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Virginia Department of Education

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Data Requirements for High Schools that are Accredited with Warning or Provisionally Accredited-Graduation Rate Virginia Department of Education – PowerPoint PPT presentation

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Title: Virginia Department of Education


1
Data Requirements for High Schools that are
Accredited with Warning or Provisionally
Accredited-Graduation Rate
  • Virginia Department of Education
  • Office of School Improvement

2
Agenda
  • Electronic data system requirements
  • System Options
  • Uploading the Pre-HS data file into SSWS (due
    October 31)
  • Requirement
  • Step-by-step instructions for upload
  • VEWS Demonstration
  • The 8 Elements of HS Improvement Webinar Series
    (which must be viewed by April 15)

3
Electronic Data System Requirements
  • High schools must implement an electronic data
    query system that will do the following
  • House information on student Attendance,
    Behavior, and Course performance (ABCs)
  • Identify which students are at risk for failure
    or dropping out according to established
    thresholds
  • Assign interventions to identified students
  • Monitor the success of the interventions assigned
    and provided based on periodic data uploads (at
    least quarterly)

4
Electronic Data System Options
  • Option 1a DataCation
  • 500 per school (annual fee)
  • Can be used K-12
  • Can upload data quarterly, every six weeks, or
    monthly
  • For more information, go to http//www.doe.virgini
    a.gov/support/school_improvement/dashboard/index.s
    html
  • or contact Peter Bencivenga at 866-817-0726
    X103 or pbencivenga_at_datacation.com

5
Electronic Data System Options
  • Option 1b VEWS
  • High schools only (research-validated by National
    High School Center and VDOE for grade 9)
  • Free
  • Can upload data quarterly
  • An overview of VEWS will be provided later in
    this presentation
  • For more information, go to http//www.doe.virgini
    a.gov/support/school_improvement/early_warning_sys
    tem/index.shtml

6
Electronic Data System Options
  • Option 2 Comparable system must be approved by
    OSI
  • NOTE To be approved, the system must allow
    the school to assign and monitor interventions
  • Option 3 Complete quarterly report must be
    approved by OSI
  • NOTE Since high schools have access to VEWS
    at no cost, a compelling reason not to use VEWS
    must be presented to merit the use of the
    quarterly report
  • Each school must submit the Division Approval
    Form for Quarterly Data System in Indistar by
    November 15

7
The VEWS Pre-high School Upload
  • Required for all high schools in warned or
    provisional status regardless of the data query
    system that they choose
  • Must be submitted to VDOE through the EWTI
    application of SSWS by October 31

8
Completing the VEWS Pre-high School Upload
  • You will need computer files from following Web
    site http//www.doe.virginia.gov/support/school_
    improvement/early_warning_system/index.shtml
  • VEWS Tool (XLSM)
  • Implementation Guide (PDF)
  • Technical Manual (Word)

9
Step-by-step Instructions for Completing the VEWS
Pre-high School Upload
  • Download the VEWS Tool, the Implementation Guide,
    and the Technical Manual
  • Work with your school or division technology
    person to prepare the pre-high school template on
    pages 18-24 of the technical manual
  • Division number
  • School number
  • State Testing Identifier (STI)
  • Final grade English, previous year and 2 years
    prior
  • Final grade mathematics, previous year and 2
    years prior
  • Total in- and out-of-school suspensions, previous
    year

10
Step-by-step Instructions for Completing the VEWS
Pre-high School Upload
  • Submit the tab delimited (.txt) file to VDOE
    through SSWS using the Early Warning Tool
    Interface (EWTI) application
  • Receive email notification when files are ready
    for pick-up via the SSWS drop-box
  • Retrieve 2 files from the SSWS drop-box as soon
    as you receive the email notification (files will
    be deleted after 10 days)
  • File 1 -tab delimited (.txt)pre-high school risk
    file--appended with DOE.txt
  • File 2--comma separated value file (.csv)
    --student information file--appended with
    student information.csv

11
Step-by-step Instructions for Completing the VEWS
Pre-high School Upload
  • Set up the VEWS tool (Technical Manual pages
    8-14)
  • Open VEWS
  • Enable Macros
  • Under Tool Setup, complete School Information
  • Under Tool Setup, complete Tool Settings
  • Under Tool Setup, complete Intervention
    Settings

