INFORMATION TECHNOLOGY SERVICES POWERSCHOOL SMS REPORTS TO ASSIST WITH MONITORING THE ESOL PROGRAM

Transcription

1 INFORMATION TECHNOLOGY SERVICES POWERSCHOOL SMS REPORTS TO ASSIST WITH MONITORING THE ESOL PROGRAM

2 Student Information is stored electronically in the Prince William County Public Schools (PWCS) Student Information System (hereinafter PowerSchool SMS ). Enrolling students into the Prince William County (PWC) student information system is extremely important. Student membership is used to determine the amount of funding schools receive from federal and state governments, the number of teachers and staff that can be hired, and is a major factor in most decision-making. Management of student records in PWC Schools is governed by PWCS Regulation 700, which can be accessed via the PWCS website. Student records (paper and electronic) in PWC schools shall also be maintained in accordance with the procedures outlined in the State Department of Education publication entitled Guidelines for the Management of the Student s Scholastic Record in the Public Schools of Virginia, which can be accessed online at: records.pdf These records shall be managed in compliance with applicable laws and regulations, including the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), the Protection of Pupil Rights Amendment (PPRA), the Individuals with Disabilities Education Act (IDEA), the Virginia Public Records Act, and the Code of Virginia. PowerSchool SMS contains confidential data that must be properly safeguarded. The responsibility for protecting student information accompanies any need to access, use, or release this information. PWCS Regulation Computer Systems and Network Services PWCS Responsible Use and Internet Safety Policy govern all use and access to electronic student records. Any personally identifiable information, whether it pertains to staff or to students, is considered to be confidential. PowerSchool SMS users must protect the security and integrity of all confidential information at all times. In addition to PWC Regulations, the following are additional guidelines that must be followed for student information stored in PowerSchool SMS: The Information Technology Services Student Information Services (SIS) team has provided a standard security setup for the student information program that limits access to certain pages and fields based on a user s responsibilities, as well as training received. Below are some important reminders when accessing confidential student records and information: At no time should passwords be divulged, nor should workstation passwords be shared. Staff must exercise caution in the disposal of printouts and shred all personally identifiable information. This includes partial printouts that may result from printer paper jams or from report trial runs. All users must log off PowerSchool SMS before leaving their workstations. Prince William County Public Schools (PWCS) does not discriminate in employment or in its educational programs and activities against qualified individuals on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, veteran status, or disability. PWCS provides equal access to the Boy Scouts and other designated youth groups. The following individual will handle inquiries regarding nondiscrimination policies, including Section 504 and Title IX: Associate Superintendent for Human Resources Prince William County Public Schools, P.O. Box 389, Manassas, VA PWCS SIS Office Page 2 of 21 April 2016

3 Table of Contents RUNNING REPORTS IN SMS... 4 VERIFYING CASE MANAGERS... 5 ESOL_StudentList_PWCS Report... 5 MONITORING ACADEMIC PROGRESS... 7 ELL_NoQPA_PWCS Report... 7 ELL_QPA_Export_PWCS Report... 8 MONITORING SERVICES IN THE MASTER SCHEDULE... 9 Class Section Totals by Teacher PWCS Report... 9 MONITORING SERVICE DELIVERY PLANS...11 EL SDP Verification PWCS...11 ELD Grouping Verification List...12 SDP Error Report...13 ESOL Inadequate SDP Minutes PWCS...15 ESOL No ServiceDeliveryPlan_PWCS...16 MONITORING WIDA GOALS...17 ESOL_No_WIDA_Goals_PWCS...17 MONITORING EL EDUCATOR QUALIFICATIONS...18 EL_ServiceDeliveryPlan_Export_PWCS...18 Certification, Endorsement & Exceptions Report From DART...20 EL Educator Professional Learning Plan (EPLP)...21 PWCS SIS Office Page 3 of 21 April 2016

