• I would like to thank everyone for attending today’s webinar presentation covering the ACCESS/Alternate ACCESS for ELLs 2.0 Accountability Internal Snapshot.   

• The powerpoint presentation was emailed to participants prior to today’s webinar session.     

• If you did not receive today’s powerpoint, it will  be archived on the ESL Portal (www.eslportalpa.info) shortly after today’s session, along with the webinar recording.   

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Our goal for today is that by the end of this training, you will have the knowledge and resources to accomplish the following:  (read outcomes).

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The next two slides provide information concerning the LEP data collections scheduled for SY 2015‐2016. 

This slide provides information about LEP data collections in connection with the district and school enrollment collection, the Title III professional development activities survey,  Title III nonpublic student counts, and  ACCESS/Alternate ACCESS precode labels.  

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And this slide provides information concerning the ACCESS for ELLs Accountability collection, LEP System collection, LEP Program Survey, and ELL End of Year Count.    

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This slide provides the dates and times of the LEP data training webinars offered during the 2015‐2016 SY.  

Webinar recordings and power point materials will be recorded and posted on the ESL Portal at www.eslportalpa.info. 

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Here is Pennsylvania’s ACCESS testing schedule for the 2025‐16 SY.  

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The next few slides will discuss the major provisions of the recently enacted Every Student Succeeds Act (ESSA) as they affect the education of English learners (Els).

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On December 10, 2015, President Obama signed into law the Every Student Succeeds Act, the most recent reauthorization of the Elementary and Secondary Education Act.  The reauthorized ESEA will replace the version of the law that was reauthorized by the No Child Left Behind Act of 2001 (NCLB).  

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Under the ESSA transition provisions, (READ slide)

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ESSA requires States to “establish ambitious State‐designed long‐term goals…for all students and separately for each subgroup of students” instead of AMOs.  The US Department of Education wants to support State efforts to prepare for this transition, therefore, in accordance with the US Department of ED’s Authority to ensure an orderly transition to the ESSA, the US Department of Education has (READ SLIDE).

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The May 12 ACCESS/Alternate ACCESS for ELLs Accountability PIMS collection is an Internal Snapshot that PDE generates using the Student Template and School Enrollment Template.  

REMINDER:  Updates/corrections can be made at any time to the student template and school enrollment templates by using Collection Window 6 (which is open all year long).  This allows the data in the internal snapshot to be more accurate and up‐to‐date.

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The purpose for this PIMS collection is to (read from slide).

PLEASE NOTE that it is important for PIMS Administrators to remember that this PIMS Collection looks at a date range  …January 25‐March 4, 2016.  It is not an internal snapshot of your current ELL students as of a specific date.  We are looking for any current ELL student that had a school enrollment record at your LEA at any time during the ACCESS for ELLs testing window (January 25 – March 4, 2016).    

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School Enrollment Template:• Used to track entry and withdrawal data for ELL students.• Allows PDE to determine which ELL students were enrolled during the date range of the 

testing window for the ACCESS/Alternate ACCESS assessments.

Student Template:• For our purposes, the Student Template is used to identify who your ELL students are 

(Field 41, Valid Value 01, Current ELLs)• The student template is the master template from where the other templates are 

derived• The student template also captures relevant demographic information included in the 

data file description layout for the ACCESS/Alternate ACCESS for ELLs assessments.• Consult the PIMS Manual, Volume 1.  This resource is very helpful in guiding you through 

the valid values, the common errors, and description of the data fields.  

Program Facts Template:• Again, for our purposes, the Program Facts Template Identifies the instructional delivery 

model used by the ESL or Bilingual teacher to provide the direct core ESL instruction to your ESL students.  So when you are validating your data, keep in mind that all current ELLs (Field 41, valid value 01) must also have a core program code reported in the Program Facts Template within the range of 039‐046.  You can’t have one without the other.    

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These are the entity types that are included in the ACCESS for ELLs Accountability File.  

