LCAP Dashboards October 7, Initializing LCAP Initialize LCAP ** Update LCAP Configuration** Nightly Processing

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1 LCAP Dashboards October 7, LCAP Overview Navigation Tree Security 2. Initializing LCAP Initialize LCAP ** Update LCAP Configuration** Nightly Processing 3. Aeries Analytics Dashboards General Navigation 4. Chart of LCAP Indicators ** ** = New or updated information LCAP Dashboards Page 1

2 Aeries.net now has free LCAP Dashboards. The LCAP Dashboards use the Aeries Analytics engine to provide pre-configured dashboards to analyze many data points common to the LCAP development process. Initializing and processing LCAP will provide districts with 25+ dashboards, 50+ charts, and well over 100 indicators with dozens of subgroups to cross-analyze and compare data. The Dashboard topics are: Each Dashboard will display information for a default set of Subgroups: 504 Students All Students A/G Readiness 12th Graders 504 ACT Composite Foster - Foster Advanced Placement Result Homeless - Homeless All Day Unexcused Absence Count >= 3 Lang Flu - English Learner AP/IB Participation Rate Lang Flu - Redesignated Attendance % (Chronic (>10%) vs Non Chronic) RacEthnic - Black (Non-Hispanic) CAHSEE RacEthnic - Hispanic CELDT Overall RacEthnic - White (Non-Hispanic) CST (Science) SocEconDis - Socio-Economically Disadvantaged Early Assessment Program Special Ed - Special Ed Foster Students Gender Grades (HIS) Homeless Students Language Fluency Long Term English Learner (LTEL) Parental Involvement PSAT Participation Rate PSAT Performance Race Ethnicity RFEP SAT I Socio-Economically Disadvantaged Students Special Ed Students SBAC NOTE: At this time the LCAP Dashboards cannot be edited. LCAP Dashboards Page 2

3 Navigation Tree The Aeries Analytics node in the navigation tree is now available to all Districts, even those that have not purchased Aeries Analytics yet, in order to view the LCAP Dashboards. Districts that have not purchased Aeries Analytics will have the Analytics Dashboard, Student Indicator Details, Configs/Functions, and Analytics System Config available in the Aeries Analytics node. Districts that have purchased Aeries Analytics already will have the above mentioned screens available as well as the Item Definitions and Analytics Dashboard Config screens. For more information on how to create custom dashboards and dashboard items please review the Aeries_Analytics_Data_Analysis.pdf document on our Documents and Downloads page. Security Admin user types will automatically have the Aeries Analytics node in their navigation tree without any additional security setup. All other users and Portal Groups will need to be given access to the Aeries Analytics tables in order to see the Analytics Dashboards and the Student Indicator Details. The permissions to these tables are set up in the Security node of the Navigation Menu. Please see the AeriesNet_Security.pdf for more detailed information on how to set up permissions for users and groups. For districts that have not purchased Analytics, their users will only need Read permission to the Analytics Dashboards and Student Indicator Details tables. LCAP Dashboards Page 3

4 For districts that have purchased Analytics, most of their users will only need Read permission to the Analytics Dashboard and Student Indicator Details as mentioned above to be able to view the dashboards that are shared to them. Some users that will be permitted to create/update their own dashboards will also need Update permissions to these two tables. Users that will be able to share the tables that they created to other groups will also need the Administer option selected for the Analytics Dashboard table. Users that will be running queries based on the dashboard data will need Read permissions to the Item Summary Table, Item Levels Table and Item Thresholds Table in addition to the Analytics Dashboard, Item Definitions and Student Indicator Details tables. INITIALIZING LCAP Initialize LCAP The LCAP Dashboards need to be initialized and processed before they are available to be viewed. This is done in the Analytics System Config screen, which can be found in the Aeries Analytics Configs/Functions node. LCAP Dashboards Page 4

5 Click on the Initialize LCAP Dashboards button to add the default LCAP Item Definitions, Dashboard Items, Dashboards, and other related Analytics records. Once the default records have been added to the system the button will be replaced by a message indicating that the initialization has completed. Select the Process All Indicators button to process the newly created LCAP records. This will create the Student Indicator Details and Item Summary Table records. Depending on the size of your database the Process All Indicators could take several hours to run. We suggest allowing Aeries Analytics to process overnight. Update LCAP Configuration The LCAP Dashboards may be updated as new item definitions or charts are added or modified. When an update is available a message of Available Updates will display on the Analytics System Configuration page along with an Update button. Click the mouse on the Update button to install the update. Click on the Process All Indicators button to process the newly created/modified LCAP records immediately, or wait for the Nightly Process to process the records. Nightly Processing Once the LCAP Dashboards have been initialized we recommend turning on nightly processing. When the Indicators are updated each night, the system will automatically process all of the LCAP and non-lcap Analytic Indicators and determine student qualifications for each indicator. Totals and summaries are generated. This nightly processing allows the system to display information very quickly and efficiently on the dashboards the next day. To turn on nightly processing click on the Update Nightly Processing Information button. LCAP Dashboards Page 5

