 3

4 Standard Objectives Objective 1: English Language Arts / Writing Objective 2: Mathematics Objective 3: Science Objective Narrative Improve English/language arts/ writing performance to a satisfactory level or above or maintain an above satisfactory level of performance. Improve mathematics performance to a satisfactory level or above or maintain an above satisfactory level of performance. Improve science performance to a satisfactory level or higher or maintain an above satisfactory level of performance. Objective Assessment: Grades % of regularly participating students will improve to a satisfactory English/language arts/ writing grade or above, or maintain a high grade across the program year. % regularly participating students will improve to a satisfactory mathematics grade or above, or maintain a high grade across the program year. % regularly participating students will improve to a satisfactory science grade or above, or maintain a high grade across the program year. Objective Assessment: FSA % of regularly participating students will improve to a satisfactory level or above on English/language arts/ writing or maintain an above satisfactory level. % of regularly participating students will improve to a satisfactory level or above on mathematics or maintain an above satisfactory level. % of regularly participating students will improve to a proficient level on science or maintain an above proficiency level. 4

5 Shifting Data Collection Systems Federal data collection system (formerly PPICS) has changed but data elements have not changed planning year: Data collection methods TBD Anticipated data collection due date TBD 5

6 Shifting Data Collection Systems Moving toward an electronic statewide data collection system for submission of all data. Current: Integrated reporting protocols with the Objective Assessment Data Collection & Reporting Tool Collect Baseline, Mid-Year and End-of-Year Student data Future Years: Explore working with LEAs and FDOE to flag 21 st CCLC students and develop greater standardization on personal enrichment measures 6

7 Evaluation Data Collection and Reporting Deliverables Evaluation Deliverable Documentation Reporting Period Upload Due Date Baseline Data (Student-Level) September /15/15 Baseline Data (Student-Level) Update November /15/15 Mid-Year Data (Student-Level) January /15/16 Mid-year Data Report January /15/16 Formative Evaluation Summary February /15/16 Evidence of Program Modification Based on Formative Evaluation Summary March /15/16 End-of-Year Teacher, Student, and Adult Family Member Survey Data April 2016* 5/15/16* End-of-Year Data (Student-Level) June /15/16 End-of-Year Data Report June /15/16 Summative Evaluation Report July /15/16 7

8 Baseline Data Includes individual student data for each objective assessment for each participating student Should be collected within first two weeks of participation Serves as the initial status for measuring progress toward meeting program objectives Must use required reporting format provided by the FDOE Is uploaded twice per year 8

9 Baseline Data Collection Data spreadsheet file(s) and copies of measures Baseline data for each objective for each student Structure, format, and elements tailored to your objectives Measurement tools used to collect data [except Florida Standards Assessment (FSA)/Statewide Science Assessment (SSA) and grades] Distinguish each student s data with a unique identifier DO NOT use the student s name or social security number Codebook describing the data Clearly show which data fits with which objective Grades and state standardized assessment baseline data for each student is required of all subrecipients 9

10 Baseline Data Collection If student does not have baseline data for a justifiable reason, identify the reason within the data file Students not graded by their school: Not Graded Students not assessed on FSA/SSA at their grade-level: Not FSA/SSA Grade Level Establish clearly coded responses for other justifiably missing data 10

11 Baseline Data Collection 11

12 Mid-Year Data Submission Includes individual student data for each objective assessment for each participating student Reports on progress toward meeting objective Must use required reporting format provided by the FDOE 12

13 Mid-Year Data Collection For each standardized objective assessment report: Objective, Objective Assessment, and Data Collection Plan Quantitative Data for All Participants Served Total number of participants measured Total number of participants meeting standard of success Percent of participants meeting the standard of success 13

14 Your Turn: Hypothetical Example 14

15 65% of regularly attending students will increase healthy eating habits from pre- to post-assessment Survey data collected before a twopart Healthy Eating PBL unit begins, after Part I and again after Part II of the PBL unit. Standards for Success: Increase total survey score by 15 points 110 students completed a survey of eating habits before the PBL unit began. 100 of those students were regularly participating students who also completed the eating habits survey after Part I (first 8 weeks). Comparing the total scores on the pre- and post- assessments, 50 students increased their total survey score by 15+ points Content area Healthy eating habits Benchmark 65% Measure Pre/post assessment Data Collection Timeframe Beginning, middle, end of year Total number of participants measured 100 Total number of participants meeting standard for success 50 Percent of participants meeting the standard for success 50% 15 15

16 Objective Assessment Data Collection and Reporting Tool 16

17 Formative Evaluation Summary Examines continual progress toward achieving objectives to inform program decisions Reports data-driven program decisions Provides evidence of programmatic changes based on the formative evaluation findings Must use required reporting format provided by the FDOE 17

18 Formative Evaluation Summary Reporting Based on objective assessment data (already submitted) Briefly describe changes planned to programming based on mid-year findings for each objective Briefly describe changes planned for data collection based on experiences through mid-year for each objective If no changes needed, provide brief explanation. Example: At mid-year data collection, substantial progress has been made in achieving the objective s benchmark indicating likelihood that benchmark will be achieved or surpassed by the end-of-year data collection 18

19 Modifications Based on Formative Evaluation Reporting Consult with your PDS on any proposed modifications Provide narrative of actual changes made to programming and/or data collection plan 19

20 End-of-Year Data Submission Includes individual student data for each objective assessment for each participating student Reports on achievement of objectives at the end of the program year Reports on enrollment and participation rates aligned with federal data collection requirements Must use required reporting format provided by the FDOE 20

