Effectively Utilizing LEP Data and
WVEIS Supports
Overview
•
•
•
•
Data Governance
LEP Screen
Basic Screen Functions
Interpretation of EOY LEP Certification
Data Governance is…
the processes and systems that govern the quality,
collection, management, and protection of data to
ensure a single source of the truth.
Consider this…
“One of the primary reasons people should care
about data is it is one of the most valuable assets
[in an organization]…[but] it’s only beneficial when
used appropriately.”
-Strout and Eisenhauer
Why do we need it?
•
•
•
•
•
Single version of the truth
Builds trust in our data
Better organizational collaboration
Decreased risk of compliance failures
Increases equity across the state
What does
Data Governance include?
•
•
•
•
Certified Data Collections
Metadata (the data dictionary)
Reporting from those certified collections
Data Stewardship across WVDE
– Privacy & Adherence to FERPA
– Accuracy in defining data elements
– Access for evaluating and monitoring programs
• Establishing & implementing systems and
processes
WVDE Governance Structure
- Data Policy Committee
Determines critical policy questions; stays
informed of issues, concerns, guidance
- Data Governance Committee
Decision makers; approve task
team proposals and research
proposals; County representation
(Cabell, Putnam, Wood)
- Data Steward Task Teams
Populate the data
dictionary, act as office
experts on their data,
serve on various task
teams; become FERPA
experts for WVDE
Committee Membership
Data Policy
Committee
Data Governance
Committee
Representatives
• WVDE Division
from
and Office leads
• the legislature
• County
• WorkForce WV
Representatives
• HEPC
• Birth to Three
• Education and
the Arts
• WVDE leadership
Data Steward Task
Teams
Representatives
from each Division
and Office at WVDE
Certified data
Because WVEIS is a live, transactional data system, we
need certified snapshots.
• Adhering to deadlines for data collections 
– Equity across the state with the same rules, timelines
applied
– Certified collections become the snapshots of information
– Window of time to focus on data accuracy
• Reviewing the data reports – whether through a WOW
menu item, or via paper/pencil methods where
applicable – and begin early
• Utilizing the windows to certify data
Certified Data(continued)
• Reading the communications with important
messages
• Following technical instructions to step you
through certification
• Seeking additional information (posted on the
WVEIS calendar page)
• Providing feedback and asking questions
Certified data will drive reporting (rather than our live,
transactional system)
October Collection
• The first certified data collection
– Was due on October 18
– New menu item through WOW for certification
– Menu item CERT.13 will remain visible
– 96% on-time certification rate!
Future Collections
• Collecting feedback about the CERT.13 menu
item to make future certifications as clear,
informational, and helpful as possible.
• Providing information further in advance
• 100% on-time certification by all
superintendents or designees
What all of this means
for future
• Working to build our new longitudinal data
system that will provide the single source of
high-quality educational information
Current Access
• People “In the Know” understand and
are able to access data: Educators and
Administrators
– Where to find it
– How to interpret it
– Lack of a “one-stop shop”
•
•
•
•
My School Performance
Accountability Report Card
Overall Testing Data
Enrollment
ZoomWV
• The federal grant money supports our work to create
a dashboard that
– Is easy to use
– Is transparent
– Is the one-stop shop for educational information
– Contains graphs, “why it matters” text
– Recognizes the many audiences that are
interested in how our schools are doing
• Let’s look at ZoomWV’s mock-up and other
state examples that we’d like to emulate
ZoomWV’s Mission
• Developed and vetted by Data Governance
Committee
• ZoomWV will adhere to the mission statement
established by the Data Governance Committee:
The PK-12 Statewide Longitudinal Data System is being
developed to ensure that a single, secure source of
accurate, high-quality information is available for end
users (e.g. school personnel, teachers, administrators,
WVDE staff, policymakers, public, etc.) to add value to
educational decision-making processes and improve
educational outcomes for students in West Virginia.
Expected Outcomes of
ZoomWV
1. A high-quality P-12 LDS (ZoomWV) from
certified data
2. Feed the state’s P-20W system
– A multi-agency project
– Pre-K, K12, post-secondary, and workforce
3. To help improve student achievement by
answering key educational policy questions
Expected Outcomes of
ZoomWV
4. To drive educational decision making
5. To automate required reporting that includes
only aggregate data which cannot be used
to identify individuals (i.e., EdFacts,
Consolidated State Performance Report, etc.)
– “Sharing Data”
– No PII are shared at the federal level
ZoomWV will adhere to
• The Family Educational Rights and Privacy Act (FERPA)
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.
html.
• Children’s Internet Protection Act (CIPA)
http://www.fcc.gov/cgb/consumerfacts/cipa.html.
• The Health Insurance Portability and Accountability Act
of 1996 (HIPAA) http://www.hhs.gov/ocr/privacy/
• The Children’s’ Online Privacy Protection Act (COPPA)
http://www.ftc.gov/coppa/
• Local and state-level guidance
LEP WOW Screen
• Record for students who have been identified as
LEP through a formal identification process.
