Incorporating new programs into ED Facts

1. Incorporating new programs into EDFacts Ross Santy Director, Performance Information Management Service U.S. Department of Education 25th Annual MIS Conference

2. Session overview • Review the OMB Clearance history for EDFacts • Summarize some of the major changes to federal statues, ED regulations, ED guidance or ED program performance measures that have occurred since 2010 • Discuss of how these policy and program changes have been implemented within EDFacts files • Discuss implications of these recent changes on future data models and OMB clearances for EDFacts Incorporating New Programs Into EDFacts

3. OMB clearance history for EDFacts • September 2004: Clearance obtained for data on school years 2003-04 and 2004-05 (voluntary) • October 2005: Clearance obtained for data on school year 2005-06 (voluntary) • September 2006: Clearance obtained for data on school year 2006-07 (required) • January 2007: ED Regulation on Collection Methods • October 2007: Clearance obtained for data on school years 2007-08, 2008-09 and 2009-10 (required) • September 2010: Clearance obtained for data on school years 2010-11, 2011-12 and 2012-13 (required) Incorporating New Programs Into EDFacts

4. Statutory or regulatory changes affecting EDFacts since last full OMB clearance • Statutes • Rosa’s Law • ED regulations • Race to the Top (RTT) • State Fiscal Stabilization Fund (SFSF) • School Improvement Grant (SIG) Incorporating New Programs Into EDFacts

5. Programmatic changes affecting EDFacts since last full OMB Clearance • ED guidance • Implementation of ED’s 2007 guidance on Collection and Reporting of Data by Race and Ethnicity • Programmatic changes • IDEA – Early childhood environments • ESEA Flexibility waivers Incorporating New Programs Into EDFacts

6. Changes within IDEA • Rosa’s Law • Statutory directive to no longer use the phrase “Mental Retardation” • For 2011-12 all IDEA file specs and EDFacts reports requiring or displaying data by disability type have been updated to utilize “Intellectual Disabilities” • IDEA – Early childhood environments • Previous data collection gathered information on types of environments, but could not differentiate among the number of instruction hours within those environments • File Specs for 2011-12 have been updated to collect data by both type of environment along with information on the number of instructional hours within the environment Incorporating New Programs Into EDFacts

7. Implementing race/ethnicity changes • 2007: ED published new guidance on the Collection and Reporting of Data by Race and Ethnicity • Change from 5 to 7 reporting categories • Guidance required all states to implement change by 2010-11 school year • Secondary change within EDFacts to recognize the use of ‘major racial/ethnic groups’ within ESEA data • 2003: ED memo gives states flexibility to select • Most states based categories upon existing standard reporting categories • Some states use more granular categories Incorporating New Programs Into EDFacts

8. Implementing race/ethnicity changes • Resulting changes to implement guidance • EDFacts specs modified for 2008-09 to enable race/ethnicity reporting by either category set (5 or 7) • ESEA data groups that require subgroup reporting were changed to utilize a different category set (‘major racial and ethnic groups’) • EDFacts specs modified for 2010-11 to require race/ethnicity reporting by only the new 7 category structure (except for some Perkins/CTE specs) • Business rules modified • Structure of CSPR questions and IDEA tables updated Incorporating New Programs Into EDFacts

9. ARRA – SFSF • Metrics and indicators were defined for state program implementation • Responsibility of states to publish data for the public • Reporting elements put focus upon new pieces of the ESEA Reauthorization Blueprint • College and Career Readiness • Teachers and School Leaders • Data Systems • Some, but not all, reporting elements were also added to EDFacts as part of our 2010 clearance package Incorporating New Programs Into EDFacts

10. ARRA – SFSF • Since adding elements to EDFacts • SFSF funding has ended • Timelines for states to report data publicly have changed • Some data have been reported to EDFacts on new data groups • Interest in “SFSF data” has increased among other ED programs, even as program itself ‘comes to a close’ • Current plans for using SFSF data • School Improvement Grants • Race to the Top • ESEA Flexibility Incorporating New Programs Into EDFacts

11. School Improvement Grants (SIG) • Program was in the process of defining new performance indicators and finalizing new program guidance at the time of the 2010 EDFacts clearance • Attachment B-6 of that clearance package outlined how EDFacts data groups would be used to provide new performance indicators • Some brand new data groups • Several indicators based upon existing data • EDFacts specifications, but not the EDFacts Submission System, were used to collect baseline data on school year 2009-10 Incorporating New Programs Into EDFacts

