Virginia Department of EducationOffice of School Improvement

Data Requirements for High Schools that are Accredited with Warning or Provisionally

Accredited-Graduation Rate

Electronic data system requirements ◦ System Options◦Uploading the Pre-HS data file into SSWS (due October 31)

Requirement Step-by-step instructions for upload

◦VEWS Demonstration

The 8 Elements of HS Improvement Webinar Series (which must be viewed by April 15)

High schools must implement an electronic data query system that will do the following:◦House information on student Attendance, Behavior, and

Course performance (ABC’s)◦ Identify which students are at risk for failure or dropping

out according to established thresholds◦Assign interventions to identified students◦Monitor the success of the interventions assigned and

provided based on periodic data uploads (at least quarterly)

Option 1a: DataCation◦$500 per school (annual fee)◦Can be used K-12◦Can upload data quarterly, every six weeks, or

monthly For more information, go to

http://www.doe.virginia.gov/support/school_improvement/dashboard/index.shtml

or contact Peter Bencivenga at 866-817-0726 X103 or pbencivenga@datacation.com

Option 1b: VEWS ◦High schools only (research-validated by National High

School Center and VDOE for grade 9)◦ Free◦ Can upload data quarterly

An overview of VEWS will be provided later in this presentation

For more information, go to http://www.doe.virginia.gov/support/school_improvement/early_warning_system/index.shtml

Option 2: Comparable system – must be approved by OSI NOTE: To be approved, the system must allow the school to

assign and monitor interventions Option 3: Complete quarterly report – must be approved by

OSI NOTE: Since high schools have access to VEWS at no cost, a

compelling reason not to use VEWS must be presented to merit the use of the quarterly report

Each school must submit the Division Approval Form for Quarterly Data System in Indistar® by November 15

Required for all high schools in warned or provisional status regardless of the data query system that they choose

Must be submitted to VDOE through the EWTI application of SSWS by October 31

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You will need computer files from following Web site: http://www.doe.virginia.gov/support/school_improvement/early_warning_system/index.shtml

1. VEWS Tool (XLSM)

2. Implementation Guide (PDF)

3. Technical Manual (Word)

1. Download the VEWS Tool, the Implementation Guide, and the Technical Manual

2. Work with your school or division technology person to prepare the pre-high school template on pages 18-24 of the technical manual• Division number• School number• State Testing Identifier (STI)• Final grade English, previous year and 2 years prior• Final grade mathematics, previous year and 2 years prior• Total in- and out-of-school suspensions, previous year

3. Submit the tab delimited (.txt) file to VDOE through SSWS using the Early Warning Tool Interface (EWTI) application

4. Receive email notification when files are ready for pick-up via the SSWS drop-box

5. Retrieve 2 files from the SSWS drop-box as soon as you receive the email notification (files will be deleted after 10 days)• File 1 -tab delimited (.txt)—pre-high school risk file--appended

with “DOE.txt” • File 2--comma separated value file (.csv) --student information

file--appended with “student information.csv”

6. Set up the VEWS tool (Technical Manual pages 8-14): • Open VEWS • Enable Macros• Under “Tool Setup,” complete “School Information”• Under “Tool Setup,” complete “Tool Settings”• Under “Tool Setup,” complete “Intervention Settings”

7. Import data from pre-high school files• Under “Data Inputs,” select “Student Information”

• Select “Import Data,” and import the .csv file that you received from EWTI

• Under “Data Inputs,” select “Virginia Student Pre-High School Risk Status”• Select “Import Data,” and import the .txt file that you received

from EWTI

Once you have completed these steps, you will be able to view which students are flagged as at-risk according to the pre-high school index.

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Early warning systems (EWS) rely on readily available data housed at the school to:Predict which students are at-risk for dropping out of high schoolTarget resources to support off-track students while they are still in school, before they drop outExamine patterns and identify school climate issues

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In collaboration with the National High School Center, the Virginia Department of Education developed the Virginia Early Warning System (VEWS)

VEWS allows users to:• Import data• Integrate behavioral indicators (referrals and suspensions)• House an inventory of dropout prevention interventions• Assign students to intervention programs and monitor student

response and progress in the interventions over the course of the school year

• Create pre-set school-level summary reports, detailed student-level reports, and individual student reports

• Create customized student-level reports

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Indicator Time Frame Benchmark (red flag)

Pre-High School Before school beginsVirginia DOE validated pre-high school index

AttendanceFirst 20 or 30 days, per grading period, end of year (annual)

Missed 10% or more of instructional time

Course failuresPer grading period, end of year (annual)

Failed one or more semester courses (any subject)

Grade point averagePer grading period, end of year (annual)

Earned 2.0 or lower (on a 4-point scale)

CCSR “on track” indicator

End of year (annual)

Failed two or more semester core courses, or accumulated fewer credits than the number required for promotion to the next grade

Referrals and suspensions

Per grading period, end of year (annual)

Locally validated

DEMONSTRATION: VEWS Tool Introduction Screen

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DEMONSTRATION: Intervention Settings Page

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DEMONSTRATION: Student Performance Page

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DEMONSTRATION: Student Risk Status Page

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DEMONSTRATION: Year Total Indicators of Risk: Before the End of GP4

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DEMONSTRATION: Year Total Indicators of Risk: After the End of GP4

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DEMONSTRATION: Student Interventions PageNo Student ID selected, showing all interventions assigned

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DEMONSTRATION: Assigning Student to Intervention (1/3)Right-click a student’s name from the Student Risk Status Page and select

“Assign to intervention…”

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DEMONSTRATION: Assigning Student to Intervention (2/3) Student appears on Student Interventions Page

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DEMONSTRATION: Assigning Student to Intervention (3/3)Click “Assign Intervention to Student,” select intervention program from drop-down

menu, and fill in start and end dates

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A mapping framework for high school improvement efforts developed by the National High School Center

Based on research on comprehensive school reform Aligned with many of the school improvement indicators

that high schools may select in their Indistar® school improvement plans

A self-assessment tool based on the Eight Elements has also been developed

http://www.betterhighschools.org/eight/overview.asp

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View the pre-recorded series on the Eight Elements of High School Improvement developed by the VDOE and The Virginia Foundation for Educational Leadership (VFEL)

http://www.doe.virginia.gov/support/school_improvement/training/index.shtml Eight sessions PowerPoints and supplemental materials available for

download All eight sessions should be viewed by the school

leadership team, including the division contact, no later than April 15

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