6 After the button has been selected the Updating Indicators Nightly message will change from No to Yes Database Connection Information Set and a Disable Nightly Processing option will appear. The Disable Nightly Processing button can be used to turn off the nightly processing. AERIES ANALYTICS DASHBOARDS This document will go over some information specific to the LCAP Dashboards. For more detailed information on how to navigate within Aeries Analytics please review the Aeries_Analytics_Data_Analysis.pdf document on our Documents and Downloads page. To view the Aeries Analytics dashboards click on the Analytics Dashboards link in the Aeries Analytics node. The Aeries Analytics dashboards will display. The first dashboard in the list will display on the screen. The navigation pane on the left lists all of the District-defined dashboards that the user has access to first under the My Dashboards header. The LCAP dashboards are listed towards the bottom under the LCAP Dashboards header. LCAP Dashboards Page 6

7 Clicking on the My Dashboards or LCAP Dashboards headers will collapse them allowing more dashboards to be displayed in the navigation menu on a single screen. The scroll bar to the right of the dashboards can also be used to scroll to the bottom of the list. Clicking on a LCAP dashboard will bring up the dashboard in the main body of the screen. LCAP dashboards display a default set of subgroups for each dashboard to help in cross-analyzing the data. It is important to note that if a subgroup does not contain any students, then that subgroup will not display on the dashboard chart. The Chart tab at the top left of the form displays the dashboard charts. The Students tab displays a list of the students included in the dashboard. LCAP Dashboards Page 7

8 The Filters tab allows the user to filter the data presented on the chart by Schools, Grades and SubGroups. The SubGroups filter includes all LCAP and all locally defined subgroups. Selections made to these settings will temporarily update the display of the Chart and Student list honoring the selections that were made. Refreshing the screen will remove the individual selections and display the default settings. In the below screenshot the Schools tab has been altered to only include students in Screaming Eagle High School and Bald Eagle Intermediate School and the SubGroups has been limited to the Foster, Homeless, Language Fluency English Learner, Language Fluency Redesignated, and Socio- Economically Disadvantaged subgroups. NOTE: The Foster and Homeless subgroups do not appear in the chart because there are no students in these two subgroups for the schools that were selected. LCAP Dashboards Page 8

9 Clicking on an individual chart will display the list of students that are included in that chart in the bottom half of the screen. The Schools tab and Grades tab will display charts of that subgroup by school or grade. The Filters tab allows another area to limit the data that is displayed by Schools or Grades.. LCAP Dashboards Page 9

10 Some charts will display multiple levels, for example, the CELDT Overall Dashboard displays the five CELDT Overall Performance levels for each subgroup. Clicking on the levels to the right of the charts will deselect them and the charts will be updated to only include the levels selected. In the below example de-selecting levels 4 and 5 alters the chart to include only levels 1-3. This can be useful when analyzing data within very small bands. When clicking on a level in a chart to view the students, the SubGroup and Level will display above the students names to identify the list of students. In the below example clicking on the blue area of the Hispanic subgroup displays Hispanic in Lvl 4 as the title above the list of students. LCAP Dashboards Page 10

11 Some LCAP Dashboards contain multiple charts on the dashboard. For example, the Grades (HIS) dashboard displays a chart for every Course Department Code that is defined. An individual chart can be enlarged to encompass the entire screen by clicking on the chart or on the enlarge arrows in the upper right corner of the chart. When working with the list of students, the student records can be selected and Intervention records or Supplemental Attendance records can be created for them, or the Keep Students button can be selected and a query can be run for these students. Alternatively, the Set button can be selected for a student. This is equivalent to Getting the student. Once a student is Set in Aeries Analytics, the user can navigate to a different part of the system to review that student s records. In the below example we selected Set for Edward Cortes and then navigated to the Attendance screen to view his attendance. LCAP Dashboards Page 11

12 and then navigated to the Attendance screen to view his attendance. Please review the Aeries_Analytics_Data_Analysis.pdf document on our Documents and Downloads page for more detailed information on working with student records in an Analytics chart. LCAP Dashboards Page 12

