Institutions for Accountability Reporting 2022-23 Training Overview

Institutions for Accountability Reporting 2022-23 Training Amanda Leopard April 6, 2023 Oregon Department of Education 1

Validation Training Agenda Purpose Dates Logging In Reviewing your Data Changing your Data New School Status Requests Resources

Validation Purpose Provide schools and districts with an opportunity to review institution related information that is published on the School and District At-A-Glance Profiles. Oregon Department of Education 3

Key Definitions Validation The term given to the process of reviewing your data through the ADI application. To edit data, the user must communicate with the Institutions Database owner via e-mail to express required changes. Many changes require additional documentation. There is no validate button. ODE can view who has and who has not viewed their validations. If you have viewed these validations, then it is considered validated. Refresh Data displayed in the validation are not automatically updated when data are changed in the underlying collection. Updates are made on a refresh schedule (weekly). To find out exactly when the next refresh will occur, you may contact the data owner or your Regional ESD Partner. Data As-Of Date Changes made to the Institution Database prior to this date should appear updated in the ADI Validation. For these validations the data as-of date would be the Friday before the Thursday refresh. Oregon Department of Education 4

Validation Dates Validation Review Window Thursday, April 13, 2023 @ 1:00pm Monday, May 8, 2023 Last Day to Submit Requested Changes that Affect the 2022-23 At-A-Glance Profiles September 15, 2023 Refresh Schedule Refreshed weekly while the validation is open. Refreshed every two weeks after the validation has closed until the At-A-Glance Profiles are published in the Fall. Oregon Department of Education 5

Data as of Date Example We update your school principal on Friday April 21 ODE begins processing a validation refresh in the morning of Monday, April 24 We make a second update to your institution for the superintendent in the afternoon of Monday, April 24 ODE refreshes the validation in ADI on Thursday, April 27 at 1:00 p.m. The Data As-of Date will be Monday, April 24 (when it is processed) The principal change will show on April 27, but the superintendent will not show until the validation refresh on May 4, at 1:00 pm. Oregon Department of Education 6

Logging In to the Validation 1. Log-in on the ODE District Website. 2. Click on the link for Achievement Data Insight . 3. Find the validation tile in the OPEN list during the review window, or in the ALL list outside of the review window. Oregon Department of Education 7

Reviewing the Data Summary Tab Field Definition District ID The ODE assigned Institution Identifier for the accountable district. District Name The name of the accountable district. Total Schools Count The number of institutions in the district which will receive an At-A-Glance Profile. The number of institutions which are new or have received new school status due to a reconfiguration and/or boundary change this year. These schools will not receive a targeted or comprehensive supports identification this year. However, ODE will determine whether reconfigured schools that were identified in a prior year will continue to receive support. Count of New Schools The number of institutions offering at least one grade lower than 5th, and no grades higher than 8th. Count of Elementary Schools The number of institutions offering no grades lower than 5th, and no grades higher than 8th. Count of Middle Schools The number of institutions offering any grades higher than 8th. Count of High Schools Count of Title 1 Schools The number of Title 1 funded schools. The number of schools offering lunch to all students at no charge. Students in these schools are included as economically disadvantaged (ECD) in some accountability reports, irrespective of their economically disadvantaged status in Spring Membership. Count of AllStudents ECD Schools Student Information System The Student Information System vendor used by the district. Business Information System The Business Information System vendor used by the district. SpEd/IEP System The Special Education Information System vendor used by the district. Oregon Department of Education 8

Reviewing the Data Detail Tab Field Definition The ODE assigned Institution Identifier for the accountable school. The Institution ID numbers can be found at: https://www.ode.state.or.us/instid/ School ID School Name The name of the accountable school. [2022-23] District ID The ODE assigned Institution Identifier for the accountable district. District Name The name of the accountable district. [2022-23] Indicates whether the institution is a school or district. [2022-23] Note: Any schools offering a grade higher than 8 will be categorized as a high school. Otherwise, schools are categorized as a school. Institution Type Indicates whether the institution is an elementary school, middle school, or high school.[2022-23] Note: Combined schools offering 12th grade are included as high schools for the purposes of this column, in order to indicate that they will receive At-A-Glance Profiles that include graduation and other high school outcome data. School Type Low Grade Offered The lowest grade offered by the school this [2022-23] school year. High Grade Offered The highest grade offered by the school this [2022-23] school year. Oregon Department of Education 9

Reviewing the Data Detail Tab Field Definition The address where the school is physically located. This will appear at the top of the school s At-A-Glance Profile. [2023-24] The city where the school is physically located. This will appear at the top of the school s At-A-Glance Profile. [2023-24] The state where the school is physically located. This will appear at the top of the school s At-A-Glance Profile. [2023-24] The zip code where the school is physically located. This will appear at the top of the school s At-A-Glance Profile. [2023-24] The URL of the school s website, if applicable. This will appear at the top of the school s At-A-Glance Profile. [2023- 24] The main phone number for the public to contact the school. This will appear at the top of the school s At-A- Glance Profile. [2023-24] Street Address City State Zip Code Website Phone Number Primary E-mail The main email address for the public to use to contact the school. [2023-24] Head of School The principal or other head of school, based on the institution database. [2023-24] Head of District The superintendent or other head of district, based on the institution database. [2023-24] Oregon Department of Education 10

