How do I validate Highly Qualified Teacher Data NMPED Data Conference

1. How do I validate Highly Qualified Teacher Data NMPED Data Conference

2. Mission • To report Highly Qualified Teachers to the Federal government for NCLB • Ideally would like all schools to achieve 100% HQT Objectives

3. What Data is Required for HQT License requirements have been established for: • School Levels ie) Elementary, Middle (includes Junior High) & High Schools • Changes this year to allow for Licensing grade overlaps between Elem and High Schools. ie) Elem lic ok to teach Middle School grades in High School • Courses Districts submit the following data used in HQT: • Staff/Staff Snapshot • Staff Assignment • Course/Course Instructor/Student Course Enrollment • Student/Student Snapshot Staff Certifications • AS/400 Licensure Database

4. How does Educator Quality Division use data for HQT Courses matched against Course License Requirements to determine if class taught by TEAM of Highly Qualified Teachers. Special Ed Class make-up is determined: • If EVERY student in class is Special Ed then someone on team needs a SpEd license • Special Ed Self-contained classroom • If SOME students in class are Special Ed, then a Special Ed license is NOT required of team. A regular ed license will suffice. • Special Ed Inclusion classroom

5. What are the reporting requirements for the program Highly Qualified Teacher Report • Monitor & verify classes are being taught by Highly Qualified Teachers • Based on Federal NCLB rules and regulations • As opposed to License Discrepancy report, based on State of NM rules

6. Differences between HQT and License Discrepancy Reports • Federal versus State Rules • Course differences • License Discrepancy includes ALL courses • HQT includes CORE courses only • Staff Assignment Codes • Not used in HQT. Only staff reported teaching COURSES are included on HQT reports. • License Discrepancy only shows people with a licensing problem (goal not have any data listed) WHEREAS HQT shows all primary teachers, whether HQT or not. • Primary Teachers (Primary Instructor from COURSE INSTRUCTOR TEMPLATE) only appear on HQT, not TEAM teachers (reported in OTHER INSTRUCTOR of COURSE INSTRUCTOR TEMPLATE) • Although Secondary (team) Teachers are considered for HQT

7. How can the HQT data be reviewed HQT Reports are located in STARS in folder: Public Folders > eScholar Framework for Cognos – Verify > District/Location Reports > Exception Reports > Highly Qualified Teacher Reports Several versions: • Charter, District, Statewide • Elementary, Middle, High School • All Schools, All Schools below 100% (New 2007-08)

8. How to fix HQT data If there’s an HQT problem, research via: View Teacher’s licenses 1) District’s Human Resource staff may log onto PED’s Licensure Database via the web site www.ped.state.nm.us OR 2) Run STARS report “Licensure Information by District” Report Path: Public Folders > eScholar Framework for Cognos - Verify > District/Location Reports > Exception Reports > Licensure Reports • Report = Licensure Information by District Note: The PED Licensure Database is real time and the Staff Certifications in STARS are refreshed at night; therefore, there will be slight inconsistencies between the two systems. For large districts PDF not working-- save to EXCEL instead.

9. How to fix HQT data continued… Verify Staff ID (SSN) consistent between Licensure DB and STAFF, STAFF SNAPSHOT, STAFF ASSIGNMENT, COURSE INSTRUCTOR. Reports: Public Folders > eScholar Framework for Cognos - Verify > District/Location Reports > Verification Reports > Staff Reports

10. How to fix HQT data continued… Run & review License Requirement Report: Course License Requirements • Report View of Course License Requirements Located at: Public Folders > eScholar Framework for Cognos –Verify > District/Location Reports > Exception Reports > Licensure Reports

11. Run HQT Data Review reports Public Folders > eScholar Framework for Cognos – Verify > District/Location Reports > Exception Reports > Highly Qualified Teacher Reports > HQT Data Review • Course Instructor w/o Course Enrollments & Course Enrollments w/o Instructors • Highly Qualified Teacher Documentation • No Staff Snapshot for Primary Teacher • Report View of Course Listing for Core Course Verification • School Grade Range for HQT Verification • School Grade Range for HQT Verification - Not on HQT Rpt

12. How to fix HQT data continued… When the problem has been determined, correct the data: • Staff ID may have been corrected in Licensure Database • Staff ID may have been corrected in STARS templates and data resubmitted • Before resubmitting corrected Staff ID, request delete of INVALID Staff ID record to prevent writing another record • Staff Assignment Code may have been corrected • Requires delete before resubmitting data • Course Code (or Section) may have been corrected • Requires delete before resubmitting data • Make sure ALL templates containing Course Code have been resubmitted with the correction. A delete will be required first of all affected templates. ie) Course, Course Instructor & Student Course Enrollment all contain Course Code.