4 RUNNING REPORTS IN SMS PowerSchool SMS enables the user to run various reports, depending on the role assigned in SMS. Choosing from various preferences and output options, the user can view and utilize data in the format that works best. There are two ways to access reports in SMS: 1. Hover over Admin and click Reports. 2. Hover over My Reports and click All Reports. From this page, the user sees all report types organized by categories. Review available reports by using the scroll bar on the right. Use the carets to expand or collapse each report category. Many reports may be run without entry of parameters or filters. Some reports include preferences that may be used to define or refine the output. Note: To quickly locate a report by keyword, use Ctrl + F to open a search field. Type a keyword that is in the report name and click Next. The keyword will be highlighted in any report that has that word in the title. PWCS SIS Office Page 4 of 21 April 2016

5 VERIFYING CASE MANAGERS The ESOL_StudentList_PWCS report will display all ELL students in a school and any case managers assigned to them. When new students enroll, ESOL case managers must be informed so they can assign themselves to the student. This report also displays the student s number, grade, level, birth country, US entry date, home language, and correspondence language. ESOL_StudentList_PWCS Report 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The ESOL_StudentList_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Select a Sort by preference and click Run. PWCS SIS Office Page 5 of 21 April 2016

6 The report will resemble the screen shot below. Sometimes the Case Manager field will be blank or the case manager listed will be a teacher from another school: The reasons a case manager name is missing could be one of the following: Data entry error because the teacher entered an extra row. The example below shows the data entry screen where the teacher entered an extra blank row. The Case Manager Name field is blank because the case manager has not added his or her name. If a student has been transferred to a school from another PWC school, the previous case manager is listed and the new case manager information has not been entered into the student s record. The example below shows the case manager s name from the previous school and the second row is blank. PWCS SIS Office Page 6 of 21 April 2016

7 MONITORING ACADEMIC PROGRESS The ELL_NoQPA_PWCS report lists students missing the Quarterly Progress and Achievement Information. At the start of the year, teachers should record the Prior Academic Achievement that has been reviewed. At each interim, the progress for each student should be reviewed, and teacher actions, interventions, and notes are to be recorded. ELL_NoQPA_PWCS Report 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The ELL_NoQPA_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Select an option and click Run: a. No Prior Academic Year Review: This report shows students that did not receive a Prior Academic Year Achievement Review record. b. No Quarter/Semester X QPA (wherein X is the current quarter or semester): This report lists students missing the Quarterly Progress information (that is, they have no information entered OR they have Unsatisfactory progress with no teacher actions selected). The report resembles the one below: PWCS SIS Office Page 7 of 21 April 2016

8 ELL_QPA_Export_PWCS Report Monitoring the ESOL Program The ELL_QPA_Export_PWCS report exports QPA information into Excel and allows teachers to view and filter all their students by certain categories (for example, all unsatisfactory or all satisfactory QPA progress). 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The ELL_QPA_Export_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Click Run. 5. Once the report opens in MS Excel, click the Filter option from the Data tool bar. Use the drop-down arrows on the top row to filter by the chosen columns/fields (i.e. ELL_QPA_Progress, Quarter, etc.). PWCS SIS Office Page 8 of 21 April 2016

9 MONITORING SERVICES IN THE MASTER SCHEDULE The Class Section Totals By Teacher PWCS Report lists teachers who provide services for certain classes. Each ESOL Teacher that is assigned to a classroom must be coded in the Master Schedule as the Teacher of Record, a Team Teacher, or Teaches Few Students. This is also a VDOE IPALS requirement. Class Section Totals by Teacher PWCS Report 1. From the PowerSchool SMS Home Page, hover over Admin and click Reports. 2. The Class Section Totals by Teacher PWCS report is listed under the Secondary Scheduling Reports heading. Note: Although this report is listed under Secondary Scheduling Reports, it can be used for both elementary and secondary levels. 3. Click the report link to open the report interface. 4. Select the corresponding school level from the Select Schedule type option. 5. Click Run. PWCS SIS Office Page 9 of 21 April 2016

