Pre-Coded Labels Data Collection

1. Pre-Coded Labels Data Collection Heather Rooney PED Assessment & Accountability hrooney@ped.state.nm.us 505-827-6577

2. Thank you to all host districts!

3. To be covered • Why do we need pre-coded labels • The pre-coded labels data fields • How these data fields affect reporting-AYP • How to create a data file

4. First – all these acronyms! • NMSBA = New Mexico Standards Based Assessments • NMALT = Alternate for the NMSBA • NCLB = No Child Left Behind act • AYP = Adequate Yearly Progress • ADS = Accountability Data System • Biogrid = the “bubble” sheet on the test booklet or answer form

5. Why do we need these labels? • Federal and state requirements of student demographic data with test scores • AYP/NCLB • Report Cards • Research • Inform instruction • Accuracy is critical

6. Why can’t we just “bubble” • “Biogrids” are on the answer form for every student • Manual “bubbling” tends to be less accurate than electronic data • Teachers or other test proctors don’t always know the answers

7. Chances to get the data right • There are three points in time to get the student data correct: • Pre-coded labels • Test biogrid during administration • Student Biographical Data check (SBD) in the spring • The labels collection is the longest

8. A note about blanks No blanks are allowed for any data field except where specified!!!!

9. Data Field: Names • Last name = 20 bytes • First name = 16 bytes • Middle name = 2 bytes • Alpha characters, hyphens and apostrophes allowed • 11th grade reports will come without punctuation

10. Data Field: State ID • State Student ID is 9 digits • Unique, assigned by the state • Must match ADS State ID database or will not pass edit checks

11. Data Fields: Ethnicity, Gender, DOB • These fields are all the same as other ADS data collections • Reasonableness check between DOB and grade • E.g., no 20 year olds in grade 4!

12. Data Fields: Grade, District Code, School Code • These fields are all the same as other ADS data collections • Validity check between school code and grade • E.g., you can’t report 4th graders at Santa Fe High School • Grade = as classified at start of test window • Valid grades: 3-9 and 11

13. Program fields • Many are already part of ADS collections • Indicated as Yes/No

14. Program field: SPED, Gifted • SPED = Special Education • From ADS, it is anyone with an exceptionality code other than Gifted • They must also have a current IEP • Gifted is separate because we need separate data on students with disabilities

15. Program field: Plan 504 • 504 Plan for students with disabilities not included in SPED • A student can only have a “Yes” marked for SPED, Gifted or Plan 504, but not more than one

16. Program fields: Title 1 (A) • For indicating students who are eligible • In the data file, indicate T for “Targeted Assistance” students • Indicate S for “School Wide” assistance, for ALL students, if a school is so eligible • Indicate N for “Not eligible” • On Biogrid, simple Yes or No field

17. Program fields: Title 1 (C) Migrant • The student should be marked yes if they have a current and valid Certificate of Eligibility (COE) on file with the district Migrant Coordinator. The COE qualifies the student for service….they may or may not actually be receiving services but the COE is what is required.

18. Program fields: Immigrant Definition Individuals who: • are ages 3 through 21; AND • were not born in any State; AND • Have not been attending one or more schools in any one or more State for more than 3 full academic years Note: Kindergarten doesn’t count

19. Immigrant continued • States are defined as the 50 states, Washington DC and Puerto Rico. Therefore, a student from Guam (a US territory) would be an immigrant, while a student from Puerto Rico would not • Foreign exchange students are not immigrants

20. Immigrant continued… • Children born to US citizens overseas are not immigrants • Determining the legality of a student’s immigration status is not the duty of the school district • The easiest way to determine status is to ask for a birth certificate and talk to parents

21. Program field: Homeless • See definition in handout – lengthy • Indicate Yes or No

22. Program field: Bilingual • Identifies a student’s enrollment status in an approved State Bilingual Education Program • Indicate Yes or No • Do not have to be an English Language Learner to be in a Bilingual program

23. Program field: Career Tech/Ed • Identifies students enrollment status in a Career Technical Education program. • Indicate Yes or No • This is valid for grades 7, 8, 9 and 11 only

24. Full Academic Year Definition: Continuous enrollment in the school and/or district AYP calculation of percent proficient and advanced ONLY includes student scores if they were Full Academic Year

25. Full Academic Year cont. 2 Student is Full Academic Year if: • Present in the 2003-2004 120th day ADS submission • Present in the 2004-2005 40th and 80th day ADS submission • Enrolled on the first day of the testing window (or February 28th, 2005)