13. What’s new 2008-09 school year? HQT logic changes for Corrections Facility Teacher: Applies to Staff Assignment Codes: • 101 (Corrections Facility Teacher) • 104 (Home School/Family School Teacher) • 106 (Special Education Alternative/Family School Teacher) • May teach ANY course as long as they have a valid teaching license. • Endorsements in those particular subject areas will not be checked. • Classes taught by these Staff Assignments will be omitted from HQT report.

14. What’s new 2008-09 continued… Staff Development Fact template, High Quality Mentorship Completed EOY Day: HQMS Activity Code • Report at EOY to signify the beginning Teacher has completed the Mentorship program during the current school year. • Report at End of Year with Activity Start Date = YYYY-06-01 (YYYY=appropriate year for school year) • Report on the 40th day to signify the beginning Teacher is receiving (or will receive) High Quality Mentoring Support during the current school year. • Report on 40th day with Activity Start Date = YYYY-10-01 (YYYY=appropriate year for school year) – Not New • Only to be reported for “Certified” staff who are in TEACHER staff assignments with one to three years of teaching experience and holding a waiver, internship license, or Level 1 New Mexico teaching license. Note: Funding will be based on 40th day Mentorship data

15. What’s new 2008-09 continued… Staff/Staff Snapshot Template- Teaching Years Experience Field 39 – YEARS EXPERIENCE change to TEACHING YEARS EXPERIENCE • The number of years that the staff member has been employed by any school district in any state as a TEACHER. Field 43 – YEARS EXPERIENCE IN DISTRICT change to TEACHING YEARS EXPERIENCE IN DISTRICT • The number of years that the staff member has been employed by the current district as a TEACHER. Don’t include EA’s, Coaches, Administrators, supervisors, related service providers, etc…years experience in these fields. Objective-To improve Mentorship data. ie) This yr showed 10 yrs experience yet receiving mentorship--ok because was EA (non-teacher) for 9 years.

16. What’s new 2008-09 continued… Staff Assignment Change for SpEd EAs: Reason for change: Feds (EDEN) require SpEd EA’s as Paraprofessionals broken out by AGE (3-5 vs. 6-21) • 34I Special Education (Instructional Assistant) providing instructional duties in a Title 1, Part A program to Special Education students ages 6-21. (change) • 34IS Special Education (Instructional Assistant) providing instructional duties in a Title 1, Part A program to Special Education students ages 3-5. (new)

17. What’s new 2008-09 continued… Licensure Database Extract – Pending Status Currently when a person is “Pending a Background Check” or “Pending a Review” in the Educator Ethics Bureau, this distinction is not being identified in STARS. Next year, we’ll have this distinction and those “Pending a Review” will not appear as NOT HQT.

18. Reporting Issues How to report Elementary Classes? Elementary self-contained Classroom Setting: Definition: If elementary students are being taught various subjects (such as math, English, reading, writing, etc…) by the same teacher (in the same classroom) then report the teacher ONCE in Course Instructor for this homeroom (Course Code = 0000-0008). ie) Jane Doe teaches a 5th grade elementary class which contains 15 students. Course Instructor: 00054000 Section 1 Jane Doe Student Course Enrollment: Will contain 15 records for this Class/Section (00054000/Section 1); One for each student.

19. How to report Elementary Classes continued… Criteria: • Use courses 0000 (Kindergarten) through 0008 (8th Grade) to indicate Elementary Self-contained Classroom Settings. This will trigger the system to ensure the teacher has an Elementary Teaching License. • A Middle School or Secondary teaching license would not be appropriate to teach these elementary courses. • Course Instructor should contain ALL courses being taught and by whom-- including pullouts. All instructors should be included here. • If students are sent to another teacher for any type of instruction, then report these situations in Course, Course Instructor and Student Course Enrollment. A goal of PED is to ensure classes are being taught by appropriately licensed instructors.