13 CHART OF LCAP INDICATORS Dashboard Name Condition 504 Students PGM.CD = 101, with (Eligibility Start Date <= current date and (Eligibility End Date = Null or Eligibility End Date >= current date)) or (Program Start Date <= current date and (Program End Date = NULL or Program End Date >= current date). If all date are NULL the record is not counted. Program Code = 101 and the current date needs to fall within the start and end date of the record A/G Readiness 12th Graders STU.GR = 12 and (STU.CUC = Y or STU.CCS = Y or STU.CCO = Y ) Only includes 12th grade students where UC Course Complete = Y or CSU Course Complete = Y or Course Complete Override Y ACT Composite Advanced Placement Result All Day Unexcused Absence Count >= 3 The Composite score of the most recent ACT test (CTS.SC5) is evaluated. CTS.NM = ACT The level and score ranges are: Level 1: 1 21 Level 2: Level 3: Level 4: Level 5: The score of the most recent AP or IB test (CTS.SC1) is evaluated. CTS.NM = AP or IB, CTS.SC1 >= 1 AND CTS.SC1 <= 3 Then Not Well Qualified CTS.SC1 >= 4 AND CTS.SC1 <= 5 Then Well Qualified Absent Code that are ABS.TY = 3 (unexcused absences) and ABS.SU = 0 (not a suspension) will be used to count the number of unexcused absences the student has in the ATT.AL (All Day) field. Students with 3 or more Unexcused All Day absences are counted The Composite score of the most recent ACT test is evaluated. The score of the most recent AP or IB test is evaluated. Student counted if they have 3 or more All Day Unexcused absences from the beginning of the year to the current date. The unexcused absences are determined by the Absent Code Table. AP/IB Participation Rate Attendance % (Chronic (>10%) vs Non Chronic) The student is counted if he has at least one AP or IB test result. (Days Present 1 ) / Days Enrolled One or more The number of days present not counting today / the number of days enrolled counting today LCAP Dashboards Page 13

14 Dashboard Name CAHSEE Condition TST.ID = CAHSEE TST.PT = 1 is ELA TST.PT = 21 is Math Level 5: 0 0 (TST.RS = 0 is Not Passed) Level 6: (TST.RS = 6 is Exempt) Level 7: (TST.RS = 8 is Pending) Level 8: (TST.RS = 9 is Requirement Met) Level 9: (TST.RS = 1 is Passed) ELA and Math Proficiency Level 5: (TST.SS < = 350 is Not Passed) Level 6: 2 2 (N/A) Level 7: (TST.SS >= 351 and <= 381 is Passed Not Proficient) Level 8: (TST.SS >= 381 is Proficient) Level 9: (Advanced) All CAHSEE tests are evaluated to determine if the tests were passed. The Scaled Score is used for the CAHSEE Proficiency chart CELDT Overall CST (Science) Early Assessment Program TST.ID = CELDT TST.PT = 0 TST.TD within the current school year Level 1: 1 1 (TST.OT = 1) Level 2: 2 2 (TST.OT = 2) Level 3: 3 3 (TST.OT = 3) Level 4: 4 4 (TST.OT = 4) Level 5: 5 5 (TST.OT = 5) TST.ID = CST TST.PT = 3,41,42,43,44,45,46,47,48,49,50,51,52,53,54 or 55 TST.TD from most recent test Level 1: 1 1 (TST.PL = 1) Level 2: 2 2 (TST.PL = 2) Level 3: 3 3 (TST.PL = 3) Level 4: 4 4 (TST.PL = 4) Level 5: 5 5 (TST.PL = 5) TST.ID = EAP TST.PT = 1 for ELA TST.PT = 2 for Math TST.TA = SPRG## (Where ## is the last 2 digits of the Current School Year) Level 3: 1 2 (TST.OT of 1 or 2 is Ready) Level 5: 3 4 (TST.OT of 3 or 4 is Not Ready) Count the most recent Performance Level for CELDT Overall Score. The CELDT test needs to be within the current school year. The performance level is stored in the TST.OT field for the CELDT test. Count the most recent Performance Level for CST Science tests taken NOTE: The SPRG15 CAASPP Test Results do not include the EAP Readiness status. At this time the SPRG14 EAP test results are the last results that can be evaluated with this dashboard LCAP Dashboards Page 14