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• For data validation purposes, PDE will provide DRC with an updated demographic file from PIMS and DRC will overlay the student demographic information contained in the WIDA AMS with this updated file.  Since the student demographic information contained in the WIDA AMS was provided by PDE using the November 2015 PreCode window, generating this updated file for the data validation window will make the data validation window for LEAs easier to complete with fewer corrections/edits.  However, this process will only work if LEAs  have corrected and/or updated the student template and student enrollment records for your students using Collection Window 6 prior to PDE pulling updated demographic file(s).

• PDE will also attribute student test records to the district of residence  in instances where a student might have been tested by an IU, APS, PRRI, SJCI.  A reminder that the district’s decision to place a student into a program operated by an entity other than the district of residence does not absolve the district of its responsibility to educate the student.  

• PDE uses this PIMS collection for federal and state reporting purposes.  

• PDE also uses this PIMS collection when audited by the State’s Auditor General’s Office.  

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This graphic shows that we use both the PIMS data collection, plus the ACCESS for ELLs student test data file from DRC,  to create our files for federal reporting, state reporting and for accountability purposes.   

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Because this school year is the first year for an online English language proficiency assessment and since the WIDA consortium has a new vendor in place (DRC)…PDE and DRC worked together to determine how Pennsylvania should handle data validation.  

Therefore, Pennsylvania has put into place the following process for data validation for the 2015‐2016 school year:

(Read Slide)

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The next slides we will discuss are key PIMS fields used to create the accountability file.

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This slide provides the key PIMS fields used in the file PDE will generate and provide to DRC to overlay the WIDA AMS for the data validation and for the May 12 internal snapshot. 

Again, for this collection, PDE only includes current ELL students in the file generated for DRC that are identified in Field #41 of the student template as an “01” – current ELL. 

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On the next few slides we will go over some of the key fields in PIMS.  Note that on the left side of the screen, we provide an overview of the field as provided in PIMS and on the right side of the screen we provide the demographic value we pull from PIMS and include in our file to DRC. 

• LEP/ELL Status field is a key data element for the ACCESS 2.0 and Alternate ACCESS for ELLs Accountability Internal Snapshot.  For this collection, PDE only pulls ELL students into the Accountability file that are identified in Field #41 as an “01” – Current ELL.

• Exited and monitored 1st year students, exited and monitored 2nd year students, exited and no longer monitored former ELLs, and never an ELL  DO NOT take the ACCESS for ELLs assessment, nor will PDE include these students in the accountability file provided to DRC.  Only students who are currently receiving instruction in an ESL/bilingual program are required to take the state required English language proficiency assessment.  

• Students who are reported in PIMS in Field 41 with a Valid Value of 98 – which is a Current ELL, whose ESL or bilingual instruction is provided by another LEA …are not included in the file provided to DRC…the LEA who is providing the ESL or bilingual instruction to the student is responsible to test this student and should 

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be reporting the student in PIMS with a valid value of 01.

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LEAs who report students in Field 41 with a valid value of 01 must also report these students in the Programs Fact Template. 

The Programs Fact Template, field  5, reports the instructional delivery model of core ESL instruction the student is receiving (Codes 039‐046). This  indicates the instructional delivery model used by the ESL or Bilingual teacher to provide the students daily direct instruction in the development of the English language.  If a student is ELL, they must participate in an ESL or Bilingual Program.  If the student is in an ESL or Bilingual Program, they must be receiving direct instruction through a research‐based delivery model.  These codes reflect that delivery model. A student should only have one program selected within the range of program codes 039‐046.  LEAs should choose the code which best describes the daily explicit English language development instruction that the student receives.

When validating your data, keep in mind that all current English language learners reported as a valid value “01”  in field 41 of the Student Template must also be reported in Field 5 using Program Codes within the range of (039‐046) of the Programs Fact Template which reports the model of delivery used by the ESL or Bilingual 

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education teacher. You can’t report one without the other.

The Instructional delivery model is a demographic field reported to DRC in PDEs precode file.

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• LEP/ELL Eligibility, (Field 95) captures which ELL students are Title III served.  This static Title III indicator captures the Title III status of students in the student snapshot template and is a demographic item included in the accountability file generated for DRC. 