20. How to report Elementary Classes continued… Pullouts: Definition: • There may be situations where students are “pulled out” of their elementary self-contained classroom and placed into another classroom for portions of the day. These classes should also be reported to STARS. Typical Elementary Pullout classes include: • PE (2301), Art (1150,1187), Music (1147), Special Education Resource Course (2802), ESL (1061,1062), Title I Language Arts (1021), Title I Reading (1019), Assisted Reading (1031) & Title I Math (2017). Criteria: • Teachers who are teaching “pullout” type classes must be appropriately licensed and endorsed in the area they are teaching. Note: Addition to STARS Manual Vol 2, Appendix K – Highly Qualified Teachers

21. Student Course Enrollment (SCE) requires consistent reporting periods Ensure the following 3 SCE fields are consistent and refer to the SAME reporting period (40D, 80D, 120D, etc…): • ENROLLMENT PERIOD NUM Valid values: 501 = 40D 502 = 80D 503 = 120D 901 = EOY • EFFECTIVE DATE Valid values: YYYY-10-01 = 40D YYYY-12-15 = 80D YYYY-03-01 = 120D YYYY-06-01 = EOY • SEMESTER Valid Values: 1 = 40D 2 = 80D 3 = 120D 4 = EOY Note: Inconsistent data will cause erroneous HQT results.

22. Dummy Staff IDs reported in Course Instructor • Do not submit any Staff Domain template records (such as Staff, Staff Snapshot, Staff Assignment, Staff Development Fact or Staff Compensation) for 888888888 (Distance Ed), 777777777 (Concurrent Enrollment) or 555555555 (Religious Studies). • These “dummy” Staff IDs found in Course Instructor will be omitted from the License Discrepancy & Highly Qualified Teacher (HQT) Reports since they are not licensed through PED and therefore licensure cannot be verified.

23. How to report SpEd Inclusion classes • ALL STUDENTS in the class should be reported with the same 8-digit Course Code and Section. • To avoid NOT HQT due to “no SpEd license for Self-contained class.” • Eliminates need to report SpEd team teachers in this situation (as Other Instructor)

24. How to report ESL classes ESL courses 1061 & 1062 require a Bilingual OR TESOL endorsement for Elementary Teachers; however, if report 8 in 5th digit of Course Code will require a BILINGUAL endorsement and TESOL alone won’t be good enough. • To avoid problems, don’t specify ESL classes (1061,1062) as taught in a BILINGUAL manner.

25. Primary versus Other Instructor • The Primary Instructor is the “Teacher of Record” (who assigns the grade) and must be licensed appropriately to teach the class. The Other Instructor is an additional staff member that supports the Primary Instructor. Example 1) Office Aide (course 0822): The “teacher of record” must be a licensed teacher. The clerk providing training may be a secondary teacher. Example 2) A reporter teaching a Journalism class cannot be the “teacher of record” unless he/she has a teaching license, but may be a secondary teacher.

26. STARS Manual, Vol. 2, New Appendix L – Exited Teacher • Appendix L – Exited Teacher • Teachers that were teaching in the district and within a 1 year timeframe stopped teaching at the district. Exited Teachers are tracked annually. The first year a teacher is NOT teaching on the 120th day is the year the teacher should be reported at EOY as an Exited Teacher. • Exited teachers may have worked in your district the year they were reported as exited (such as someone who was a teacher on the 40th day (or 80th day) but was no longer teaching on the 120th day -- due to moving out-of-state) OR they may not have worked at all during the year they were reported as exited (such as the case of retirement). • For retired teachers, they may have been reported actively teaching on the 40th, 80th or 120th day of the PREVIOUS year but were never reported as actively teaching the following year.

27. Exited Teacher continued… • At EOY (the first year exited) report Exited Teacher in both STAFF & STAFF SNAPSHOT templates with appropriate TERMINATION CODE (reason for exiting). Note: If “Exited” staff person is mistakenly reported during reporting periods 40th, 80th, 120th, etc… then STARS will inadvertently pick up person as an ACTIVE staff person, even if a TERMINATION CODE is specified. • Exited teachers are reported only once during the year they left—meaning they should not be continually reported as exited year after year. It is however possible to have a person exit your district as a teacher more than once over several years, at which time you would report the teacher as exited for each year they left. If the person exits more than once during the same year, you would only report this person as having exited ONCE during the year. Note: New Staff/Staff Snapshot FAQs added for exited teachers.

28. New Cognos Reports in STARS New HQT Summary Reports for ALL schools (includes Elementary, Middle & High School): Path: • Public Folders > eScholar Framework for Cognos - Verify > District/Location Reports > Exception Reports > Highly Qualified Teacher Reports HQT Statewide List-All Schools HQT Statewide List-Below 100%

29. New Report: Staff Development Summary Public Folders > eScholar Framework for Cognos - Verify > District/Location Reports > Staff Development Staff Development Summary-Charters Excluded Staff Development Summary-Charters Only Description: • Provides total number of staff receiving Staff Development. • “Charters Excluded” version shows totals by District. “Charters Only” version shows totals by District, School.

30. Future Reports • Exited Teacher Rate

31. Questions?