leap reporting 2004. reporting dates early reporting districts –august 4 districts must submit...

LEAP Reporting 2004

Reporting Dates• Early reporting districts

– August 4 Districts must submit data to RIC– August 6 Last day RIC can submit LEAP files to SED

• Late reporting districts– August 25 Districts must submit data to RIC– August 27 Last day RIC can submit LEAP to SED

• LEAP and STEP due dates may be found at: – www.emsc.nysed.gov/irts/leap/home.html– www.emsc.nysed.gov/irts/leap/home.html

AIS (Academic Intervention Services)• Grades 4 & 8 ELA and Mathematics:

– Schools are required to determine the type/intensity of AIS for students who score at Levels 1 and 2 on the ELA and math tests.

• Grade 4-Sci, Grade 5-SS, Grade 8-SS, & Grade 8 Sci:

– The type/intensity of AIS must be determined for students who achieve a score below 65 (Levels 1 and 2).

• Guidance in making such determinations is provided in June 2000 James Kadamus memo - found at– http://www.emsc.nysed.gov/top/ais-fieldmemo-final.html

http://www.emsc.nysed.gov/top/ais-fieldmemo-final.html

http://www.emsc.nysed.gov/top/ais-fieldmemo-final.html

Reporting Guidelines• Grades 4 & 8 ELA and Mathematics:

– Schools are required to determine the type/intensity of AIS for students who score at Levels 1 and 2 on the elementary- and intermediate-level ELA and mathematics assessments.

• NCLB - Making adequate yearly progress– In English or Mathematics, requires– Districts/schools must test 95 percent of students in the subject

and grade in each accountability group with 40 or more students enrolled on test administration day.

– All, includes students not continuously enrolled– Districts/schools failing to test 95 percent of these students cannot

make adequate yearly progress, regardless of performance.

Reporting Guidelines• NCLB - Making adequate yearly progress

– Beginning in 2003–04, there is greater flexibility in the calculation of participation rate for ELA & Math

– If an accountability group falls below the required 95 percent participation rate in 2003–04, SED will calculate the weighted average of the participation rates for that group in 2002–03 and 2003–04. If this average participation rate equals or exceeds 95 percent, that group will be considered to have met the participation requirement.

– This will be determined by the data SED receives and has on file for last year.

AMO (Annual Measurable Objectives)

• AMO for ELA & mathematics – Based on the school accountability performance index. NCLB

requires 3 performance indicators, science is this 3rd indicator

• Making AYP – A group, 30 or more continuously enrolled students must achieve

one of the following:– Performance of each group must meet/exceed the AMOs for the

subject and grade level; or– Any group that did not meet/exceed its AMO must make “safe

harbor,” (compared with the previous year, the gap between the performance index and the goal of 200 on the performance index must decrease by 10 percent, and that accountability group must met the State performance standard or its progress target in science)

AYP (Adequate Yearly Progress)

• To make adequate yearly progress in ELA/math, a group must meet both 95% participation and the performance requirement.– If any group fails to make AYP in ELA or math, the district/school

fails to make AYP in that subject. – To make AYP in science, the "All Students" group must either

meet the State science standard or its progress target for ELA & math are based on the school accountability performance

– For more information on making AYP or accountability rules under NCLB, refer to "School and District Accountability Reports Implementing No Child Left Behind (NCLB)" PowerPoint at: http://www.emsc.nysed.gov/repcrdfall2003/home.html

LEP (Limited English Proficient)• NCLB requires all LEP students be tested annually

using the NYSESLAT (New York State English as a Second Language Achievement Test) All LEP students even if they take a any ELA test.– For LEAP 2003–04, NYSESLAT scores for both the 2002–03 and

2003–04 will be reported.– A fatal error will occur on the LEAP software if a 2003-04

NYSESLAT assessment record is not provided for a student classified as LEP.

– USDOE approved the NYSESLAT as the required measure of ELA for LEP students in grades 4 & 8 who enrolled in a school in the US after January 2, 2001; that is, less than three full consecutive years.

LEP (Limited English Proficient) continued

• LEP students who enrolled between Jan 3, 1999 and January 2, 2001 may be eligible for an exemption. (see chart for more details)

LEP testing in Other Academic Areas• All LEP students are required to take tests

in math, science, and social studies. – These tests may be administered in the student’s

native language. – Failure to test students on in math could result in the

school failing to make AYP.

– Students who enrolled between Jan 3, 1999 and January 2, 2001 may be eligible for an exemption.

– Districts/schools must test all LEP students in all subject area. Failure to test 95 percent of all enrolled students and 95 percent of LEP students will result in the district/school not making AYP.