Reviewing the Data Detail Tab Field Definition Receives At a Glance Profile Indicates whether the school will receive an At a Glance Profile this year. [2022-23] Indicates schools which are new or have received new school status due to a reconfiguration and/or boundary change this year. These schools will not receive an overall rating this year. [2022-23] New School Title 1 Status Indicates schools which receive Title 1 funding. [2022-23] Indicates that the school offers lunch at no charge to all students. Students in these schools are included as economically disadvantaged (ECD) in some accountability reports, irrespective of their economically disadvantaged status in Spring Membership. [2022-23] All Students Economically Disadvantaged School For schools that do not offer testing grades (e.g. K-2 schools), this indicates the school to which the majority of their students move for 3rd grade. [2022-23] Receiver School An indication of the extent to which a school offers virtual instruction. [2022-23] Note: See all definitions in the Virtual School Status FAQ document. https://www.oregon.gov/ode/schools- and-districts/Documents/virtualschoolstatusfaq.pdf Virtual School Status Alternative School Status Indicates whether the school is an alternative school. [2022-23] Charter School Status Indicates whether the school is a charter school. [2022-23] Data as of Date Includes changes to source data as of the date listed. Oregon Department of Education 11

Changing Your Data How to communicate incorrect data and request updates 1. Click on the Ask a Question button to e-mail the validation owner directly from the validation. Provide the institution ID, name, and what requires an update in the body of this e-mail. 2. Send an e-mail to ode.institutions-request@ode.oregon.gov with the institution ID, name, and what requires changes. Institution Request Form Enrollment Change Calculator Oregon Department of Education 12

New School Status Requests Schools with a change in their enrollment between 2021-22 and 2022-23 of greater than 40% due to a reconfiguration, large grade changes, or boundary change may request New School Status for the 2022-23. New School Status removes comparisons to previous data on the school s Accountability Details report. Additional information is available on the Boundary Change Calculator and New Institution ID/New School Status Clarification document. Contact Elyse Bean with questions about New School Status requests. New School Status requests must be submitted by noon on May 1 of this year. Oregon Department of Education 13

Validation Online Resources Institution Validation Webpage Institution Validation User Guide 2022-23 SoDD Validation Page Oregon Department of Education 14

Questions? Oregon Department of Education 15

Institution Changes Types of Requests The Institution Request Form Information Worksheets Enrollment Change Calculators Supporting Documentation Change Request Timelines Resources Oregon Department of Education 16

Types of Requests Change Requests Important for Accountability Reporting New Institutions Merging of Two Institutions Splitting of One Institution into Two Institution Closures Address Changes (Mailing and Street) Grade Level Changes Parent Administration Changes Type Changes Name Changes Staff Directory Updates Virtual Status Updates Institution Request Form Changes Not Covered New Electronic Grants Management System (EGMS) Only Institutions Child Nutrition Programs New YDD Data Manager Institutions New Fingerprinting Only Institutions Oregon Department of Education 17

Institution Request Form - Classifications Oregon Department of Education 18

Institution Request Form Virtual Status Virtual Status Definitions Oregon Department of Education 19

Institution Request Form Request Types Oregon Department of Education 20

Institution Request Form Sections A-C 21

Institution Request Form Sections D-E Oregon Department of Education 22

Institution Request Form Sections F-I Oregon Department of Education 23

Institution Request Form Sections J-K 24

Institution Request Form Sections L-O 25

Institution Request Form Appendix A Look up your institution to review your current staff using the Institution Lookup Tool Oregon Department of Education 26

Institution Request Form Appendix B Appendix B: Information Worksheet Question Sections: Physical Location Enrollment Process Curriculum Diploma Student Population Staffing Required For: New Institutions Mergers Splits Grade Changes (major changes) Type Changes Oregon Department of Education 27

Institution Request Form Appendix C Oregon Department of Education 28

Enrollment Change Calculator Enrollment Input Oregon Department of Education 29

Enrollment Change Calculator New School Status Qualification Methods Method 1: A school has more than 40% volume change in this year's membership compared to the prior year's membership. Method 2: 40% or more of this year's membership are new to the school due to the institution change. Method 3: The combined count of students reassigned to and from the school due to this institution change exceeds 40% of the combined membership over the two year period. Oregon Department of Education 30

Institution Lookup Tool Institution Lookup Tool Oregon Department of Education 31

Important Deadlines May 1, 2023 @ Noon New School status Requests May 15, 2023 Changes to grades, school type, Title I, and All Students Economically Disadvantaged Changes that reflect the 2022-23 school year September 15, 2023 Changes to principal and superintendent names School contact information Changes that reflect the 2023-24 school year Oregon Department of Education 32

Information Upcoming Trainings (Find the Zoom Links and Available Documentation on the Video Training webpage) Third Period Cumulative ADM 21-22 Thursday, April 20, 2023 @ 2pm Class Roster 21-22 Thursday, April 27, 2023 @ 2pm Ninth Grade On-Track 21-22 Wednesday, April 26, 2023 @ 2pm Annual Cumulative ADM 21-22 Thursday, May 4, 2023 @ 2pm Web Links Institution Identification ODE Page Institution Lookup Tool Institution Request Form Institutions Procedures Document Email: ode.institutions-request@ode.oregon.gov Oregon Department of Education 33

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