ACCESS for ELLs Spring 2011 Data Validation for Score Reports

1. ACCESS for ELLs Spring 2011Data Validation for Score Reports Webinar Presented April 26, 2011 Glenda Harrell, NCDPI ESL/Title III Consultant Mark Hausner, NCDPI Technical Architect Ivanna Mann Thrower, NCDPI ESL/Title III Consultant Brian Swiger, NCDPI Operations Consultant

2. Session Objective Prepare LEAs to find and correct invalid student ACCESS for ELLs records before score reports are created by MetriTech • CDFC – Authoritative source for LEP data • ACCESS Discrepancy File in the LEP CFDC • MetriTech Data Validation web site • Distribute ACCESS for ELLs Score Reports

4. CFDC: Authoritative Source of LEP Data Review Creating a CFDC Account Logging-In

5. The ESL consultants DO NOT have any control over NCID. Call 800-722-3946 for locked accounts and other help related issues. CFDC Your NCID is your user name and password for the CFDC sites. If you do not yet have an NCID account, contact your Delegated Administrator. http://esl.ncwiseowl.org/lepcoordinators/l_e_p_f_d_c/

6. CFDC Contact an ESL consultant to let them know you have requested access to the sites. Once you have your NCID, you need to connect your ID to the CFDC sites. Click here for instructions! http://esl.ncwiseowl.org/lepcoordinators/l_e_p_f_d_c/

7. CFDC The CFDC has 3 main sites: LEP, W-APT and Immigrant. You can access the User Guide, Bulk Load File Layout and URL for each site here. http://esl.ncwiseowl.org/lepcoordinators/l_e_p_f_d_c/

8. Using the CFDC ACCESS Discrepancy File How the CFDC works with the MetriTech File What DPI Does What the LEAs Do

9. Three Data Sets Must MatchAccurate Student Score Report ACCESS for ELLs Spring 2011 Test Records in MetriTech File NC WISE Student Enrollment 2010-2011 LEP Students In CFDC 2010-2011

10. Data Sets Merged Using: • Date of Birth • State Student ID/District Student ID • LEA • School • NCWISE Student ID or Alternate • First Name • Last Name • Gender

11. Accurate Score Reports Students that match in all three files. This should be the majority of the cases.

12. Student Records to Review

13. Changes on MetriTech Site

14. Student ID Numbers

15. Examples

16. What the LEAs Do • LEP CFDC https://schools.nc.gov/lep

17. LEP CFDC

18. LEP CFDC If a student is on this list, go to the MetriTech site to fix the record!

19. Complete the MetriTech Data Validation Process Log In Change State Student ID Number and/or DOB

20. Log-In Information • E-Mail to Test Coordinators • In an effort to ensure accurate demographic information is recorded for each student administered the ACCESS for ELLs® test, MetriTech, in conjunction with your state is providing an opportunity for you to review and/or update all demographic information recorded for your tested student population. This is an optional service. • You may download your district's data, or update online.

21. Log-In Information (cont.) MetriTech will post the student records to our secure web page. To access this information please follow the steps below: 1. Access http://www.metritech.com 2. Click on CLIENT AREA. 3. Select 'WIDA ACCESS for ELLs® Data Validation' from the list displayed. 4. Enter your District's Data Validation User Name and Password. User Name: NC000 Password: *******

22. Edit state student ID and date of birth ONLY!

23. Search for student by name or State ID number

24. Title III Status is not a field we update!

26. May 3 - 11

29. No private schools use ACCESS for ELLs in NC

30. Contact MetriTechfor help

31. Not relevant Contact your ESL Consultant at DPI!

32. CFDC If a student’s LEP status is incorrect in the CFDC or a student needs to be removed, complete an RCR form following the directions here. http://esl.ncwiseowl.org/lepcoordinators/l_e_p_f_d_c/

34. ACCESS for ELLs Score Reports Review Time Line Reports Shipped by MetriTech May 20, 2011

36. From MetriTech: Score Reports One copy of the District Frequency Report One copy of the School Frequency Distribution Report per school One copy of the Student Roster Report per school One copy of the Teacher Report for each student Grades 1-12 One copy of the Kindergarten Teacher Report for each K student One copy of the Parent/Guardian Report for each student

37. Sample Parent Letter http://www.wida.us/assessment/ACCESS/ScoreReports/sampleletters.aspx Dear Parent or Guardian, • This past winter, English Language Learner (ELL) students in grades kindergarten through twelfth grade participated in the administration of the ACCESS for ELLs® language proficiency test. ACCESS provides a standardized measurement of academic language proficiency for ELL students throughout the state of INSERT NAME OF YOUR STATE, and in other states. With this information, we will be able to monitor individual ELL student progress on an annual basis. • Enclosed you will find your child’s results on ACCESS. The Parent/Guardian Report provides information about your child’s English Language Proficiency Level. This information is for you to review and keep. • If you have any questions regarding this test or the information that is being sent to you about how your child performed on this test, please contact me, your child’s ELL teacher, or the school principal. • Sincerely,

38. ACCESS for ELLs Score Reports Delivered to LEAs Send Parent Report with translated letter • http://www.wida.us/assessment/ACCESS/ScoreReports/translations.aspx • http://www.wida.us/assessment/ACCESS/ScoreReports/sampleletters.aspx OR Send translated version of Parent Report • http://esl.ncwiseowl.org/webinars/CFDCWebinars/

39. ACCESS for ELLs Score Reports Delivered to LEAs (cont.) • Send duplicate Parent Reports for the same student to DPI ESL Office. • LEP Coordinator should review the following rosters before forwarding: Student Roster, School Frequency Report, District Frequency Report

40. Q&A