• If the LEA is a Title III served entity either as a single subgrantee or as a consortium member, the LEA must report all current ELLs (looking at Field 41, valid value 01) as Title III served with a valid value of YES in Field 95. If your LEA does not receive Title III dollars, or does not accept Title III allocations, then Title III eligibility is reported as NO in field 95 of the student template.  

• Keep in mind, that in order to be Title III served, that is a YES in Field 95, the student must also be an 01 in Field 041.  Field 95 only comes into play if field 41 is 01.  You can have an 01 in Field 41 and NO in 

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Field 95, but you cannot have a YES in Field 95 without an 01 in Field 41.  This relationship is represented in the right hand side of the slide. 

• The LEP/ELL Eligibility field is a demographic field reported to DRC in PDEs Accountability file. 

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ESL or Bilingual Program (Title III Supplemental LEP)  is collected in the PIMS Programs Fact Template in Field 5.

Program Codes – (047‐054) ‐ are used only if the LEA receives Title III dollars AND the LEA uses these monies to provide supplemental instruction, that is instruction that is in addition to and separate from the students’ daily, direct ESL/bilingual instruction.  LEAs need to determine if Title III dollars are designated for LEP supplemental instructional purposes and if so must indicate which delivery model within the range of program codes 047‐054 the student is receiving in that supplemental instructional course.   

Not all LEAs use their Title III dollars to provide supplemental instructional services, so  if you are a Title III LEA you should find out from your Federal Programs and/or ESL Coordinator how your Title III funding is allocated.  

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Non‐Title III Served ELL

If a student is a current ELL (01 in field 41 in student template and student snapshot template) that 01 automatically requires the inclusion of other data elements.  LEAs would be required to report in Field 95, NO…indicating that the student is not Title III served and in the Programs Fact Template, Field 5, would need to include a Program Delivery Model within the range of 039‐046.

This relationship is depicted on the slide.

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Title III Served ELL

If a student is a current ELL (01 in field 41 in student template and student snapshot template) that 01 automatically requires the inclusion of other data elements.  Therefore, Field 95 would indicate a yes, the student is title III served, in the Programs Fact Template, Field 5, should indicate a Program Delivery Model (Core) within the range of 039‐046, and if your LEA is using Title III dollars to supplement your Core ESL Program Delivery Model, you would need to report in the Programs Fact Template, Field 5, the Program Delivery Model within the range of 047‐054 that is being supplemented.

This relationship is depicted on the slide.

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This slide provides additional important student demographic data that is reported in the WIDA AMS.  

PIMS Coordinators/Administrators should ensure that these PIMS fields are accurate.  Any corrections pending….withdrawals, transfers, or any other updates need to be corrected as soon as possible using PIMS collection 6.  

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We discussed the Collection Specifications and Key PIMS Fields used to create the accountability file…now we will discuss what tasks PIMS Coordinators and ACCESS for ELLs District Coordinators need to do to prepare for this PIMS collection.

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What does the PIMS Administrator need to do to prior to the data validation window?• Correct and/or update student and school enrollment data through PIMS Collection

Window 6 by Noon on April 8 for students to be included in the initial file that will be provided to DRC and used by DRC to overlay on to the student demographic tab of the WIDA AMS. If you have student records that need corrected and/or updated in your student template, programs fact template, and student enrollment records, this is the time to be doing it through Collection Window 6.

• PIMS Administrators should Identify ALL ELL students for whom your LEA was responsible for during the ACCESS for ELLs testing window. PDE developed CognosReports for LEAs to access and pull that will be helpful to use to validate your student demographic information:

Presnap ACCESS for ELLs Accountability Report. Will identify ELL students who had a school enrollment record at your LEA during the ACCESS for ELLs test window. Will be helpful to your ACCESS for ELLs District Test Coordinator during the DRC data validation window April 28-May 4. Student Template Details and School Enrollment Template Details Reports. Helps validate the Presnap ACCESS for ELLs Accountability Report. Shows what student demographics you last uploaded to PIMS.