15 Dashboard Name Foster Students Condition PGM.CD = 190, with (Eligibility Start Date <= current date and (Eligibility End Date = Null or Eligibility End Date >= current date)) or (Program Start Date <= current date and (Program End Date = NULL or Program End Date >= current date)). If all date are NULL the record is not counted. Program Code = 190 and the current date needs to fall within the start and end date of the record Gender Grades (HIS) Homeless Students Language Fluency Long Term English Learner (LTEL) STU.SX = M or B for Male count or STU.SX = F or G for Female count Departments are determined by COD table. COD.TC = CRS and COD.FC = DC. The highest transcript grade achieved for courses in each department is counted. PGM.CD = 191, with (Eligibility Start Date <= current date and (Eligibility End Date = Null or Eligibility End Date >= current date)) or (Program Start Date <= current date and (Program End Date = NULL or Program End Date >= current date). If all date are NULL the record is not counted. Uses the CALPADS translations (XRF) to determine the codes being used for EO, EL, IFEP, RFEP LAC Years in Program (LAC.YP) >=5 and STU.LF is "EL" as determined by CALPADS translations (XRF) Highest Grade for courses in each Department is counted. Program Code = 191 and the current date needs to fall within the start and end date of the record The LAC.YP is recalculated by the system every time Aeries Analytics processes. EL students that have been in the program 5 or more years will be counted as LTELS. Parental Involvement PSAT Participation Rate The Page Hit Log is evaluated to determine how many times parents log into the Parent Portal in the last 7 days and in the last 30 days. Level 1: 0 10 Level 2: Level 3: Level 4: Level 5: The student is counted if he has at least one PSAT test. Checks Page Hit Log (PHL) to determine how many times parents have logged into the Parent Portal in the last 7 days and in the last 30 days. One or more LCAP Dashboards Page 15

16 Dashboard Name PSAT Performance Condition The most recent PSAT scores are evaluated. CTS.NM = PSAT Math uses CTS.SC2 Writing uses CTS.SC3 Reading uses CTS.SC4 Total uses CTS.TTL Level 1: Level 2: Level 3: Level 4: Level 5: Most Recent PSAT scores are evaluated. Race Ethnicity Hispanic STU.ETH = Y American Indian (not Hispanic) STU.ETH = N, STU.RC1 = 100, STU.RC2 = "" Asian (not Hispanic) STU.ETH = N, STU.RC1 between 200 and 299, STU.RC2 = "" Pacific Islander (not Hispanic) STU.ETH = N, STU.RC1 between 300 and 399, STU.RC2 = "" Filipino (not Hispanic) STU.ETH = N, STU.RC1 = 400, STU.RC2 = "" Black (not Hispanic) STU.ETH = N, STU.RC1 = 600, STU.RC2 = "" White (not Hispanic) STU.ETH = N, STU.RC1 = 700, STU.RC2 = "" Multi race (not Hispanic) none of the above conditions are met RFEP SAT I Uses the CALPADS translations (XRF) to determine if the STU.LF code is RFEP The most recent SAT I scores are evaluated. CTS.NM = SAT I Verbal uses CTS.SC1 Math uses CTS.SC2 Writing uses CTS.SC3 Reading uses CTS.SC4 Total uses CTS.TTL Level 1: Level 2: Level 3: Level 4: Level 5: Most Recent SAT I scores are evaluated. LCAP Dashboards Page 16

17 Dashboard Name SBAC Socio Economically Disadvantaged Students Special Ed Students Condition TST.ID = SBAC TST.PT = 1 for ELA TST.PT = 2 for Math TST.TD from most recent test Level 1: 1 1 (TST.PL = 1) Standard Not Met Level 2: 2 2 (TST.PL = 2) Standard Nearly Met Level 3: 3 3 (TST.PL = 3) Standard Met Level 4: 4 4 (TST.PL = 4) Standard Exceeded Level 9: 9 9 (TST.PL = 9) Did Not Test STU.PED = Not High School Graduate or FRE.CD = F or R with (Eligibility Start Date <= current date and (Eligibility End Date = Null or Eligibility End Date >= current date)) or (Program Start Date <= current date and (Program End Date = NULL or Program End Date >= current date). If all dates are NULL the record is also counted. FRE.CD and STU.PED are determined by CALPADS translations (XRF) CSE.DI <> " ", with (Enter Date <= current date and (Exit Date = Null or Exit Date >= current date)). If the Enter Date is NULL then the record is not counted. Count the most recent Performance Level for SBAC ELA and Math test results Student is counted if he has a NSLP record for the current school year or Parent Ed Level is "Not a High School Graduate" Disability code is not blank and student needs to be a current special ed student. LCAP Dashboards Page 17