Early Learning Outcomes Reporting Training Webinar

Transcription

1 Early Learning Outcomes Reporting Training Webinar June 20, 2012 Conference Call # Passcode: PELICAN If you have any problems dialing in to the call or logging in to the webinar, please contact: Ashley Wright at ashwright@deloitte.com or Brad Kramer at brkramer@deloitte.com or Or Nisha Satyanarayana at nsatyanarayana@deloitte.com or

2 Agenda Welcome Web Ex Overview New Early Learning Outcomes Strategy Reporting Due Dates Child Outcome ID Generating a Child Outcome ID Viewing Child Outcomes in PELICAN Classroom Structure Changes Creating Physical Rooms and Associating Classroom Sessions Updates to Reports Data Monitoring Report Example Detailed Child Spreadsheet Report Example Training Materials Online Help PA Key Website Appendix: Early Learning Outcomes Reporting: Step by Step Sequence for Data Entry in PELICAN Q&A 2

3 Web Ex Cisco Web Ex is a new tool used for conducting webinars, which is very similar to Live Meeting that was used previously Features: Chat Polling Audio/Video The audio information can be found under the Audio tab 3

4 Early Learning Outcomes Reporting Early Learning Outcomes Reporting is a new strategy transforming how child outcomes are reported through the Early Learning Network. This strategy gives each provider choice and control. Choice Early childhood providers will be able to select from a variety of approved child assessment tools. By selecting the best assessment tool for each program s needs, early childhood providers are able to control the assessment license and have full access to all of the selected assessment company s tools and reporting features Approved Assessment Tools Assessment Tools for Infants and Toddlers (0 36mos.) Curriculum Associates Brigance ECDI and HSDI Pearson Ounce Teaching Strategies GOLD Assessment Tools for Pre Kindergarten children Curriculum Associates Brigance ECDI and HSDI Pearson Work Sampling HighReach Learning GRO Teaching Strategies GOLD Providers must SELECT an approved assessment tool by July 1 st. 4

5 Early Learning Outcomes Reporting (continued) Control Within the online approved assessment tools, providers will be able to create their own classrooms, enter staff and children, and generate teacher and parent reports by fully utilizing the assessment company s online products. ELN will no longer limit a provider s ability to use an online assessment tool. Child outcomes reported to the state will consist of only those outcomes that align to specific PA Early Learning Standards. Providers must IMPLEMENT an approved assessment tool by August 15 th. 5

6 Reporting Due Dates By using the chosen assessment company s guidelines, providers will be in compliance with OCDEL reporting requirements. Assessment should be an on going process. Children aged Birth 36 months Outcomes will be retrieved one time per year (at each child s birthday) 12 months, 24 months, and 36 months Children aged 37 months (3 years) 60 months (5 years) Outcomes will be retrieved two times per year October 15 th and May 15th Full or Partial Assessment information is sent to OCDEL's secure data storage on a nightly basis. 6

7 Child Outcome ID The Child Outcome ID is a new unique identifier that is the key to link child outcomes with the ELN data. Outcome IDs will be available in the PELICAN system for all active children on June 25, Outcome IDs will be generated for new children when they are enrolled in PELICAN. Providers will need to manually enter Outcome IDs into the chosen online assessment tool for all children **This ID must be accurately entered into the online system of the chosen assessment tool. 7

8 Child Outcome ID (continued) Outcome IDs are visible on the Child Information Summary screen and Child Search results. To retrieve Outcome IDs for all your children in PELICAN, you must generate the existing Detailed Child Spreadsheet Report (which has been enhanced to display the Outcome ID). 8

9 Child Outcome ID (continued) The Child Outcome ID is now included in the Detailed Child Spreadsheet. 9

10 Viewing Child Outcomes in PELICAN After providers enter Outcome IDs and child assessment data into the approved assessment online system, the assessment company will send child outcome data to PELICAN. To view Child Outcome Information in PELICAN: Click Child Information located on the Main Navigation Bar Select a child from the Children with Current or Future Enrollments Screen Select Assessment Information from the drop down list located on the Child Information Summary Screen The Child Assessment Screen displays NOTE: Add and Edit buttons appear on the Child Assessment screen. This activity is reserved for HQ staff. Should providers attempt to manually add this information it will not be deemed valid as it does not come through the assessment companies upload process to align with state standards. 10

11 11

12 Classroom Structure Changes Classrooms will now be converted to Classroom Sessions which the provider must associate to Physical Rooms. Providers will have the ability to show multiple program enrollments for a child within each physical environment. Examples: A physical room holds a session/class of Keystone STARS and PA Pre K Counts funded children A child participating in Head Start and Keystone STARS A physical room holds various sessions/classes through out the day (PKC AM and STARS PM) 12

