Update: Web Data Collection System (WDCS) Title I Administrative Meeting—September 30, 2010 Kristi Peters, Research and Evaluation Coordinator 1.

Update: Web Data Collection Update: Web Data Collection System (WDCS)System (WDCS)

Title I Administrative Meeting—September 30, 2010

Kristi Peters, Research and Evaluation Coordinator

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Title I: Not One, but ManyTitle I: Not One, but ManyTitle I, Part A (Schoolwide and Targeted

Assistance)Public School ChoiceSupplemental Educational ServicesTitle I, Part B (Even Start Family

Literacy)Title I, Part C (Migrant Education)Title I, Part D (Neglected or Delinquent)Homeless Children & Youth, including

McKinney-Vento

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ChallengesChallengesData collection and reporting is a

challenging task, on top of everything you already have to do and the short timelines we all have to manage.

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Federal Data ReportingFederal Data ReportingConsolidated State Performance Report

(CSPR)EDFacts Initiative – Educational Data

Exchange Network (EDEN)Most (59%) of MSDE’s federal reporting

for 2008-2009 was for Title I programsUsed by USDE and Congress to

determine program effectiveness and to make decisions about continued funding

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Past Practice- where we Past Practice- where we were:were:Multiple data submissions in

multiple formats◦Master Plan Update, Attachments 4-7

(Word)◦Allocation Worksheet (Excel)◦Participation Report (Excel)◦SES LSS and Provider Databases

(Access)◦Even Start Database (Access)◦N or D Annual Report (Excel)◦Homeless Annual Report (WebSurveyor)◦Homeless Shelter Monthly Reports (Fax)

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Past Practice, continuedPast Practice, continuedUsually submitted by Title I or other

program office – not Accountability Officer

Aggregate counts, with some exceptions

MSDE has tried to make data collection as easy as possible given limited tools

LSS Title I staff struggle with internal data management and state reporting

MSDE staff struggle with data quality and aggregation for federal reporting

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Why WDCS-Why WDCS-Share data across MSDE where possible

so we can eliminate redundant requests to districts

Make data reporting easier for districts, using current technological tools and best practices

Make data compilation easier for MSDE staff

Improve data quality and accuracyComply with federal requirements, e.g.

unduplicated counts7

CELEBRATING CELEBRATING SUCCESSES AND SUCCESSES AND BUILDING MORE: BUILDING MORE:

THE LONG AND THE LONG AND WINDING ROAD…WINDING ROAD…

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Reminder – Strategy for Data Reminder – Strategy for Data CollectionCollectionDAA and HR agreed to amend the end-

of-year attendance and annual staff data collections

Regional meetings were conducted in December 2008

LSS teams included Title I Coordinator, Accountability Coordinator, IT and HR.

Each district developed a plan to make necessary changes to internal data collection, tracking, and reporting processes

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Reminder- Strategy for data Reminder- Strategy for data collection collection Web Data Collection System was

developed and trainings were conducted February 2009 and again September 2010.

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IMPACT ON TITLE I IMPACT ON TITLE I PROGRAMSPROGRAMS

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Impact on Title I ProgramsImpact on Title I ProgramsWhat data or reports do local

school systems and others submit to MSDE for each of these programs?

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Title I, Part A (Schoolwide Title I, Part A (Schoolwide and Targeted Assistance)and Targeted Assistance)

Attachment 7 of the Bridge to Excellence Master Plan Update and accompanying worksheets

Participation Report

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Attachment 7 of the Bridge Attachment 7 of the Bridge to Excellence Master Plan to Excellence Master Plan UpdateUpdate◦Reserving funds, identifying

Title I schools and allocating funds to schools

◦Prior to beginning of school year◦Beginning in 2009-2010: WDCS◦Tables and worksheets are completed and approved (preliminarily) in WDCS

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Attachment 7, continuedAttachment 7, continuedAny data that MSDE has, including

school names, enrollment and poverty data, is pre-populated

Title I Coordinator will generate Word version after approval in WDCS, complete text sections, and submit following usual BTE procedures

Trainings were conducted at MSDE in February 2009 and September 2010.