10 Sample Secondary Report: The Master Schedule does NOT tell the whole story about the student. The Service Delivery Plan completes the picture. Below is an example of an elementary Class Section Totals by Teacher report. There are students in the first two reading classes that are receiving English Language Services because there is a team teacher in the classroom delivering those services. However, when the Teacher of Record delivers the services using EL techniques then the student s Service Delivery Plan will clearly indicate that. Sample Elementary Report The student s Service Delivery Plan indicates the service being delivered in class (i.e., SI, EL). PWCS SIS Office Page 10 of 21 April 2016

11 MONITORING SERVICE DELIVERY PLANS Various reports have been created to assist users in monitoring the service delivery plans entered and reported to the DOJ. These include: EL SDP Verification PWCS ESOL_Inadequate_SDP_Minutes_PWCS ESOL_NoServiceDeliveryPlan_PWCS EL SDP Verification PWCS The EL SDP Verification PWCS report is used to monitor the ELD Service Delivery Plans and the groups in which students receive ELD services. This report can be run for an individual quarter or the whole year, and offers two report types. 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The EL SDP Verification PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Select the appropriate Report Type. 5. Select the appropriate Quarter option. 6. Click Run. Note: This report automatically takes into account the flexibility criteria identified by the Office of Accountability in August. PWCS SIS Office Page 11 of 21 April 2016

12 ELD Grouping Verification List The ELD Grouping Verification List report lists students receiving ELD services together, from the same teacher, at the same time. Users must review these groups to ensure they meet the requirements outlined in Row 5 of the Language Allocation Service Plan and look for alternative grouping options which may improve compliance. The most important concept to understand is that students receiving ELD services are grouped together if they have the same data entered in the following fields: Teacher Number Meeting Pattern If students are grouped together, but they are not receiving ELD services from the same teacher at the same time, one or more of the above fields must be modified to indicate the difference in time or teacher. This report is also a great tool for analyzing groups for opportunities to adjust how and when services are delivered to better meet requirements. This report takes into account the approved flexibility criteria. Users can search for phrases such as Reconciled Group or Does Not Meet to identify groups that do not meet the Row 5 requirements. Notice and verify Group Reconcile Reasons throughout. PWCS SIS Office Page 12 of 21 April 2016

13 SDP Error Report The SDP Error Report lists data-entry errors found in the Service Delivery Plan records, which may affect the ELD Grouping. These include: Invalid Teacher Name/Number Missing Class Name Missing Meeting Pattern Missing grouping reconciliation reasons Invalid ELD Groups for which no reconcile reason has been entered Each list of errors is preceded by an explanation of the error and the action needed to resolve the error. The most common error is the Invalid Teacher Name/Number. from SDP from HR This error is easily avoided by: Ensuring the Master Schedule is complete and accurate, with all teachers providing ELD or SI services assigned to the appropriate classes and students prior to adding any Service Delivery Plan records, AND Adding SDP records by clicking Add Current Quarter Plan, rather than manually entering the records. If Service Delivery Plan records must be added manually, it is imperative that the Teacher Number be entered correctly (9 digit format) and the Teacher Name be entered exactly as it is entered in the HR records (Last Name, First Name) including the comma and the space; no nicknames or abbreviations. PWCS SIS Office Page 13 of 21 April 2016

14 The Invalid SDP Grouping section will list all students who, according to the data, are receiving ELD services from the same teacher, at the same time, but do not meet the Row 5 DOJ requirements. The students listed MAY be grouped separately; the students will be listed alphabetically by the Teacher Name, Meeting Pattern, and then Student Name. Users must pay attention to the Teacher # and Mtg Pattern, as these fields constitute a group. If the students listed have the same data in both these fields but do not receive services from the same teacher, at the same time, then one or both of these fields must be modified. NOTE: It may be easier to analyze the invalid groups and identify better grouping options using the ELD Grouping Verification List. In middle schools, where each grade level has a different bell schedule, resulting in multiple classes meeting at different times, but coded with the same meeting pattern, it may be necessary to add the grade level to the end of the meeting pattern on the SDP record to properly group students (that is, P3 07). PWCS SIS Office Page 14 of 21 April 2016