12. School Improvement Grants (SIG) • Immediate actions to be taken with SIG data • PSC will be submitting the collected 2009-10 baseline data through the ESS • SIG program office is currently processing ‘leading indicator data’ on school year 2010-11 • Dropout Rates – (needs files 032 and 052) • Discipline Incidents (File 030) • SIG program’s analysis plan depends upon timely submission of File 167 – File is due now • Data on Truants is also part of SIG leading indicator work (File 131) – Due in March Incorporating New Programs Into EDFacts

13. Race to the Top (RTT) • Currently implementing in a subset of states • Performance indicators are built around many of the same new data elements within SFSF and SIG • Unit of analysis is the state or the LEA • RTT Annual Performance Report process for 2010-11 • Needed data during the summer 2011 • Reading and Math proficiency information • HS Graduates Post-Secondary Enrollment • Graduation rates • Alternate submission system built to collect state level data before ESS was available • Working to enable files earlier to allow RTT states to submit 2011-12 data through ESS Incorporating New Programs Into EDFacts

14. ESEA Flexibility • Awarded to 10 states last week (and one this week) • Second round coming quickly • Expected Implications: • Data on public school choice, supplemental educational services, corrective and restructuring actions may no longer be reported • Annual Measureable Objectives will be redefined and/or reset • Accountability determinations will be made based upon modified criteria Incorporating New Programs Into EDFacts

15. ESEA Flexibility • Reporting Requirements: • States granted ESEA Flexibility will be required to provide the Department certain reports, data and evidence regarding progress in implementing their approved plans. • ED will take steps to utilize existing data collections and monitoring opportunities to gather as much of this information as possible. • EDFacts and the CSPR will continue to be the primary collection vehicles. Incorporating New Programs Into EDFacts

16. ESEA Flexibility • States granted flexibility would need to use their CSPR answers on the following topics to specifically address the implementation of their approved plans: • Changes to content standards and assessments • Assessment participation (for subgroups and on alternate assessments) • Cohort graduation rates • List of priority, focus and reward schools, and reasons for their identification Incorporating New Programs Into EDFacts

17. ESEA Flexibility • Pending and Possible Changes to EDFacts • Expand permitted values of Data Group 34 (School Improvement Status) to include values for “Priority,” “Focus” and “Reward” (PLANNED FOR 2012-13) • Enhanced comments/metadata related to data on indication of whether all students and individual subgroups in each school meet their annual measurable objectives (DETAILS PENDING) Incorporating New Programs Into EDFacts

18. ESEA Flexibility • EDFacts Data Groups possibly removed from annual reporting • Corrective Actions Table (Data Group 686) • Restructuring Action Table (Data Group 687) • Public School Choice – Applied for transfer (Data Group 574) • Public School Choice – Eligible (Data Group 700) • Public School Choice – Transferred (Data Group 544) • Public School Choice funds spent (Data Group 652) • Public School Choice/SES 20 percent obligation (Data Group 679) • SES – Applied to receive services (Data Group 575) • SES – Eligible to receive services (Data Group 578) • SES – Received services (Data Group 546) • SES – Funds Spent (Data Group 651) Incorporating New Programs Into EDFacts

19. CSPR 2011-12 and 2012-13 • Proposed OMB clearance package is currently out for public comment (posted yesterday) • http://edicsweb.ed.gov (search pending collections) • 2012-13 technical amendments to EDFacts are included within that clearance package • High level summary of changes: • Removing Dropout Rate from CSPR (Section 1.8) • Modifications to questions for Neglected or Delinquent and Homeless programs (EDFacts files impacted) • Modification of Graduation Rate questions to utilize four-year adjusted cohort graduation rate data group • Modification of School Improvement Status (Data Group 34) to add “Focus,” “Reward” and “Priority” statuses – proposed for 2012-13 • Allocations for Parental Involvement Incorporating New Programs Into EDFacts

20. Discussion Topics • Full OMB clearance required for EDFacts after 2012-13 collection • Communicating technical changes and their implications for usage of EDFacts data • Lessons learned from new programs created in recent years Incorporating New Programs Into EDFacts