Transcript Reporting Title I School Improvement through SIIS

Virginia Department of Education
Office of Program Administration and Accountability
Overview

Who needs to report data?

ESEA Flexibility – What are the implications?

School Improvement Implementation Survey (SIIS) Data
Collection – What is it and how does it work?

School divisions with Title I schools in School
Improvement must:
◦ Collect data related to school improvement sanctions
◦ Report data to the Virginia Department of Education
If Virginia receives approval for the ESEA
Flexibility, will this report still be required?
◦ Yes, the data reporting is for the 2011-2012 school year. Until
final approval is received from the U. S. Department of Education,
states and school divisions must continue to comply with all
existing ESEA provisions.
◦ If approval for the ESEA Flexibility is received, the effective date
of change will be with the 2012-2013 school year.
 It is anticipated that data elements for 2012-2013 will be related
to focus and priority schools. (Data elements are to be
determined.)

Accessible through Single Sign-On for Web
System (SSWS) with login and password

Once in SSWS, select School Improvement
Implementation Survey (SIIS)
What if I cannot find SIIS in the list of applications
to which I have access?
Contact your Division's SSWS Account
Manager to provide access.
The link below provides the name of the
person to contact:
https://p1pe.doe.virginia.gov/ssws/contactlist.doe

SIIS collects:
◦ DIVISION LEVEL data for School improvement
◦ SCHOOL LEVEL data for each school and each year of school
improvement sanctions
 Year 1: data for public school choice (PSC)
 Year 2: data for PSC and Supplemental Educational Services (SES)
 Year 3: data for PSC, SES, and corrective action
 Year 4: data for PSC, SES, corrective action, and preparing for
alternative governance
 Year 5-beyond: data for PSC, SES, corrective action, preparing for
alternative governance, and alternative governance

Division-level Public School Choice (PSC) data:
– Method of parent notification of PSC option
Select one or more of the options listed.
– School division’s capacity to receive and transfer PSC students


Respond to each question.
– School division funding spent on PSC and SES.
 Enter appropriate amounts (no commas).
Refer to SIIS image #1 in handout.
After entering and saving data for division-level
questions, select “School Input” from the menu in the
upper right hand corner of the screen


SIIS collects school-level data for each school and each
year of School Improvement sanctions.
Divisions must select each school and enter data for all
sections displayed on that school’s page.


Data must be entered in this section for ALL
Title I schools in School Improvement.
For Title I schools in Year 1 of School
Improvement, this is the only section that will
allow data entry.

All students attending Title I schools in School Improvement
that have applied for transfer must be coded in End of Year
(EOY) record collection as one of the following:
◦ 1: applied for transfer to another school BUT the request was not granted
for School Choice
◦ 2: applied for transfer, AND the request was granted BUT did not transfer
to the approved school for School Choice
◦ 3: applied for transfer, AND actually transferred from Responsible School
to the Serving School
(File layout position 53, data element id 283)

PSC figures prepopulate to SIIS.
SIIS Data Collection: School Level Input,
Public School Choice Data
SIIS PSC DATA ELEMENTS
VALUE
1. Parental notification date
xx/xx/xxxx
2. Students who applied for and were granted transfers
number*
3. Students who applied for and were NOT granted transfers
number*
4. Students who applied for and were granted transfers but did
NOT transfer
number*
5. Capacity to grant all transfer requests
yes or no
6. If limited capacity to transfer, were lowest-achieving, lowincome students served first?
yes or no
7. If limited capacity to transfer, was a priority waiting list created
for future placements if slots become available?
yes or no
8. Students that applied for and were granted transfers in current
and past consecutive years of school improvement
number*
*prepopulated from EOY
Refer to SIIS images #3 in handout.
SIIS Data Collection: School Level Input,
Supplemental Educational Services

Data must be entered in this section for Title I
schools in Year 2 or beyond of School
Improvement.

Exceptions:
◦ Title I schools in Year 1 and participating in the USED
Waiver for 2011-2012.
◦ School divisions allowed to offer SES in Year 1 due to no
PSC options.