Students with Disabilities• All students with disabilities in the required grades

or, un-graded, at the required ages must test– Tests are - ELA, math, science, and social studies or– NYSAA (NY State Alternate Assessment), if eligible; or – Locally selected assessment.– Districts/schools that fail to test 95% of disabled students in ELA

& math will not make AYP. – Regulations do not limit the percentage of students who can

participate in the Alternate Assessment.– Regulations limit the percentage whose performance can be

measured using the alternate standard for accountability purposes.

Backmapping• Schools with only grades, below grade 4:

– NCLB requires all schools be included in the State accountability system.

– Feeder schools, elementary schools that donot serve grade 4 and thus does not administer State tests.

– Accountability decisions for feeder schools are based on backmapping.

– Schools serving grade 4 students received from a feeder school within the district are required to identify that school on the student's grade 4 LEAP record.

Backmapping continued

• Determining AYP for backmapping Schools:– If all schools with grade 4 in a district with feeder schools made

AYP, SED will consider all feeder schools in also made AYP.– If one or more schools with grade 4 failed to make AYP in ELA,

mathematics and/or science, SED will aggregate the 4th grade results in that subject area by feeder school to determine if AYP was made in that subject.

– SED will not, hold feeder schools responsible testing 95 percent of their former students tested in grade 4.

– If a feeder school fails to make AYP in ELA, math, and/or science for two consecutive years, the school will be placed in school improvement status and will be subject to the same sanctions as other schools in that status.

Backmapping continued

– See pages 47-51 for the list of schools required to submit data on feeder schools.

– If backmapping data is not submitted in the 2003-04 LEAP file for a feeder school, it will be judged to have not made AYP. This judgment will be made even if every grade 4 school in the district makes AYP in 2003-04.

– The backmapping accountability requirements apply not only to all continuously enrolled students in the feeder school but also to sub groups.

– all schools with grade 4 in a district with feeder schools made AYP, SED will consider all feeder schools in also made AYP.

Reporting Responsibilities

• Students reported at the school level will be included in the school & district report card.

• Students reported at the district level (Out of District Placement = "0999" & a Service Provider Code) will be included in the district report card only.

• Each district must submit data in the specified grades for all students who, at any time during the school year, were registered in any district/school.

Reporting Responsibilities continued

• Report students placed in programs outside the district by the CSE or by district and school administrators.– These students include (but not limited to) students counted on

the BEDS District Summary Form in the following categories:• resident students in equivalent attendance programs; • resident students attending BOCES on a full-time basis; • students with disabilities attending a State-approved nonpublic school, a

special act district, the New York School for the Deaf, or the New York School for the Blind; and

• students receiving home-bound instruction who were not counted as enrolled in a district school.


• Principals of public schools responsibilities;– Records for all grades 4, 5, and 8 students & un-graded

students of equivalent age who were on the school’s attendance register at any time during the school year.

– Records for all LEP students in grades K–8

– If the student is not enrolled at the time of test administration, the student should be reported with a Standard Met Code of "95".


• Superintendents of school districts responsibilities;– Reporting data for students residing in the district who are not the

reporting responsibility of any principal for grades 4, 5, and 8 students; un-graded students of equivalent age. .

– Records for all LEP students in grades K–8

– If the student is not enrolled at the time of test administration, the student should be reported with a Standard Met Code of "95".

– The superintendent must report students who have been placed in educational programs outside the district by the Committee on Special Education or by decision of district and school administrators.


– The determining factor in deciding who is responsible for reporting students placed outside the school district, is which educational facility "owns" the CSE rights. The following guidelines should be used when determining who must report the student's results:

• District placed: If a student is placed into another educational facility by your district, your district is responsible for the student’s education and therefore must report this student through LEAP.

• Districts are NOT responsible for reporting students placed in educational by a Court, or a parent or legal guardian

• The school or district in which the court, or parent, or legal guardian placed the student must report the student's results.


• K-6 or K-8 districts that contract with other school districts for educational services for their secondary-school students.– These students are reported by the school of attendance.

• Students must be reported in the building in which they are enrolled (spend the majority of their day). – If a district consolidates students with disabilities into one

building, that building must report these students– Districts should be prepared to document for auditors that all

required data, & students were they are being reported.

Superintendent’s Certification• The superintendent is responsible for verifying

and certifying the accuracy of the district file.– Software provides verification reports showing the summaries of

State assessment, results that will appear on district and school report cards, the outcome measures (performance indices and participation rates) that will be used to determine accountability status of the district and the schools within the district.

– Detail reports showing the data for individual students can be obtained using this software.

– Before the LEAP file is submitted to the SED, the superintendent MUST review these verification reports with school principals and verify that the data file being submitted is complete and accurate.

