31
October 12, 2011 Dave Bockes Dr. Lynn Sodat Virginia Department of Education Office of School Improvement Virginia Early Warning System (VEWS) Tool Pre-HS Data Upload Instructions
October 12, 2011
Dave BockesDr. Lynn Sodat
Virginia Department of EducationOffice of School Improvement
Virginia Early Warning System (VEWS) Tool
Pre-HS Data Upload Instructions
2
This presentation utilizes the following computer files from the Virginia Department of Education Website (click on the link to access the website and files): (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) - Revised February, 2011
4. Partially loaded VEWS tool (XLMS) Sample data file (grading period 4)
5. Sample data file (grading period 4) (TXT)
3
Inform school divisions what needs to be submitted to DOE by October 20, 2011
Provide a walkthrough of how to upload the Pre- High School Risk Status file into SSWS
Provide an overview of early warning systems
Demonstrate the VEWS Tool
1. Open Excel and Enable Macros (Technical manual pages 3-5)2. Download the VEWS Tool3. Complete Tool Setup (3 step process – Technical Manual
pages 8-14))◦ School Information◦ Tool Settings◦ Intervention Settings
4. Enter required data for Pre-HS upload and submit to DOE through SSWS Early Warning Tool Interface application (technical manual pages 18-24)
5. Upload files received from DOE into tool◦ Student Information◦ Virginia Student Pre-High School Risk Status
6. This process must be completed by Oct. 20, 2011
5
6
7
Tool Setup◦ See pages 8-9, 11, 13-14◦ 3 Step Process
VEWS\technical_manual_Feb_2011.docx
EWTI◦ See pages 18-24◦ Examine file specifications on pages 21-22◦ Upload data file
◦ VEWS\technical_manual_Feb_2011.docx
Logging on to the Early Warning Tool Interface
Upload and Submit Data◦ See page 24
VEWS\technical_manual_Feb_2011.docx
After successfully uploading a data file using the specifications set forth in these instructions, you will receive two data files via the SSWS Drop box (see Table 3 on pages 21-22):
One with the student information to upload into VEWS
The second with the pre-hs risk status to upload into VEWS
Remember, before uploading these two files into the VEWS tool you must complete the “Tool Setup” (Technical manual pages 8-14)
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 school
◦ Target resources to support off-track students while they are still in school, before they drop out
◦ Examine patterns and identify school climate issues
12
• In collaboration with the National High School Center, the Virginia Department of Education has developed the Virginia Early Warning System (VEWS).
• The VEWS allows users to:
• Import data
• Accommodate local contextual factors for high schools (e.g., semesters vs. trimesters vs. quarters)
• Modify the benchmarks/thresholds based on analysis of longitudinal data (i.e., indicator validation)
• Integrate behavioral indicators (referrals and suspensions)
13
Features, continued:• 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
14
15
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
16
DEMONSTRATION: VEWS Tool Introduction Screen
17
18
19
20
DEMONSTRATION: Intervention Settings Page
21
DEMONSTRATION: Student Performance Page
22
DEMONSTRATION: Student Risk Status Page
23
DEMONSTRATION: Year Total Indicators of Risk: Before the End of GP4
24
DEMONSTRATION: Year Total Indicators of Risk: After the End of GP4
25
DEMONSTRATION: Student Interventions PageNo Student ID selected, showing all interventions assigned
26
DEMONSTRATION: Assigning Student to Intervention (1/3)Right-click a student’s name from the Student Risk Status Page and select
“Assign to intervention…”
27
DEMONSTRATION: Assigning Student to Intervention (2/3) Student appears on Student Interventions Page
28
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
29
Send the file through the EWTI application in SSWS
You will get two files back One with the student information to upload into VEWS The second with the pre-hs risk status to upload into
VEWS Before uploading these two files into the
VEWS tool you must complete the “Tool Setup”
You will need to bring the “Pre HS Risk Report” with you to your first regional face-to-face meeting
30
Final Reminders
31
More VEWS Information
• Virginia Department of Education Websitehttp://www.doe.virginia.gov/support/school_improvement/early_warning_system/index.shtml
• VEWS Data and technical questionsDave Bockes, Office of School ImprovementEmail: [email protected]
• VEWS School improvement and intervention questionsDr. Lynn Sodat, School Improvement Specialist Email: [email protected] Ann Burkholder, Student Assistance Systems CoordinatorEmail: [email protected]