21 End-of-Year Data: Objective Assessment Total number of participants (in group assessed) measured Total number of participants (in group assessed) who meet the standard of success Percent of participants (in group assessed) meeting the standard of success Changes planned to programming for next year Changes planned for evaluation methods and data collection for next year 21

22 End-of-Year Data: Objective Status Automatic Star Rating System: Progress on Objective 1 Star = Limited Progress 2 Stars = Some Progress 3 Stars = Meaningful Progress 4 Stars = Approaching Benchmark 5 Stars = Met/Exceeded Benchmark If 5 Stars, report Met the Stated Objective in federal system If 2 to 4 Stars, report Did Not Meet, but Progressed toward the Stated Objective in federal system If 1 Star, report Did Not Meet and No Progress Toward the Stated Objective in federal system 22

23 End-of-Year Data: Federal Data Alignment Unduplicated Student Enrollment by Site Summer, Academic Year, Both Unduplicated Student Regularly Attending by Site Summer, Academic Year, Both Number of regularly participating students in each grade level Number of regularly participating students receiving grades on common grading scales (federally defined) 23

24 Stakeholder Survey Data Survey data collected from participating students and their adult family members and school day teachers Examines stakeholder perceptions of and impacts of the program Must use approved surveys provided by the FDOE Administer and submit surveys Upload End-of-Year Teacher, Students, and Adult Family Members Survey Data as April deliverable due May 15, 2016 Report survey findings in Summative Evaluation Report 24

25 Student Survey Suggest students complete the online survey in groups The survey typically takes 30 minutes or less to complete Provide site name and number (select from the drop-down) 25

26 Adult Family Member Survey Available in English, Spanish, and Creole Online and paper versions Provide site name and number Facilitate family member participation Allow family members to use your program s computers to complete the survey Survey typically takes 15 minutes or less to complete 26

27 27

28 Teacher Survey Select one regular school-day teacher to complete the survey for each regularly participating student Provide student identification code A unique identifier assigned to each student by your program District-assigned Student Number Identifier ( X) Numeric (0001) Alphanumeric (JD002) Do Not use the student s name or social security number Provide site name and number 28

29 29

30 Tracking and Submittal Process Each subrecipient will receive individual interim notification of each sites survey response counts All surveys must be received by April 15, 2016 To ensure state and subrecipient reporting compliance, late surveys cannot be processed by the REU Survey data reported in June and July Deliverables Survey Data Spreadsheets, End-of-Year Data Collection (if used for objective assessment) and Summative Evaluation Report 30

31 Survey Data Files Data spreadsheets for each survey will be provided to the program s main contacts via once all data have been submitted and processed Guidance and spreadsheet templates will be provided to ease transfer of teacher survey data into the federal data collection system Teacher survey data must also be submitted federally 31

32 Summative Evaluation Report Summarizes annual evaluation findings Includes reporting for summer and academic year Two types: Brief Summative Evaluation Report Due in Years 1, 3, and 4 Comprehensive Summative Evaluation Report Due in Years 2 and 5 32

33 Summative Evaluation Report Reporting timeframe for all subrecipients Summer 2015 Academic Year Additional reporting timeframe for closeout programs Summer 2016 Data tables aligned with federal requirements 33

34 Summative Evaluation Report: Brief Report Year 1, 3, & 4: Complete federally aligned data tables and brief bulleted summaries of findings for each report section Brief Summative Report Sections Include: Student Enrollment and Attendance Student and Family Demographics Program Operations Staff Characteristics Objectives Assessment and Outcomes Progress Towards Sustainability Lessons Learned and Recommendations 34

35 Summative Evaluation Report: Full Report Year 2 and 5: Complete federally aligned data tables and comprehensive written evaluation report Year 5 (and any closeout): Summer 2016 data tables Full Summative Report Sections Include: Overview and History Student Enrollment and Attendance Student and Family Demographics Program Operations Staff Characteristics Objectives Assessment and Outcomes Sustainability Plan Lessons Learned and Recommendations 35

36 Federal Data Collection and Reporting Subrecipients must follow federal USED data collection and reporting requirements The federal data collection system is currently under development The requirements will be provided to awarded subrecipients once released In prior years, the following information was collected: program operations, attendance and enrollment, feeder schools, staffing, partners and student performance data 36

37 Tips for Successful Data Collection and Reporting Communicate, coordinate, and collaborate with your data collection and evaluation team Have a plan for using data and reports Programming adjustments Information sharing with stakeholders Outreach to expand sustainability efforts Adjustments to future evaluations 37

38 Tips for Successful Data Collection and Reporting Plan ahead Establish internal cut off dates Example: Project Planning Sheet Prepare easy reference data collection check lists Conduct a trial-run of the data collection process Upload deliverables by the end of reporting period 38

39 Planning Sheet Evaluation Planning Sheet Deliverable and Activities Due Date Persons Responsible Status & Notes Deliverable /Task 1 Activity 1: Activity 2: Activity 3: Deliverable/Task 2 Activity 1: Activity 2: Activity 3: 39

40 Tips for Successful Data Collection and Reporting Establish data collection verification systems Example: Check that sub-totals add to grand total Example: Check for values that are out of place (or range) If error found, ask: Does it impact other data? Is the error present in other deliverables? If a previously uploaded reporting deliverable is in error, be proactive: Correct, re-upload, and notify the REU 40

41 Tips for Successful Data Collection and Reporting #1 Tip: The 21 st CCLC Administrative Team is here to support programs toward the goal of collecting and reporting useful, accurate, and reliable data 41

42 Resources can be found at the REU tab at the 21 st CCLC home page 42

43 Questions or Comments 43

44 Your Feedback is Greatly Appreciated 21 st CCLC Research and Evaluation Unit Thank You For Participating!! 44

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