Changes in APR Reporting: The Regular Attendees Page

1. Changes in APR Reporting: The Regular Attendees Page Matthew Vinson Research Associate The conference will begin shortly For audio, call 1-800-501-8979 and enter 6496519 when prompted Web Presentation June 16, 2009

2. Changes in PPICS Data Reporting:Presentation Outline • What is the Regular Attendees page? • Why has it been implemented? • The Regular Attendees page interface: • How does the interface work? • What types of data are required? • Outcome Data (grades, state assessments, teacher surveys) • Implications for Data Reporting, Things to Consider • Questions

3. The Regular Attendees Page: What is it? • What is the Regular Attendees page? • A new method of collecting data; data are collected at the student level rather than in aggregate numbers • The Regular Attendees page replaces the impact category APR sections—grades, state assessments (current or cross-year), and teacher surveys • Hence “Regular Attendees” page • Other parts of the APR—Operations, Staffing, Attendance, Feeder Schools, and Activities—remain unchanged

4. The Regular Attendees Page: Why has it been implemented? • A general concern for data quality and utility: individual data are better than aggregated data • The Pilot • A pilot of the Regular Attendees page was conducted during APR 2008. The pilot was intended to: • Test the new interface • Get state- and grantee-user feedback on the data entry process • Four states were involved • Overall, the pilot went smoothly • ED decided to make the option to collect individual student data through PPICS available to all states

5. The Regular Attendees Page: The Interface • All outcome data types—grades, state assessment (current year), state assessment (cross-year), and teacher surveys will be reported on the Regular Attendees page.

6. The Regular Attendees Page:First Steps • Before going to the Regular Attendees page, the number of regular attendees must be reported on the APR Attendance Page. • The number of records a center has available on the Regular Attendees page is determined by the number of regular attendees reported on the APR Attendance page.

7. The Regular Attendees Page: First Steps

8. Getting to the Regular Attendees Page

9. The Regular Attendees Page (Main)

10. Methods for Entering Regular Attendee Data: A Very Important Interlude • The three methods available are for the user’s convenience only: they do NOT reflect additional data entry pages in PPICS. Regular Attendee Data Method B Method A Method C Regular Attendees Page in PPICS

11. Methods for Entering Regular Attendee Data

12. Method A: The Spreadsheet

13. Method A: The Spreadsheet

14. Method A: The Spreadsheet

15. Method A: The Spreadsheet

16. Method A: The Spreadsheet What if I upload the wrong spreadsheet?

17. Method A: The SpreadsheetImportant Points • Due to concern for student privacy, the downloadable spreadsheet is locked. This means you cannot modify the sheet in any way (add columns, delete rows, etc.). • Grantees can copy the spreadsheet data and paste it into another spreadsheet for personal use; they can also copy and paste data into the locked sheet, but the values must exactly match the allowable values listed on the third tab of the spreadsheet. • Only the originally-downloaded, locked sheet can be uploaded back into the system. • It is advised that grantees/centers keep a list of their attendee IDs with student names for use as a ‘key’—this is helpful in making sure the correct student data is entered for each student.

18. Method A: The SpreadsheetImportant Points • The Regular Attendee spreadsheet is designed to collect information from a single center. • If the grantee is reporting on multiple centers, that grantee will need to complete one spreadsheet for each center. • Grantees cannot combine records from multiple centers in the same spreadsheet.

19. Method B: Individual View

20. Method B: Individual View

21. Method B: Individual View • May be a more viable option for those uncomfortable with the upload process • Also a straightforward method to edit individual records that were initially added to PPICS by using the upload spreadsheet option associated with Method A. • This method contains a search option that allows grantees to search for an individual student using the Attendee ID. • Application of validation parameters indicating if data is problematic in some way is immediate.

22. Method C: All-Attendees View

23. Method C: All-Attendees View Data entered via downloadable spreadsheet Data entered via Individual Attendee View

24. Method C: All-Attendees View • Many of the attributes associated with entering information individually apply to this method as well. • Might be more useful for users not comfortable with downloading and uploading the spreadsheet associated with Method A but would like the capacity to view multiple attendees at once. • This option may also be useful when users have only one type of data available (i.e., days attended, grade level band, etc.) and would like to enter those data for all regular attendees at once.

25. Deleting and Adding Regular Attendee Records • To delete a particular record, simply select ‘Yes’ from the Is Deleted column and then either upload (if using the spreadsheet) or click ‘Save’ (on either the Individual or All-Attendee view). • When a user chooses to delete a record, the record is permanently deleted. • Deleting a record reduces the overall number of regular attendee records on the Regular Attendees page.

26. Adding and Deleting Regular Attendee Records • Because deleting a record decreases the overall number of regular attendee records, if the user deletes a record from the Regular Attendees page the number of regular attendees reported on the APR Attendance page must be revised. • The APR Attendance page and the Regular Attendees page must indicate the same number of regular attendees for the Regular Attendees page to check off as complete. If the two do not match, the user will receive an error message.

27. Adding and Deleting Regular Attendee Records

28. Adding and Deleting Regular Attendee Records • If a user wants to add records to the Regular Attendees page… • First make sure the number of regular attendee records (Regular Attendees page) and the number of regular attendees (Attendance page) match; • Go to the Attendance page; • Increase the number of regular attendees. • The number of regular attendee records available will be increased accordingly.

29. Regular Attendees Data Entry: Using the Different Methods Together • It is important to note that any changes made in the system using Method B or Method C between downloading and uploading the spreadsheet will be overwritten when the spreadsheet is uploaded. • For this reason, it is strongly suggested that after downloading the spreadsheet grantees NOT make changes to their records using the online methods (Method B or Method C) until after uploading the sheet again.

30. Regular Attendees Page: Completion • Once all data has been entered correctly and the number of regular attendees is the same on both the Attendance page and the Regular Attendees page, the Regular Attendees page will be complete:

31. The Regular Attendees Page:Reports and Data Access • New system-generated reports are/will be available to grantees that draw from the student-level data provided via the Regular Attendees page. • The first report has already been created: “Individual Attendee Report (Pilot)”; new reports will become available sometime later this year.

32. The Regular Attendees Page:Reports and Data Access • All individual student data can be accessed and downloaded (in entirety) from the Export data tab. These exports are in excel format with variable headings as they appear on-screen. • This makes possible a far more robust kind of analysis than was possible with aggregated data.

33. Implications, Things to Consider • Types of program analysis become available to you with individual student data—useful for evaluation, program quality, and sustainability • With the Regular Attendees page, grantees no longer need to aggregate data; the chance for miscalculation is reduced. • Pilot grantees who were interviewed concerning their experience with the RA module reported that their data were more accurate, and that they felt accountable for their data in a way they hadn’t with aggregated data reporting

34. Implications, Things to Consider • Pilot grantees who were surveyed about their experience with the RA module reported that they anticipate the RA module will be easier after the first year (given familiarity with the system) • Based on survey feedback from the pilot, users are mixed on whether the RA module takes more time, less time, or about the same amount of time to complete as the old method of data collection, though slightly more thought it took more time.

35. Implications, Things to Consider • APR video tutorials will be made available—you will be able to access just-in-time video instruction on every section of the Regular Attendees page. • We know that Regular Attendee data collection is new to most states and grantees; but overall, response to the Regular Attendees page has been extremely positive.

36. Conclusion Or, if you have questions later… • E-mail: 21stcclc@contact.learningpt.org • Toll-free phone: 866-356-2711 • Our goal is to respond to Help Desk requests within one or two business days. QUESTIONS? QUESTIONS?