Superintendent’s Certification continued

• Districts submitting early preliminary files, can submit a corrected files by its deadline.

• Districts submitting its first file on the due date, will not be allowed to submit a corrected file,

• Districts have been notified of their due date.• No files or appeals of accountability status will be

accepted after these deadlines. • The Superintendent is responsible for verifying and

certifying the accuracy of the district file.

Superintendent’s Certification continued

• The importance of the Superintendent's Certification cannot be overemphasized. – By signing this form, the superintendent confirms that he or she

has reviewed the LEAP verification reports and confirmed the data on them to be accurate.

– Any questions that the superintendent has about the accuracy of the data reported should be addressed before he or she signs the certification.

– The RIC is only authorized to transmit the LEAP data file to SED after the superintendent has signed the Certification.

Who, What, When Where to Report• Which schools must report through LEAP?

– All public schools/districts, including special act districts, with enrollment in grades 4, 5, and/or 8 and/or enrollments of un-graded students who have reached the required age for testing must report through LEAP.

– In addition, all schools/districts with LEP students in grades K–8 must report through LEAP.

– Schools that administered the intermediate-level science test to 7th graders are also required to report through LEAP.

Who, What, When Where to Report continued

• Which students must report through LEAP?– All general-education students in grades 4, 5, and 8, including

students who were retained in grade.– All students in grade 7 who were administered the Grade 8

science test in the 2003–04 school year. – All graded students with disabilities in grades 4, 5, and 8,

• Also test and report any graded student with disabilities who has reached the maximum age for testing students with disabilities and has not been tested previously, regardless of his or her current grade level.

– Report all un-graded students with disabilities who took a State test during the 2003–04 school year.

– Report all un-graded students with disabilities in the age ranges specified below: (next page)


– Grade 4: An un-graded student with disabilities must be tested & reported on the grade 4 assessments or the NYSAA no later than during the school year (July 1–June 30) in which the student reaches his or her eleventh birthday.

– Grade 5: An un-graded student with disabilities must be tested and reported on the grade 5 assessment no later than during the school year (July 1–June 30) in which the student reaches his or her twelfth birthday.

– Grade 8: An un-graded student must be tested and reported on the grade 8 assessments or the NYSAA no later than during the school year (July 1–June 30) in which the student reaches his or her fifteenth birthday.


– If a student with disabilities within these age ranges has not previously been reported, an assessment record for the appropriate assessment for his or her age must be included in this LEAP file, regardless of whether the student was assessed in 2003–04.

– Guide for Determining Grade Level: • A student with disabilities (not including NYSAA eligible students) who

attends classes with a particular grade should be reported in that grade. • Student with disabilities who attends classes with more than one grade

should be reported in the grade they attend for the majority of their classes. • Students with disabilities who are identified by the CSE as "un-graded" may

be reported as such. • Students with severe cognitive disabilities who are eligible to take the

NYSAA must be reported as un-graded for LEAP reporting & must be reported in the year in which they are age-eligible for NYSAA testing, even if they are considered graded by the school/district.


– All students with severe disabilities who were administered the New York State Alternate Assessment (NYSAA) at the elementary or intermediate level in the 2003–04 school year.

– Students in the age ranges shown in the table below who are eligible to take the NYSAA, must be tested, Unless previously tested in that level.

– NYSAA eligible students in the age ranges below who were not tested in 2003–04 should be given a Standard Met code of "97" for administrative error.


– All LEP students, in grades K–8. – If a LEP student was not administered the NYSESLAT in 2003-04

for any of the modalities (listening, speaking, reading, writing) the student’s NYSESLAT assessment record for that modality should have a Standard Met code of "97" for administrative error.

– An un-graded student with disabilities should be tested and reported on the appropriate NYSESLAT assessment during the school years (July 1–June 30) in which the student reaches the age listed:


– Students should not be retested in ELA and math, science, or social studies unless they have been retained in the grade in which the test is administered.

• This is true even if they are repeating the subject matter for grade 4, 5, or 8.

• To summarize, if a student is retained in the grade, the student must be retested.

• If the student has advanced to the next grade level yet is repeating a specific subject, the student can not be retested.

– All students who begin grades 4 or 8 and are promoted to the next grade level during the school year must take the appropriate assessments in English language arts and mathematics, unless they were tested in the previous school year.

– The assessments must be reported with the 4th or 8th grade cohort in the year the assessment was administered.


– Students must be reported in the building in which they are enrolled (spend the majority of their school day).

• If a district consolidates students with disabilities into one district building, that building must report these students.

– Homebound (home-tutored) students must be tested and reported under the school where they are officially enrolled. A homebound student is a student who is unable to attend school because of a physical, mental, or emotional illness or injury substantiated by a licensed physician and is instructed at home or in a hospital by a tutor provided by the school district in which the student resides.