• The process of identification or designation is
initiated when a Home Language Survey (HLS)
indicates that a student meets the official definition
of LEP as defined by NCLB.
• A screener is then administered to determine if a
student is already proficient or could benefit from
supplemental services.
• Students who score proficient on the initial
language screener should not be identified as LEP.
Likewise, the LEP tab record should not be
activated for the student.
LEP WOW Screen Cont.
• The LEP tab should only be initiated when
a student has been both identified
through the HLS and the screener.
• A student who has qualified through both
the HLS and the screener is now classified
as LEP until re-designation or “exiting”
occurs.
Components of LEP WOW
Screen
• Original Screening Date - When the ESL
teacher or district coordinator administered
the original language screening test.
• An ESL Entry Date – When the LEP Student
enters into a Language Instruction
Education Program (LIEP) or ESL program
ESL Exit Date
The date that a LEP student successfully meets
exit criteria:
(1) scoring “5” for two consecutive years on
the WESTELL and
(2) scores at “Mastery” level or above on the
Reading Language Arts (RLA) section of the
WESTEST 2.
A student should only receive an exit date when
both of these requirements have been fulfilled.
Designations & Status of
Service
• Student Receiving Services – Any student
enrolled in a LIEP or ESL program. This
includes any student receiving services levels
1-5.
- Students receiving services will be coded
with “S”.
- The student will show as an active record
because the exit criteria have not been
successfully met.
Designations & Status of
Service
• Removed at Parent Request – Any student
who has been removed from a LIEP or ESL
program at the request of a parent. This
occurs after services had been initiated.
- The student is still required to take the annual
language proficiency assessment (WESTELL).
- Students removed at parent request will be
coded with “R”.
- The student will still show as an active record
because the exit criteria have not been
successfully met.
Designations & Status of
Service
• Parent Waiver - Any student who has been
administered a language screening and has been
determined to qualify for services whose parent
refuses or waives the student’s right to participate in
a LIEP or ESL program.
- The student is still required to take the annual
language proficiency assessment (WESTELL).
- Students removed at parent request will be coded
with “W”.
- The student will still show as an active record
because the exit criteria have not been successfully
met.
Designations & Status of
Service
• Exited - Any student who has successfully met
the criteria to exit a LIEP or ESL program. - Students who have exited will be coded with
“X”.
- Any student coded as “Exited” must also have
an exit date on the LEP screen.
- A student who has exited the program will
show as a former LEP for two years.
- Note that transferring out of the county or
state does not constitute exiting LEP status.
Basic Screen Functions
• Student Transfer - Students who transfer out
of school or out of county do not satisfy the
criteria for exiting LEP status.
- The LEP record will show as active as the
student is LEP.
- Consult with your local WVEIS coordinator to
ensure that the student is coded for transfer.
Basic Screen Functions
• Student Graduation - Students who graduate,
through nature of promotion, do not satisfy the
criteria for exiting LEP status, and will be counted
as part of the LEP subgroup of graduates.
- The LEP record will show as active as the student
is LEP.
- Consult with your local WVEIS coordinator to
ensure that the student is coded for graduation.
Clerical Activation Errors
• In reviewing data identify a record that should
not have been activated
- IEP not LEP record
- Record prematurely activated for initially
fluent student
• Rare cases will deactivate. Must contact WVDE
Office of Federal Programs to make request.
• Note that removing a student at parent request
or parent waivers do not constitute as clerical
activation errors.
Interpreting the EOY LEP
Certification Columns
• LEP 10/01 Enrollment – These enrollment
numbers reflect the LEP students who were
enrolled during the October 1 data collection.
Action:
This column serves as a point of reference only.
Interpreting the EOY
LEP Certification
Columns
• LEP Live Enrollment – These enrollment
numbers reflect the live enrollment data.
Action:
Corrections to address inaccurate data reported
on the live screen can be made through the
source data file, STU.301. Once those changes
have been made, the WOW data will be updated
in CERT.EOY.
Interpreting the EOY LEP
Certification Columns
• Title III Served– These enrollment numbers
reflect any student who received services during
the past school year. This column will include
students who had an enrollment record at the
county for any length of time during the school
year.
Action:
Corrections to address inaccurate data reported
on the screen can be made through the source
data file, STU.301. Once those changes have been
made, the WOW data will be updated in CERT.EOY.
Interpreting the EOY LEP
Certification Columns
• Title III Former – These enrollment numbers
reflect any student who has successfully exited
LEP status through the established criteria. Note
that a student will appear in the Title III Former
for two years after successfully exiting the
program.
Action:
Corrections to address inaccurate data reported on
the screen can be made through the source data
file, STU.301. Once those changes have been made,
the WOW data will be updated in CERT.EOY.