Using PPICS for Data Collection: Federal Reporting Requirements

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1 TM Using PPICS for Data Collection: Federal Reporting Requirements Michael Hutson Research Associate Illinois May 1, 2014 Copyright 2007 Learning Point Associates. All rights reserved.

2 Agenda Introduction Reporting Milestones June 28 July 31 August 30 October 31 Conclusion 2

3 A Quick Note: LPA AIR 3

4 First Things First: What is PPICS? PPICS stands for Profile and Performance Information Collection System Profile PPICS asks you to submit Grantee Profile information basic information about your grant and centers. Performance Information PPICS asks you to submit program data for each year your grant was in operation. Annual Performance Reports (or APRs) are collected every year. 4

5 First Things First: What is PPICS? Think about PPICS in terms of two main modules : The Grantee Profile (keep up to date!) The APR (fill one out each year!) To fulfill your reporting requirements, you will need to complete BOTH the Grantee Profile AND the APR. An APR must be completed each year your grant is active. 5

6 First Things First: Why Am I Being Asked to Report in PPICS? There are two big reasons PPICS is necessary: Reason 1 Move from federal to state administration Reason 2 Report on GPRA indicators 6

7 Important Points A few tips before we get into reporting details: A big part of program effectiveness is the ability to continually improve it doesn t mean absolute, complete, total, immediate success. We re not looking for data that show a startlingly rosy picture that s unrealistic. We need accurate data. Accurate data enable quality critical analysis analysis that highlights program strengths and reveals areas where the program can be improved. With accurate, complete data, ED can make a strong case for the continuation of the program, and provide you with the tools you need to succeed. 7

8 How Grantees Gain Access to PPICS 1. State staff need to complete a delegation form online (in PPICS), and submit the form to LPA. If you are a new grantee, make sure your state coordinator has completed this step. 2. Upon submission of the delegation form, LPA automatically sends an containing username and password information to the grantee contact (specified by the state). 3. The person specified as the grantee contact, upon receiving the , will then be able to log in to PPICS as a grantee user. 8

9 First Things First: What is PPICS? 9

10 Illinois Reporting Milestones June 28: Grantee Profile, APR Operations, APR Staffing, and APR Feeder Schools July 31: APR Attendance, APR Activities, APR Teacher Surveys August 30: APR Grades, APR Partners October 31: APR State Assessments (current year only), APR Objectives 10

11 Milestone 1: June 28 Grantee Profile APR Operations APR Staffing APR Feeder Schools 11

12 PPICS: The Grantee Profile The Grantee Profile 12

13 PPICS: The Grantee Profile Grantee Name Grantee Name Grantee Profile sections 13

14 PPICS: The Grantee Profile A profile needs to be completed for each 21st CCLC grant received by a grantee. If you receive a new grant, you must begin a new PPICS record. To complete the Grantee Profile, complete all four Grantee Profile sections: Basic Info Objectives Partners Centers (Center Info, Prior Info, Feeder Schools) 14

15 PPICS: The Grantee Profile Basic Info 15

16 PPICS: The Grantee Profile Basic Info 16

17 PPICS: The Grantee Profile Basic Info 17

18 PPICS: The Grantee Profile Basic Info 18

19 PPICS: The Grantee Profile Objectives 19

20 PPICS: The Grantee Profile Objectives 20

21 PPICS: The Grantee Profile Partners 21

22 PPICS: The Grantee Profile Centers 22

23 PPICS: The Grantee Profile 23

24 PPICS: The APR The Annual Progress Report 24

25 APR: Overview The APR is an annual report it is a report of what your program did during the past year. A single APR covers the preceding year s summer, the preceding year s fall, and this year s spring term. APR 2013 / Reporting Period (exact dates based on school program calendar) Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov APR 2013 Data Entry (exact dates set by state) 25

26 APR: Overview An APR needs to be completed for each 21st CCLC grant active during the reporting period. The APR asks for the elements that characterized program operation during the reporting period and outcomes obtained. The APR has up to three main sections: Objectives Centers (Made up of at least six sub-sections) Partners 26

27 APR: The Three Main Sections 27

28 PPICS: The APR Centers 28

29 APR: Centers 29

30 APR: Operations 30

31 APR: Operations 31

32 APR: Operations 32

33 APR: Staffing 33

34 APR: Staffing 34

35 APR: Staffing - Tips Only report on staff who regularly staffed the program. At the bottom of the page you will be asked to report: The number of staff funded by non-21 st CCLC funds The number of staff who left the program and were replaced by new staff 35

36 APR: Feeder Schools 36

37 Milestone 2: July 31 APR Attendance APR Activities APR Teacher Surveys 37

38 APR: Centers 38

39 APR: Attendance 39

40 APR: Attendance 40

41 APR: Attendance 41

42 APR: Attendance In addition to the Racial/Ethnic Group Data section, there are several other Student Characteristic sections on the Attendance page: Gender Limited English Proficiency Free or Reduced Price Lunch Eligibility Special Needs or Disabilities Grade Level 42

43 APR: Activities 43

44 PPICS: Activities 44

45 PPICS: Activities 45

46 PPICS: Activities 46

47 PPICS: Activities 47

48 PPICS: Activities 48

49 PPICS: Activities 49

50 APR: Activities The activities section is one of the most comprehensive it will take some time! Don t stop entering activities data simply because the system indicates complete ensure that the data are an accurate reflection of your program. Truly complete activities data will provide you with much more complete, more useful reports. 50

51 APR: Teacher Survey 51

52 APR: Teacher Survey 52

53 APR: Teacher Survey 53

54 APR: Teacher Survey 54

55 APR: Teacher Survey 55

56 APR: Teacher Survey 56

57 APR: Teacher Survey Complete all three of the APR Teacher Survey sections for students attending days, days, and 90+ days. When filling out Teacher Survey data, each line should contain un-reduplicated counts. Each student is counted once per line. If a teacher did not score a particular behavior for a student, it s okay for the sum total of that line to be less than the total number of surveys returned. 57

58 APR: Teacher Survey Only report teacher survey data for regular attendees One and only one survey for each regular attendee Avoid asking teachers staffing the program to complete teacher surveys (potential conflict of interest) For secondary students, mathematics or reading/language arts teacher should be surveyed 58

59 Milestone 3: August 30 APR Partners APR Grades 59

60 Milestone 3: August 30 60

61 APR: Partners 61

62 APR: Partners 62

63 APR: Partners 63

64 APR: Partners 64

65 APR: Grades Remember: Grades should be reported only for REGULAR ATTENDEES, those students attending 30 days or more during the reporting period. 65

66 APR: Grades = Regular Attendees 66

67 APR: Grades = sum of the total number of regular attendees for whom you had: both math and reading scores math only scores 67

68 Milestone 4: October 31 APR Objectives APR State Assessment Results Everything else 68

69 Milestone 3: October 31 69

70 APR: Objectives 70

71 APR: State Assessment Current Year = Regular Attendees 71

72 APR: State Assessment Current Year = sum of the total number of regular attendees for whom you had: both math and reading scores math only scores 72

73 APR: Certification 73

74 Illinois Reporting Milestones June 28: Grantee Profile, APR Operations, APR Staffing, and APR Feeder Schools July 31: APR Attendance, APR Activities, APR Teacher Surveys August 30: APR Grades, APR Partners October 31: APR State Assessments (current year only), APR Objectives 74

75 PPICS 101 QUESTIONS? Or, if you have questions later Toll-free phone: Our goal is to respond to Help Desk requests within one or two business days. 75

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