• Again, It is important for PIMS Administrators to remember that the April 8 initial file looks at a date range of time…(January 25 – March 4, 2015). It is not an internal snapshot of your ELL students as of April 8. We are looking for any ELL student that had a school enrollment record at your LEA at any time during the ACCESS for ELLs testing window.

Now let’s discuss what the district test coordinator needs to do prior to the data validation window?• DRC assigned data validation permission to the District Test Coordinator. If you do not

see Data Validation as a menu option once you log in to the WIDA AMS, you do not have permission to validate data. District Test Coordinators should log in to the WIDA

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AMS prior to April 28 to ensure they have access. If you do not have access, you need to contact DRC so they can get you set up prior to the validation window. If the District Test Coordinator decides to pass this role on to another school user, you can do so through the WIDA AMS. This process should be done prior to the validation window opening.

• District Test Coordinators should read the WIDA Assessment Management System User Guide Part 3 prior to April 28 to become familiar with the WIDA AMS validation system and the process of accessing and correcting a student’s record. You should also reference this user guide through out the validation window. The WIDA Assessment Management System User Guide Part 3 is available in the WIDA AMS under general information, training materials.

• Ask your PIMS Administrator to run the following PIMS Cognos Report for you to use as you validate the WIDA AMS data validation system:

Presnap ACCESS for ELLs Accountability Report. Will identify ELL students who had a school enrollment record at your LEA during the ACCESS for ELLs test window. These students should have a test record in the WIDA AMS data validation.

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What does the PIMS Administrator need to do to during the data validation window?• The validation window runs from April 28-May 4• It is important to work with your ACCESS for ELLs District test facilitator to ensure that

the data contained in the test file matches what is reported in your student template, programs fact template, and student enrollment records in PIMS.

• Any updates need to be uploaded by 5:00 pm on May 4 using PIMS Collection 6. What does the District Test Coordinator need to do during the data validation window?• The validation window runs from April 28-May 4. All district test coordinators, or their

designee, need to log in to the WIDA AMS and validate student data contained in the WIDA AMS during this validation window.

• Log in to the WIDA AMS. On the menu screen, select data validtion.• Follow the step-by-step instructions contained in the WIDA AMS User Guide, Part 3.• The student demographics tab located in the WIDA AMS data validation will be grayed

out and not editable. Any edits or corrections to items grayed out will need to be corrected by the LEAs PIMS Coordinator(s) using PIMS Collection 6. All corrections/edits to the student demographics in the WIDA AMS need to be done by close of business May 4. Work with your PIMS Administrator to ensure all student demographic corrections/edits are corrected and uploaded using PIMS Collection 6 by 5:00 pm on May 4.

• As a reminder, PDE attributed student test records to the district of residence in instances where a student might have been tested by an IU, APS, PRRI, SJCI. As a reminder to the District test coordinator at an IU, PRRI, APS, and SJCI…you should not have any student test records appearing in the WIDA AMS during the data validation window. Student test records would have been attributed to the District of Residence. If you have student records that come up during the data validation, you will need to check with your PIMS Coordinator to ensure that the district of residence field, and the school location field, are completed accurately for any student who would appear in the WIDA AMS for your LEA. Once your PIMS Coordinator corrects this information and uploads

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the corrections using PIMS Collection 6, the records should be attributed to the correct district of residence.

• For School Districts, Charter Schools, and Comprehensive CTCs…you need to confirm during the data validation that students who were attributed to your LEA are your students. If you find a student who was attributed to you incorrectly, you will need to contact PDE so we can follow up to ensure proper attribution.

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• The student accommodations and Test Results tabs located in the WIDA AMS data validation can be edited for all students.

• When editing accommodations, do not remove or add the accommodations… Manual Control of Item Audio (MC); Repeat Item Audio (RA); and Extended Speaking Response Time (ES). These online accommodations are delivered by the software for online testers. Students who tested on paper should NOT have these accommodations marked.

• Use caution when adjusting DO NOT SCORE codes…adding or removing these codes incorrectly may result in a student’s test score being incorrectly suppressed or reported. However, if you tested a student who is not a current ELL…you need to mark the test record as DO NOT SCORE.