– Home-Instructed (home-schooled) students, as opposed to homebound students, must be reported with the first 8 digits of the district BEDS code followed by "0888” if they took the test.


• Which assessments must be reported?– Un-Graded elementary and intermediate students who qualify

for the alternative Assessment• NYSAA

– Grade K-8• NYSESLAT

– Grade 4 and un-graded students that are age appropriate • English language arts (ELA and or NYSESLAT)• Mathematics• Science.

– Grade 5 students and un-graded students that are age appropriate

• Social Studies


• Which assessments must be reported?– Grade 8 and un-graded students that are age appropriate

• English language arts (ELA and or NYSESLAT)

• Mathematics

– Students who took the Grade 8 Math test in grade 7 report the record with their grade 8 LEAP data

• Science. (Regents can be reported in place of the grade 8 science)

• Social Studies

– Grade 7 students who took the Grade 8 Science Test


• Medical Emergencies– Directions for Coding Students as Unable to Participate in a State

Assessment in ELA or Mathematics Due to Significant Medical Emergency:

– Students unable to participate in the required testing grades 4 & 8 because they were absent during the regular and make-up administration periods due to a significant medical emergency may be excluded from the calculation of participation rate.

– Students who are homebound or placed in a hospital setting and receive instruction in that setting must be tested in that setting or in a school unless a medical practitioner provides documentation that the student was too incapacitated by illness or injury to be tested.


• If a district wishes to use the Medical exception for a student, – it must maintain proper documentation– The Standard Met field must contain the code "93” - Score “999”– the student must have been incapacitated for the period of time

indicated in the following table:.

Changes in the reporting of data• FILLER (position 17 - formally Building Status)

– This field has turned into a filler field. No data required.

• FILLER (position 47 - Formally Program Services)– This field has turned into a filler field. No data required.

• Service Provider Code (positions 49–60)– Students placed outside the district of residence must report a

12-digit BEDS of the Service Provider. – Used used to provide backmapping data of feeder schools– Students in out of district placement and from a feeder school,

report the out-of-district placement code.

Changes in the reporting of data• ELL/LEP Status (position 61)

– New Code “5” replaces codes “2” & “3”

• Years Enrolled in BE or ESL Instruction (position 62)

Changes in the reporting of data• Backmapping district list

BED's District Schl Beds School480102 Carmel CSD 480102060001 Kent Primary School480601 Brewster CSD 480601060001 Garden Street School480601 Brewster CSD 480601060004 John F. Kennedy ES

500108 Nanuet UFSD 500108030002 George W. Miller ES500201 Haverstraw-Stony Point CSD 500201060002 Gerald F. Neary ES500301 South Orangetown CSD 500301060004 Tappan Zee ES500402 East Ramapo CSD (Spring Valley) 500402060001 Fleetwood ES500402 East Ramapo CSD (Spring Valley) 500402060002 Grandview ES500402 East Ramapo CSD (Spring Valley) 500402060003 Hempstead ES500402 East Ramapo CSD (Spring Valley) 500402060005 Margetts ES500402 East Ramapo CSD (Spring Valley) 500402060010 Summit Park ES

660401 UFSD — Tarrytowns 660401030002 W.L. Morse School660402 Irvington UFSD 660402020004 Dows Lane (K-3) School660407 Greenburgh CSD 660407060009 Highview School660805 Valhalla Union Free School 660805030003 Virginia Road ES661100 New Rochelle City SD 661100010001 Henry Barnard School661201 Byram Hills CSD 661201060002 Coman Hill School661401 Ossining UFSD 661401030001 Brookside School661500 Peekskill City SD 661500010002 Oakside School662101 Somers CSD 662101060002 Primrose School662402 Yorktown CSD 662402060005 Mohansic School662402 Yorktown CSD 662402060006 French Hill ES

SED Contacts• Information and Reporting Services (IRS)• (518) 474-7965

– School Report Cards - - Martha Musser

– LEAP, Assessment data - Dawn Thompson

– & Verification reports - Clara Browne

– NYSAA, 5 & 8 SS, 8 SCI - Carolyn Bulson

– NYSESLAT - - - Kevin McCarthy

LHRIC Contacts• Rob Mahig - (914) 592-4203 x 287• Jim Maher - (914) 592-4203 x 245• Maureen McCarthy - (914) 592-4203 x 337• Fax: - - (914) 592-2259• E-Mail: - - [email protected]• - - [email protected]• - - [email protected]

• Address - - LHRIC - Southern Westchester BOCES• 44 Executive Boulevard• Elmsford, NY 10523

Celebrate Completion

• Fireworks

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