26. Full Academic Year cont. 3 • Must check criteria for Full Academic Year for each student, for both school and district • Walk through of examples in manual, see page 6

27. English Language Learner (ELL) Status • Definition: see manual page 7 • Field choices: • No/Never an ELL student (e.g., native English speaker) • Yes, currently ELL (e.g., NEP or LEP on language proficiency) • Exited Year 1 (e.g., FEP, first year) • Exited Year 2 (e.g., FEP, second year) • Exited Year 3 (e.g., FEP, third year and beyond)

28. What does “Exited” mean? • See handout “Chart 10-Criteria for Exiting Students from ELL status” • Once a student is Exited, test results must be tracked for 2 years • For the first 2 years, Exited students can be included in the AYP ELL subgroup

29. Enrolled in US Public Schools 3 Years Academic assessment in English for Reading/Language Arts is required of any student who has attended public schools in the US for 3 or more consecutive years. This data field is designed to track compliance with this law

30. US Public Schools 3 years cont. • Kindergarten does NOT count toward the 3 years, therefore, all 3rd graders should be NO • US military schools abroad count as US public schools. Private schools abroad do not.

31. Waivers for testing in English • Case by case basis • Must request approval from PED • Can test a student in native language for up to 2 years beyond the 3 years in US public schools • Not part of the pre-coded labels collection, will be pre-filled as No by PED

32. Data field: District Use Only A Free and Reduced Lunch • This is the way to capture Free & Reduced Lunch on the biogrid • Meaning is masked to protect privacy • Will not appear on the rosters that accompany labels • On the biogrid: • A = Not eligible • B = Eligible for Free or Reduced Lunch

33. District Use A continued • In the pre-coded labels data file, submit: • N = Not eligible • F = Eligible for Free Lunch • R = Eligible for Reduced Lunch Note, if Homeless = Yes, District Use A must = Eligible for Free Lunch

34. District Use Only - B This field has two purposes, both of which relate to ensuring the proper attribution of test scores for accountability purposes.

35. District Use B Continued - 2 Feeder Schools: Some third grade students previously attended a school that has no tested grades (E.g., K-2) Enter the 5 digit district and school code of the student’s former school in District Use B

36. District Use B Continued - 3 Transition Grades: This applies to students going from ES-MS, or MS-HS If the student has not attended the school for THIS entire school year Enter the 5 digit district and school code of the student’s former school in District Use B

37. Accommodations & Test Completion Status Neither are coded at Pre-coded labels time – default filled by PED Accommodations = all No’s Test Completion Status = all 0, Student Tested All Sessions Test completion status discussed in more detail later in presentation

38. Fields pre-filled by PED For the 3 fields pre-filled by PED, district and school staff can bubble changes on the biogrid at the time of testing Since the “default” will apply to the majority of students, the pre-filling will save time for districts and schools.

39. About the Labels and the Biogrid • With a complete and correct label, nothing needs to be bubbled on the biogrid • If no label, the ENTIRE biogrid must be bubbled

40. If errors on the label • Rosters will accompany the labels that show what was entered for each field during the data collection • If errors on certain fields, cannot use the label at all • If errors on other fields, can make corrections on the biogrid

41. Errors on the label continued If the following fields have errors on the label, it cannot be used • Last name, First name, MI • DOB • Gender • Ethnicity • State Student ID Errors on other fields can be corrected by bubbling the correct answer on the biogrid

42. Which students are included in the labels file? ALL Students! (grades 3-9 and 11) • All students should test • Returned test booklets will be utilized as an “enrollment count” as of the test window

43. AYP-how these data apply • AYP uses percentages for participation rate, and “performance”, e.g., percent proficient and advanced • Biogrid data affects the numerator and denominator for these percentages

44. Participation rate • Denominator will be every test booklet/biogrid except “Withdrew before test completion” • Numerator is number of students in each group or subgroup that have the following test completion status: • 0-tested all sessions • 3-language exemption for reading only • 4-(SPED) Taking NMALT

45. Percent Proficient & Advanced • Denominator is every test booklet/biogrid EXCEPT • 1-Withdrew before test completion • 3-Language Exemption for reading only • Numerator is number of students in each group or subgroup that score Proficient or Advanced

46. More training will come PED will conduct more training about the computation of AYP Up next: how to create a data file to upload to the PED

47. Questions – follow up Contact Heather Rooney hrooney@ped.state.nm.us 505-827-6577