12
Step-by-step Instructions for Completing the VEWS
Pre-high School Upload
  • Import data from pre-high school files
  • Under Data Inputs, select Student Information
  • Select Import Data, and import the .csv file
    that you received from EWTI
  • Under Data Inputs, select Virginia Student
    Pre-High School Risk Status
  • Select Import Data, and import the .txt file
    that you received from EWTI
  • Once you have completed these steps, you will be
    able to view which students are flagged as
    at-risk according to the pre-high school index.

13
VEWS Tool Demonstration
13
14
Early Warning Systems
  • Early warning systems (EWS) rely on readily
    available data housed at the school to
  • Predict which students are at-risk for dropping
    out of high school
  • Target resources to support off-track students
    while they are still in school, before they drop
    out
  • Examine patterns and identify school climate
    issues

15
VEWS Tool
  • In collaboration with the National High School
    Center, the Virginia Department of Education
    developed the Virginia Early Warning System
    (VEWS)
  • VEWS allows users to
  • Import data
  • Integrate behavioral indicators (referrals and
    suspensions)
  • House an inventory of dropout prevention
    interventions
  • Assign students to intervention programs and
    monitor student response and progress in the
    interventions over the course of the school year
  • Create pre-set school-level summary reports,
    detailed student-level reports, and individual
    student reports
  • Create customized student-level reports

16
Risk Indicators in the VEWS Tool
Indicator Time Frame Benchmark (red flag)
Pre-High School Before school begins Virginia DOE validated pre-high school index
Attendance First 20 or 30 days, per grading period, end of year (annual) Missed 10 or more of instructional time
Course failures Per grading period, end of year (annual) Failed one or more semester courses (any subject)
Grade point average Per grading period, end of year (annual) Earned 2.0 or lower (on a 4-point scale)
CCSR on track indicator End of year (annual) Failed two or more semester core courses, or accumulated fewer credits than the number required for promotion to the next grade
Referrals and suspensions Per grading period, end of year (annual) Locally validated
17
DEMONSTRATION VEWS Tool Introduction Screen
18
DEMONSTRATION VEWS Tool Main Menu Screen
19
DEMONSTRATION School Information Page
20
DEMONSTRATION Tool Settings Page
21
DEMONSTRATION Intervention Settings Page
22
DEMONSTRATION Student Performance Page
23
DEMONSTRATION Student Risk Status Page
24
DEMONSTRATION Year Total Indicators of Risk
Before the End of GP4
25
DEMONSTRATION Year Total Indicators of Risk
After the End of GP4
26
DEMONSTRATION Student Interventions PageNo
Student ID selected, showing all interventions
assigned
27
DEMONSTRATION Assigning Student to Intervention
(1/3)Right-click a students name from the
Student Risk Status Page and select Assign to
intervention
28
DEMONSTRATION Assigning Student to Intervention
(2/3) Student appears on Student Interventions
Page
29
DEMONSTRATION Assigning Student to Intervention
(3/3)Click Assign Intervention to Student,
select intervention program from drop-down menu,
and fill in start and end dates
30
The Eight Elements of High School Improvement
30
31
About the Eight Elements
  • A mapping framework for high school improvement
    efforts developed by the National High School
    Center
  • Based on research on comprehensive school reform
  • Aligned with many of the school improvement
    indicators that high schools may select in their
    Indistar school improvement plans
  • A self-assessment tool based on the Eight
    Elements has also been developed
  • http//www.betterhighschools.org/eight/overview.as
    p

32
Requirements for High Schools in Year 1
  • View the pre-recorded series on the Eight
    Elements of High School Improvement developed by
    the VDOE and The Virginia Foundation for
    Educational Leadership (VFEL)
  • http//www.doe.virginia.gov/support/school_improve
    ment/training/index.shtml
  • Eight sessions
  • PowerPoints and supplemental materials available
    for download
  • All eight sessions should be viewed by the school
    leadership team, including the division contact,
    no later than April 15
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