15 ESOL Inadequate SDP Minutes PWCS Monitoring the ESOL Program The ESOL_Inadequate_SDP_Minutes_PWCS report lists all students that have less than the required ELD or less than the required SI minutes. 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The ESOL_Inadequate_SDP_Minutes_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Select the corresponding Quarter and whether or not to Exclude Reconciled Minutes. 5. Click Run. This report displays as follows: PWCS SIS Office Page 15 of 21 April 2016

16 ESOL No ServiceDeliveryPlan_PWCS Monitoring the ESOL Program The ESOL_NoServiceDeliveryPlan_PWCS report lists all students that are missing all or a required portion of the Service Delivery Plan. 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The ESOL_NoServiceDeliveryPlan_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Select the corresponding Quarter. 5. Click Run. This report displays as follows: PWCS SIS Office Page 16 of 21 April 2016

17 MONITORING WIDA GOALS Administrators can verify if the WIDA Goals have not been entered in all areas for all students by running the ESOL_No_WIDA_Goals_PWCS report. This report shows which goals are missing for any level 1 5 students currently being served. ESOL_No_WIDA_Goals_PWCS 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The ESOL_No_WIDA_Goals_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface. 4. Select the corresponding Quarter. 5. Click Run. The report displays as follows: PWCS SIS Office Page 17 of 21 April 2016

18 MONITORING EL EDUCATOR QUALIFICATIONS Various resources are available to monitor the qualifications of EL educators. These include: EL_ServiceDeliveryPlan_Export_PWCS (from SMS) Teacher Certification Report (from DART) EL Educator Professional Learning Record (from MyPortal) Professional Learning Record (from MyPortal) EL_ServiceDeliveryPlan_Export_PWCS The EL_ServiceDeliveryPlan_Export_PWCS report exports the Service Delivery Plan in CSV format, which may be opened in Microsoft Excel so that it can be analyzed by filtering the information. This allows users to analyze the file for appropriate requirements. 1. From the PowerSchool SMS Home page, hover over Admin and click Reports. 2. The EL_ServiceDeliveryPlan_Export_PWCS report is listed under the ELL Reports heading. 3. Click the report link to open the report interface and click Run. PWCS SIS Office Page 18 of 21 April 2016

19 The most beneficial use of the EL_ServiceDeliveryPlan_Export_PWCS report is to identify teachers providing ELD and SI services. This list can then be compared to the Teacher Certification Report and the EL Educator Professional Learning Records to verify teachers have met necessary requirements. Once the report opens in Excel, delete all columns EXCEPT the Teacher Name, Service Delivery Type, and Teacher Number. 1. From the Data ribbon, click Remove Duplicates. 2. Click Select All, and then click OK. The result will be an unduplicated list of all teachers providing ELD or SI services. Note: There may be teachers in the list that are not assigned to the school due to students transferring from other schools with SDP minutes already attributed to them. PWCS SIS Office Page 19 of 21 April 2016

20 Certification, Endorsement & Exceptions Report From DART Monitoring the ESOL Program Questions may arise regarding whether teachers teaching ESOL students are ESL Certified. This information is best retrieved from DART in Shared Reports link and selecting Certification, Endorsement & Exceptions folder. 1. Click the Certification, Endorsement & Exceptions folder, hover over Endorsement Status, and click Export. 2. When the Endorsement Status page displays, click Export. 3. When the report opens in Microsoft Excel, filter the column Endorsement Description/Code by selecting English Second Lang. This shows a list of all teachers in a school that have an ESL endorsement. Compare this list to the list of teachers providing ESOL services. PWCS SIS Office Page 20 of 21 April 2016

21 EL Educator Professional Learning Plan (EPLP) Monitoring the ESOL Program Teachers may not need to be ESL Certified. They may only need to have been trained in EL techniques. To retrieve a list of teachers and their progress toward reaching the number of training hours required and/or to verify teachers have met the EL training requirement, contact the Online Professional Learning Catalog manager designated in your school. Each school has a Online Professional Learning Catalog manager who has been trained to enter coded EL Educator Professional Learning Plan (EPLP) professional development options at his/her school. Specific information regarding the process can be obtained from the Office of Professional Learning. PWCS SIS Office Page 21 of 21 April 2016