Jan Lanier, ESL Coordinator, Federal Programs (jan.lanier@tn.gov)Trish Kelly, Director, Data and Research, Federal Programs

(trish.kelly@tn.gov)

Data drives funding – failure to identify key student characteristics reduces funding

TN is required to report student and teacher counts to USDOE (October 1, school year, testing period)

TN is monitored on the accuracy of its counts

TN is evaluated and published on federal websites and quoted in research in relation to these data

Data entry is the foundation of the entire system.

Identify Immigrant and ELL status at enrollment.

For the October 1 count, check your data several times (month before, two weeks before, week before, day before).

Verify enrollment data throughout the year to insure accuracy of school year and testing period counts.

Education Information System (EIS) http://www.state.tn.us/education/eis

TNDOE’s operational database (districts, schools, teachers and students)

District transmit data to EIS via their student information systems

TNDOE and LEA staff access EIS by login

Contact your district’s EIS contact for a login.

ELL The ELL child count is used for BEP 2.0 funding purposes. It includes

T1 and T2 for BEP. October 1 is the pull date Official verification occurs in mid-October The ELL portion of the child count is used for the district allocation of

Title III funds.

Private School ELL Count The private school ELL count is entered in the Private School Survey

on CREP website. The Private School Survey is open January-February each year..

English was sometimes entered for the native language for ELLs and NELBS

Undercounts – 42 LEAs identified fewer than 10 English Language Learners (Ls) for 2009-10 (as of mid-March)

Undercounts – only ~12,900 students were identified as immigrants for 2009-2010 (as of mid-March 2010)

You should go into EIS prior to October 1 and verify your count. From the EIS Home Page, go to EIS Production Enter your login on the Login Authorization Page Enter EIS district tab. Use school year 2009 in the October 1 count for 2009-10. Enter District No. Click Go. Select Research Queries (bottom left on screen). Choose English Language Learners from the list. Using the ELL Code drop down box, choose the correct codes

(ELL, T1 and T2). Click go. Review data or choose delimited file to download data.

EIS includes English language background codes for all students including Native English speakers.

Choose Any or one of the following: English Language Learner (ELL or L) Transition Year 1 (T1 or 1) Transition Year 2 (T2 or 2) Non-English Language Background (NELB or

N) Completed ESL in High School (G) Native English Speaker (E or EN)

New codes for SY 2010-11: Former ELL Student (F) Waived ELL Services (W)

L - “English Language Learner (ELL)” --- Students whose first language is not English and who qualify for the services of an English as a Second Language “ESL” teacher.

N - “Non-English Language Background (NELB)” -- - Students whose first language is not English, and DO NOT qualify for the services of an ESL teacher.

E -“English Native” – A student whose primary or native language is English.

1 - Transitional 1 the first year after scoring fluent in English. 2 - Transitional 2 the first year after scoring fluent in English. G -A student who was an L, 1, or 2 in grades 9, 10, or 11 is a “G” in all

years after completion of “2” status. Note: If the student’s current status is L, 1, or 2, DO NOT use the “G” code. This code will only be used for graduation rate purposes. It is not a federally recognized ELL code and is not tied to ELL funding.

Student Key

Last Name

First Name

Ethnicity

ELL Code

Native LanguageCode

XXXXX XXXXX XXXXX W L ARA

XXXXX XXXXX XXXXX H 1 SPA

XXXXX XXXXX XXXXX B 2 SOM

XXXXX XXXXX XXXXX A N JAP

XXXXX XXXXX XXXXX H G SPA

Student Key

Last Name

First Name

Ethnicity

ELL Code

Native LanguageCode

XXXXX XXXXX XXXXX W E ENG

XXXXX XXXXX XXXXX H E ENG

XXXXX XXXXX XXXXX B E ENG

XXXXX XXXXX XXXXX A E ENG

XXXXX XXXXX XXXXX H E ENG

Qualified districts will be invited to apply Immigrant count is pulled with Child Count Immigrants are NOT born in the US (including

the District of Columbia and Puerto Rico) Date First Enrolled - required for federal

reporting Country of Birth – required for Title III

monitoring (can NEVER be US for immigrants). Verify count in EIS using the Immigrant

District Research Select Yes to produce a list of immigrant

students

Student Key

Last Name

First Name

Immigrant

Date 1st Entered US School

Country of Birth

XXXXX XXXXX XXXXX Y 8/5/2006

Cuba

XXXXX XXXXX XXXXX Y 8/8/2008

Somalia

XXXXX XXXXX XXXXX Y 8/1/2000

Mexico

XXXXX XXXXX XXXXX Y 8/4/2002

Japan

XXXXX XXXXX XXXXX Y 8/5/2009

Australia

ELL Transition I and Transition II Non English Language Background

(NELB) Immigrant Students who were eligible, but not

exited with reasons

Go to the district tab Select Research Queries Select Staff Current Assignment From drop down box, select EL Choose delimited file

License #

Last Name

First Name

Assignment Code

Begin Date

End Date

XXXXX XXXXX XXXXX EL 8/6/2009

XXXXX XXXXX XXXXX EL 8/6/2009

XXXXX XXXXX XXXXX EL 8/6/2009

LEA Title III Coordinator completes Title III Professional Development Survey annually

2009-10 survey to be completed in Survey Monkey

2009-10 survey deadline May 3, 2010 Is divided into topics Needs number of participants

Three ELLreports are available for districts on the Data Warehouse Portal.