All students attending Title I schools in School
Improvement must be coded in EOY as one of the
following:
◦ 1: student did not apply to receive services
◦ 2: student received services
◦ 3: student applied to receive services but did not receive
services
(File layout position 54, data element id 285)

All students coded as “2” in EOY prepopulate into
SIIS as “incomplete” and need additional data.
SIIS SES SCHOOL DATA ELEMENTS
VALUE
1. Parental notification date
xx/xx/xxxx
2. Students who applied for and received SES
number*
3. Students who applied for and did NOT receive services
number*
4. If applicable, reasons why some students applied for but
did NOT receive services
Choose from
drop-down menu
*prepopulated from EOY
If the value of #3 is greater than zero,
a menu of possible reasons will appear for #4.
Refer to SIIS images #4 in handout.
After answering questions number 1-3 (and number 4 if applicable),
click on the blue link to enter individual student SES data.
Refer to SIIS images #5 in handout.
SIIS SES STUDENT DATA ELEMENTS
VALUE
SES subject area (reading or mathematics or science)
choose from
drop-down menu
SES provider name and code
choose from
drop-down menu
Beginning date of service (must be between 9/01/2011 and
8/31/2012)
xx/xx/xxxx
End date of service (must be between 9/01/2011 and
8/31/2012)
xx/xx/xxxx
Hours of service (must be <1000)
xxx or xxx.xx
Refer to SIIS images #6 in handout.

Data must be provided in SIIS for ALL students
showing as “incomplete.”

A student will have multiple records if:
◦ The student received services in two or more (reading,
mathematics, science); and/or
◦ The student received services from different providers.

School divisions have two options for providing
SES data:
1. Manual entry for every “incomplete” student
2. Upload SES data via a tab-delimited file*
 Helpful if division has a large number of SES participants
 Data elements may be kept in an Excel spreadsheet during academic
year.
 Excel spreadsheet can be converted to a tab-delimited file when SIIS
opens for data collection next summer.
*Please note: Only school divisions uploading SES data will use the “Submit Data” feature.
Refer to SIIS tab-delimited file instructions and link to the provider codes in handout.

Example of an excel spreadsheet to be converted to a tab delimited
file. The column widths match the length requirement for the tab
delimited file.

Once you open the excel file in notepad and save it as
tab delimited file (.txt), the appearance of the page
should be a depicted below.

When your tab delimited file (.txt) appears as below, it is
ready to be uploaded to SIIS by the using the “Submit
Data” feature.
Frequently Asked Question:
Why are students that did not receive services showing up as
“incomplete” in SIIS?
Answer:
Only students coded as “2” in EOY populate to SIIS as
“incomplete.” In the case above, students were incorrectly
coded in EOY. Once EOY is resubmitted with the correct SES
code for each student, any false “incomplete” students will no
longer appear in SIIS.
Frequently Asked Question:
What is the advantage of uploading the data over manual entry?
Answer:
Reduce the margin of error form manual entry, and the process
takes less time.
Frequently Asked Question:
An error message appears after the tab-delimited file is uploaded.
What is wrong?
Answer:
The tab-delimited file format does not match the specifications.
Formatting errors may include the wrong column width, dates
outside of the designated time frame, incomplete records, etc. If the
source of the improper formatting cannot be found at the local level,
contact Becky Marable at (804) 371-0044 for assistance.

Data must be entered in this section for Title I
schools in Year 3 or beyond of School
Improvement.

Enter which corrective action(s) the school
implemented for the 2011-2012 school year.
Refer to SIIS image #7 in handout.

Data must be entered in these sections for schools
in Year 4 or beyond of School Improvement:
◦ Planning for Alternative Governance, Section A
◦ Planning for Alternative Governance, Section B
◦ Notifications
◦ Meetings Conducted
Refer to SIIS images #8-12 in handout.

Data must be entered in these sections for schools
in Year 5 and beyond of School Improvement:
◦ Alternative Governance
Refer to SIIS image #13 and #14 in handout.
Print Verification Report after all data have been
entered for Division Input and all schools in School
Input.
Verification Report will not print nor show a signature line on
page 1 unless all data elements have been entered for the
school division
If signature line is missing,
review report for missing data.

If signature line appears on page 1 of Verification
Report:
◦ Review ALL data in the report for accuracy.
◦ Division superintendent signs the cover page verifying that
the data are accurate.
◦ Once the cover page has been signed, scan and send
electronically to Helen Tucker, administrative assistance at
[email protected].

Congratulations! Your school division has
successfully completed SIIS data entry for the
previous school year.

The collection window will be open in early
August.

The collection window cannot be opened until the
End of Year Student Record Collection has been
completed.

The Department’s goal is to complete the SIIS
collection before the Fall Student Record
Collection is open for the current year.

Serves as documentation of school divisions’
implementation of Title I School Improvement sanctions.

Reported in the annual Consolidated State Performance
Report.

Analyzed as part of an annual SES statewide evaluation.

Used for other federal and state reports as required.
Becky Marable
Title I Coordinator
(804) 371-0044
[email protected]
Philip Iovino
Title I Specialist
(804) 371-2934
[email protected]