• As part of the data validation, it is critical that you check for duplicate records. Follow the step-by-step instructions in User Guide Part 3, Page 17.

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What does the PIMS Administrator need to do to prior to the data validation window?• Correct and/or update student and school enrollment data through PIMS Collection

Window 6 by Noon on April 8 for students to be included in the initial file that will be provided to DRC and used by DRC to overlay on to the student demographic tab of the WIDA AMS. If you have student records that need corrected and/or updated in your student template, programs fact template, and student enrollment records, this is the time to be doing it through Collection Window 6.

• PIMS Administrators should Identify ALL ELL students for whom your LEA was responsible for during the ACCESS for ELLs testing window. PDE developed CognosReports for LEAs to access and pull that will be helpful to use to validate your student demographic information:

Presnap ACCESS for ELLs Accountability Report. Will identify ELL students who had a school enrollment record at your LEA during the ACCESS for ELLs test window. Will be helpful to your ACCESS for ELLs District Test Coordinator during the DRC data validation window April 28-May 4. Student Template Details and School Enrollment Template Details Reports. Helps validate the Presnap ACCESS for ELLs Accountability Report. Shows what student demographics you last uploaded to PIMS.

• Again, It is important for PIMS Administrators to remember that the April 8 initial file looks at a date range of time…(January 25 – March 4, 2015). It is not an internal snapshot of your ELL students as of April 8. We are looking for any ELL student that had a school enrollment record at your LEA at any time during the ACCESS for ELLs testing window.

Now let’s discuss what the district test coordinator needs to do prior to the data validation window?• DRC assigned data validation permission to the District Test Coordinator. If you do not

see Data Validation as a menu option once you log in to the WIDA AMS, you do not have permission to validate data. District Test Coordinators should log in to the WIDA

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AMS prior to April 28 to ensure they have access. If you do not have access, you need to contact DRC so they can get you set up prior to the validation window. If the District Test Coordinator decides to pass this role on to another school user, you can do so through the WIDA AMS. This process should be done prior to the validation window opening.

• District Test Coordinators should read the WIDA Assessment Management System User Guide Part 3 prior to April 28 to become familiar with the WIDA AMS validation system and the process of accessing and correcting a student’s record. You should also reference this user guide through out the validation window. The WIDA Assessment Management System User Guide Part 3 is available in the WIDA AMS under general information, training materials.

• Ask your PIMS Administrator to run the following PIMS Cognos Report for you to use as you validate the WIDA AMS data validation system:

Presnap ACCESS for ELLs Accountability Report. Will identify ELL students who had a school enrollment record at your LEA during the ACCESS for ELLs test window. These students should have a test record in the WIDA AMS data validation.

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This slide provides the path to the reports mentioned previously that the PIMS Coordinator should pull.  

The Pre‐snap ACCESS for ELLs Accountability Report, you will be asked to enter a range of dates (January 25 – March 4)

The ACCESS for ELLs Accountability Report, you will need to pick a snapshot date.  This report is to be used after the internal snapshot is pulled.  So the snapshot date that you will use for this cognos report would be May 19.    

This is also the path where you will find the Accuracy Certification Statement, which we will discuss shortly.  

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Here is the path that you will use to find the ACCESS for ELLs Accountability ACS

The ACS will be due by May 26.

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The Accountability ACS is now required to be submitted electronically.

LEAs must use the RA‐EDACSSubmission@pa.gov email account.  

You must enter the subject line as it appears on the first page of the ACS and you must name the ACS file as printed on the ACS.   You can copy and paste it  

On the next slide, we provide a prototype of the ACS which shows you where you would look for the subject line and file name you need to include in your email transmitting your ACS. 

If this procedure is not followed, the ACS will be returned to you to correct and return.  

Questions on this process should be directed to the DDQ Data Collection Team at ra‐ddqdatacollection@pa.gov.

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Here is a prototype of what the first page of the updated ACS will look like and the red boxed area is where you would look for the subject line and file name you need to include in your email transmitting your ACS, as we discussed on the previous slide.

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