Each district has two staff persons with Data Warehouse logins to:

https://edu.warehouse.state.tn.us/portal/page/portal

Select Federal Programs Reports to access:

AMAO 1 AMAO 2 ELP (ELDA) Composite Level Score by Time in

ESL

School

#ELDA Scores

Prog.

No Prog.

Prog. +No Prog.

AMAO 1 (%)

Made AMAO 1?

A 50 10 30 40 25% No

B 100 60 20 80 75% Yes

C 75 50 0 50 100% Yes

Student

Read

Write

Speak

Listen

Composite

Proficient?

XXXXX 2 2 3 3 3 N

XXXXX 5 4 5 4 4 Y

XXXXX 4 4 4 4 4 Y

Time in ESL Program

Level 1

Level 2

Level 3

Level 4

Level 5

Total

< 1 Year

13 9 3 0 0 25

< 2 Years

10 5 5 4 1 25

< 3 Years

6 6 6 5 2 25

< 4 Years

5 8 7 3 2 25

< 5 Years

4 7 6 5 3 25

>= 5 Years

5 5 5 7 3 25

Total 43 40 32 24 11

Select HTML Portlet Select Yes to run the district report. Otherwise select No. Click on the school or student report. Select Yes when the dialog box

appears. To export the data, select File /

Export /Next. Enter a filename and select Next. Select school year from the drop down

box. Enter Next / Finish. The export complete dialog box

appears.

EIS ISR Forms September Confirmations Encrypted Files

 A student must be certified as migrant by the state through the granting of a Certificate of Eligibility (COE).

The migrant student list for your district that appears in EIS is vetted by (TOPS) Tennessee Opportunity Programs.

Districts cannot change the migrant data that appears in EIS.

Districts check their migrant student data in EIS and inform TOPS of any discrepancies.

 Select District / Research Queries / Migrant Student List / Go.

A child between the ages of 3 and 21who has not graduated from high school or does not hold a high school equivalency certificate and

the child is a migratory agricultural worker, dairy worker or migrant fisher or has a parent, spouse, or guardian who is a migrant agricultural worker, dairy worker or migratory fisher and

the child has moved within the preceding 36 months in order to obtain or to accompany (or join) a parent, spouse, or guardian to obtain temporary or seasonal employment in qualifying agricultural, dairy or fishing work and

such move was made out of economic necessity

EIS lists a Qualifying Arrival Date (QAD) on the right side of the screen.

Students with QADs from any year appear in the list.

Students exhaust eligibility 36 months from the QAD. (If eligibility ends mid-term, the student remains eligible until the end of the term.)

Students who are eligible for migrant services in: SY 2009-10 have QADs of 9/1/2006 or later. SY 2010-11 have QADs of 9/1/2007 or later.

Export data to Excel. Sort exported data by QAD to identify students

who are eligible for migrant services.

Student Key

Last Name

First Name

Enroll. Begin Date

Enroll.End Date

QAD Date

XXXXX XXXXX XXXXX 8/6/2009

5/8/2007

XXXXX XXXXX XXXXX 8/6/2009

1/30/2003

XXXXX XXXXX XXXXX 8/6/2009

2/15/2000

XXXXX XXXXX XXXXX 8/6//2009

1/5/2006

XXXXX XXXXX XXXXX 8/6/2009

4/1/2007

XXXXX XXXXX XXXXX 8/6/2009

5/1/2004

Individual Student Record (ISR)

Information used to populate the federal Migrant Information Exchange data base (MSIX).

Collection is authorized under sections 1301-1309 of Part C of Title I of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind (NCLB) Act.

At the end of the school year for

who were in your district the last day of school

Within 4 days of withdrawal during the school year upon request of a receiving school

Protect student/teacher identity. Always Password protect files. Use TNDOE’s secure server to exchange student

level data with TOPs. Student and teacher data should not be saved

on laptops, hard drives, thumb drives and other portable devices.

Delete data (including Recycling/Trash ) or move to a network folder or another secure site.

Logoff your computer when you leave your desk. Do not share login information with anyone.

TNDOE - Paula Gaddis at paula.gaddis@tn.gov

TOPS - Grace Johnson at tnmigrant1@bellsouth.net

1. Prepare for a positive and welcoming experience.

2. Identify official documents and request that the family bring them to registration.

3. Discuss the importance of a using a consistent student name with the family (same names, order, spelling).

4. If different forms of the student’s name exist, write down the name entered at registration and explain that the same spelling must be used in all transactions with the school system.

Enroll each student using the name as it appears on the official document (e.g., birth certificate, immigration document) provided by the family at registration.

If the name includes two last names, enter both in the last name cell on your data entry screen:

First Name: Maria Middle Name: Isabel Last Name: Rojas Villanueva

The student’s last name is listed as: Rojas Villanueva.

If the name includes a hyphen, include it: Enrique Jose Ruiz-Martinez

First Name: Enrique Middle Name: Jose Last Name: Ruiz-Martinez

If your student information system does not accept hyphens, the vendor should change its coding to accommodate TNDOE requirements.

If the name includes spaces, include them:

Abdul Rahman Al Alawi

First Name: Abdul Middle Name: Rahman Last Name: Al Alawi

If the official document does not list a last name for the student, please use the father’s last name. If the birth certificate lists:

First Name: Elena Middle Name: Angelica Last Name:_________ Father’s Last Name: Allende Mother’s Last Name: Alvarez Enter the name as: Elena Angelica

Allende

If the student’s father’s last name is not listed on the document, please use the mother’s last name.

If the birth certificate lists: First Name: Khai Middle Name: Van Last Name:_________ Father’s Last Name: ___________ Mother’s Last Name: Nguyen Enter the name as: Khai Van Nguyen