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Participation ReportParticipation Report◦Reporting on students served by SW and TAS

◦After the school year has ended◦3 main changes

In WDCS since last year, not Excel New data fields in end-of-year attendance

and staff, so Title I Coordinator does not submit counts

Title I Coordinator must upload student-level data files for TAS students and private students

◦Training was provided at MSDE in February 2009.

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Participation Report, Participation Report, continuedcontinuedWDCS includes:

◦Actions taken in schools in Corrective Action and Restructuring – Implementation

◦Funds spent on public school choice◦Extended time program participation◦Count of applications received for

choice◦Student-level data file upload for

private students and students receiving targeted assistance

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Participation Report, Participation Report, continuedcontinuedCounts of students participating are

derived from attendance data file, where possible

Counts of staff are derived from staff data file

Continue to work in collaboration with your Accountability and Human Resources staff, following the plan you developed in December 2008 to ensure that these data files contain accurate information

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Public School ChoicePublic School ChoiceMost data will be obtained from the end-

of-year attendance data file (number of eligible students, number of students who actually transferred, which schools were involved)

Student transfers based on choice are coded “25” (as defined in the Student Records Manual and the attendance data file)

In Participation Report in WDCS, districts will report total number of applications for school choice received each school year

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Supplemental Educational Supplemental Educational ServicesServicesSES districts only – new districts and

providers will need trainedWDCS replaces the LSS and Provider

Access databasesInformation collected from LSSs and

Providers remains basically the sameTitle I or SES Coordinator will identify

students registered for SES and their selected Provider in December in WDCS

Providers will log in to WDCS and submit data for LSS approval

LSS will submit data to MSDE using WDCS

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Title I, Part B (Even Start Title I, Part B (Even Start Family Literacy)Family Literacy)Even Start grantees onlyWDCS replaced Access databasesEven Start grantees log in to

WDCS and submit program indicator and participation data to MSDE

Information collected remains basically the same

Training took place in July for new and returning grantees.

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Title I, Part C (Migrant Title I, Part C (Migrant Education)Education)Migrant Education Program staffWDCS replaced multiple Excel

spreadsheetsWhat’s included:

◦participation and services data for 12 month, regular school, and Summer/Intersession

◦staffing data- still in Excel format

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Title I, Part D (Neglected or Title I, Part D (Neglected or Delinquent)Delinquent)WDCS may replace Excel workbooks

in 2010-2011school yearState (subpart 1) and local (subpart

2) agencies may submit data or delegate to facilities

Training will be announced to Subpart 1 and Subpart 2 agencies

Student-level data still not required

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Homeless & McKinney-Homeless & McKinney-VentoVentoWDCS replaces WebSurveyor annual

report form for federal reportingStudent data are derived from end-of-

year attendance data file, using new fields

LSS Homeless Coordinators are working in collaboration with Accountability staff to ensure that the data file contains accurate information

Homeless Coordinator will continue to report on activities and barriers

WDCS will display homeless student data from attendance and assessment

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Homeless, continuedHomeless, continued

WDCS will replace paper monthly reports from shelters (COMAR)

Shelters will log in and submit data on homeless children

Training for shelters to be announcedNEW: LSS Homeless Coordinator will

have access to shelter data via web, including students in shelters in other districts

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Security & ConfidentialitySecurity & ConfidentialityLogin account information managed

with help of MSDE Title I staffAll data is submitted over a secure

connection (https)Exercise caution when using WDCS

◦Log out when finished◦Close your browser◦Be aware of others around you who

should not see student-level data

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SummarySummaryWe have come a long way toward

improving data collection and reporting

Divisions at MSDE are becoming less “divided”

WDCS brings us into the 21st centuryThe next years will be a time of

changesPlease be patient and open-mindedWe are here to help you

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Technical AssistanceTechnical AssistanceMSDE staff will provide one-on-one

technical assistance with WDCS◦Research & Evaluation◦Your Title I point of contact

Contact information at the end of this presentation

E-mail, phone, in person, on siteOur goal is for you to be

comfortable with WDCS

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Contact InformationContact Information

Kristi Peters◦(410) 767-0324◦[email protected]

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