13 Classroom Structure Changes (continued) Upon logging in to PELICAN after June 24th, users should create Physical Rooms and assign the Physical Rooms to Classroom Sessions A message will appear on the Location Information Screen and the Classroom/Caseload Details Screen prompting users to create a physical room Physical Rooms have not been created at this location. Please create a Physical Room before proceeding A message will appear on the Enrollment Screen prompting users to assign a physical room for classroom sessions Physical Room does not exist for this classroom session, please assign a physical room 13

14 Classroom Structure Changes (continued) Users must assign a physical room on the Location Information screen prior to adding/deleting/updating any information in PELICAN Physical Rooms are the actual physical spaces/classrooms where classes take place Consider the floor plan Examples: Blue Room Room 3 Left side of room divider Upstairs Right 14

15 Classroom Structure Changes (continued) New Message Type the Physical Room name in the text box and click [SAVE]. This location has physical rooms that are defined by color. We will add Green Room as the first Physical Room. 15

16 Classroom Structure Changes (continued) Green Room is now added to the Physical Room Summary. After creating a physical room you should associate classroom sessions with physical rooms. In this example, we will select Lady Bugs PM. 16

17 Classroom Structure Changes (continued) New Message Click [EDIT] to assign a Physical Room to the Classroom Session. 17

18 Classroom Structure Changes (continued) *Select your Approved Assessment tool for this Classroom Session. Select the appropriate Physical Room from the Current Physical Room drop down list. *This field is mandatory. Do not complete Assessments until the Approved Assessment Tool is selected for each Classroom Session. 18

19 Classroom Structure Changes (continued) Classroom session information has been updated successfully. Note* To delete a Physical Room, you must first remove all classroom sessions associated with that Physical Room. Physical Rooms should only be deleted if they no longer exist or were created in error.

20 Updates to PELICAN Reports The following existing reports have been updated with this initiative. The reports and changes are outlined in the table below: Report Title Change from Classroom to Classroom Session Addition of Physical Room Updated to reflect new Child Outcome structure Location Reports Data Monitoring Report X Detailed Child X X X Spreadsheet Report Location Summary Report X X Classroom Session Roster Report Child Risk Factors Report (PKC Only) HQ Reports ERS Score Report X X (PKC Only) Staff Qualifications Report X X X X X X 20

21 Data Monitoring Report (Page 1 of 3) 21

22 Data Monitoring Report (Page 2 of 3) 22

23 Data Monitoring Report (Page 3 of 3) *The Total Children at a Location may be different than the number of Children Enrolled during School Year 23

24 Detailed Child Spreadsheet (Page 1 of 3) 24

25 Detailed Child Spreadsheet (Page 2 of 3) 25

26 Detailed Child Spreadsheet (Page 3 of 3) Inventory Displays Infant/Toddler outcomes vs. Pre Kindergarten outcomes Period Shows Fall vs. Spring outcomes for Pre Kindergarten outcomes. (Not applicable for Infant/Toddler outcomes) Date of Conducting The date that the assessment is initiated Date of Reporting The date that the outcome information is sent to PELICAN Source Identifies where the outcomes were last updated (i.e. assessment company) 26

27 Training Resources and Help There are many types of training resources available to help you use the PELICAN system, such as Online Help, Captivate Simulations, Tip Sheets, and System Overview Presentations. ONLINE HELP EXAMPLE: 1. Click the Help link from any of the PELICAN screens 2. Select the PELICAN PA Pre K Counts link 27

28 Training Resources and Help (Cont.) To access training resources on the PELICAN system and Outcomes Reporting for ELN / STARS and / or PA Pre K Counts / Head Start programs go to the PA Keys website at and follow the steps below: Click on the link for Early Childhood Programs Click on PELICAN [listed on the left hand side in the red column] OR Click on Outcomes Reporting [listed on the left hand side in the red column] 28

29 Help Desk Contact Procedures For PELICAN system issues, contact the ELN Help Desk directly at or ra eln@pa.gov For PA Pre K Counts and HSSAP questions, contact your Preschool Program Specialist For additional questions regarding Early Learning Outcomes Reporting send an to: ra eln@pa.gov Commonwealth of Pennsylvania (CWOPA) password resets All users should call

30 APPENDIX Early learning Outcomes Reporting Step By Step Sequence for Data Entry in PELICAN 30

31 Early Learning Outcomes Reporting Step By Step Sequence for Data Entry in PELICAN Create Physical Rooms and assign them to Classroom Sessions Select the Approved Assessment Enter child data and enrollments into PELICAN in the appropriate physical room and classroom session for PKC/HSSAP/STAR 3&4 Center4 and Group children Run Detailed Child spreadsheet to obtain Child Outcome ID Conduct assessments on children s progress per the assessment companies tool Enter this data into the assessment company s tool This data is processed through the state standards and outcomes are uploaded to PELICAN After completion of this process the outcomes are visible in PELICAN by child or by viewing the Data Monitoring Report for your location 31

32 Questions? 32

33 Thank You! THANK YOU FOR ATTENDING TODAY S WEBINAR! You may disconnect at this time. 33