End-of-Cycle Template Guidance
School Year 2014-2015
Document Link: http://j.mp/EOCguide
Revision Date: February 23, 2015
Prepared by Bruce Henecker, RAC 3 Data Specialist
Contact Information:
Email: bruce.henecker@doe.state.nj.us
Work: (973) 220-4721
Table of Contents
Overview ..................................................................................................................................................... 3
School Goals ................................................................................................................................................ 4
Getting Started ............................................................................................................................................ 5
Accessing the EoC Data Template ...........................................................................................................................5
Naming the EoC Data Template ..............................................................................................................................5
End of Cycle Data Submissions ..................................................................................................................... 6
EoC Data Calculations .................................................................................................................................. 7
Culture and Climate Data .......................................................................................................................................7
Discipline and Attendance Data ..................................................................................................................................... 7
Suspension Rate ............................................................................................................................................................. 7
Student Attendance Rate ............................................................................................................................................... 7
Faculty Attendance Rate ................................................................................................................................................ 7
Chronic Absenteeism for All ........................................................................................................................................... 7
Chronic Absence by Two Lowest Performing Subgroup (SG) ........................................................................................ 7
Survey Data .................................................................................................................................................................... 8
Teacher Evaluation Data ........................................................................................................................................8
Professional Development Data .............................................................................................................................8
Benchmark Assessment Data .................................................................................................................................9
School Improvement Plan Data ..............................................................................................................................9
Barriers to Implementation (Notes) Data ................................................................................................................9
School Analysis ......................................................................................................................................................9
End Notes .................................................................................................................................................. 10
2
Overview
The purpose of the “End of Cycle Template” is to provide each school with a reporting mechanism to document
and measure progress towards meeting the School Goals. Having each school complete the same database
allows the RAC 3 team to compile End of Cycle (hereafter referred to as EoC) data across our region to more
precisely identify areas for support and assistance. In addition, all Regional Achievement Centers across the
state are required to report EoC data to RAC Central (NJDOE, Trenton), who in turn reports this data to the US
Department of Education for monitoring purposes.
In the past, each RAC collected EoC data using internally developed methods. This proved to be challenging in
terms of ensuring all districts and schools reported School Goal data consistently using similar metrics. For the
2014-2015 school year, RAC Central, in collaboration with the executive directors from each RAC, made the
decision to develop and use the same database format for collecting school data. The EoC template referenced
throughout this document is the result of this collaborative decision.
This document attempts to guide users in the completion of each section of the EoC template. When necessary,
specific rules governing how the data is to be compiled and/or calculated is included. Users having trouble with
the form should contact Bruce Henecker using the contact information provided. Likewise, should users notice
any errors in how the form calculates summary data, please report this as soon as possible.
Updates to the EoC template, if required, will be posted to the RAC3 resource portal:
(http://region3rac.pbworks.com).
3
School Goals
All schools will be held accountable for achieving the following goals:
Frequency of
Metric
Goal
review
• At least 80% of School improvement
Implementation progress & quality
plan actions are accomplished for each
6-8 week period
• At least 92% school-wide attendance
for students and teachers
Attendance
• Less than 5% of targeted subgroup
students are chronically absent (>10%
of schools days missed)
• Fewer than 5% of students are
Every 6-8 weeks
Discipline
suspended
• At least 95% participation of students
on the end-of-unit assessment
End-of-Unit Assessment Proficiency
2 times during
Survey / focus group responses
school year
NJASK & HSPA proficiency
Annually
NJASK growth
High school graduation rate
• At least 70% of students demonstrate
proficiency on each Subject Learning
Objective on standards-aligned end-ofunit assessments
• 95% of teachers and students
participate in the survey
• 25% of parents participate in the
survey
• At least 80% of survey responders
state that the school “meets
expectations”
• X percentage points increase schoolwide in percent of students proficient in
ELA and X percentage points increase
school-wide in percent of students
proficient in Math1
• At least 35 on median School-wide
Student Growth Percentile (SGP) for 2
out of the next 3 years
• At least 75% graduation rate for each
cohort year
1 – Percentage point increase calculated by taking a 25% decrease over 3 years (or 8.3% decrease per year) in number of students not
proficient on 2012 state assessments
For example, if 30% of students were proficient in 2012, then the target proficiency percent will be 36% for 2013 (6 percentage points
increase)
4
Getting Started
Accessing the EoC Data Template
Use the following download link to access a copy of the EoC Template, version 1
 http://j.mp/EOCtemp1
Note: The link will redirect to a Dropbox download screen. If you have a Dropbox account, sign in before
accessing this link so that you may download the document directly to your Dropbox account.
Naming the EoC Data Template
Once you have downloaded the EoC Template, you’ll want to save it to your computer. Prior to submitting to
RAC 3 for review/approval, name the file using the following naming conventions. Note: regardless if your
school calendar is based on quarters, trimesters, or semesters, ALL SCHOOLS must submit the EoC Template
for each cycle. See “End of Cycle Data Submissions” above for due dates.
 For Cycle 1, name the file as follows:
o District Name_School Name_Year_EoC1.xls.
o Example Augusta_WilsonMS_2014-2015_EoC1.xls
 For Cycle 2, name the file as follows:
o District Name_School Name_2014-2015_EoC2.xls.
o Example Augusta_WilsonMS_2014-2015_EoC2.xls
 For Cycle 3, name the file as follows:
o District Name_School Name_2014-2015_EoC3.xls.
o Example Augusta_WilsonMS_2014-2015_EoC3.xls
 For Cycle 4, name the file as follows:
o District Name_School Name_2014-2015_EoC4.xls.
o Example Augusta_WilsonMS_2014-2015_EoC4.xls
 For Cycle 5, name the file as follows:
o District Name_School Name_2014-2015_EoC5.xls.
o Example Augusta_WilsonMS_2014-2015_EoC5.xls
5
End of Cycle Data Submissions
All schools must strictly adhere to the following deadlines.
Cycle
[Required Data]
Cycle End Date
Cycle Data Due to
RAC3
RAC3 Data Due to
NJDOE
Cycle 1
[Sep-Oct data]
10/24/2014
11/07/2014
11/14/2014
Cycle 2
[Sep-Dec data]
12/22/2014
01/09/2015
01/16/2015
Cycle 3
[Sep-Feb data]
02/27/2015
03/08/2015
03/13/2015
Cycle 4
[Sep-Apr data]
04/24/2015
05/01/2015
05/08/2015
Cycle 5
[Sep-June data]
06/19/2015
06/30/2015
07/07/2015
Explanation:
 For Cycle 1, all available data for September and October must be submitted to RAC3 by November
7, 2014. This includes Teacher/Student attendance, suspensions, chronic absenteeism, and assessment
data (if using the Model Curriculum End-of-Unit assessments).
 For Cycle 2, all available data for September through December must be submitted to RAC3 by
January 9, 2015. This includes Teacher/Student attendance, suspensions, chronic absenteeism, and
assessment data.
 For Cycle 3, all available data for September through February must be submitted to RAC3 by
March 8, 2015. This includes Teacher/Student attendance, suspensions, chronic absenteeism, and
assessment data.
 For Cycle 4, all available data for September through April must be submitted to RAC3 by May 1,
2015. This includes Teacher/Student attendance, suspensions, chronic absenteeism, and assessment data.
 For Cycle 5, all available data for September through June (end of school year) must be submitted
to RAC3 by June 30, 2015. This includes Teacher/Student attendance, suspensions, chronic
absenteeism, and assessment data.
6
EoC Data Calculations
Culture and Climate Data
Discipline and Attendance Data
Suspension Rate
Guidance:
 Report your "external" (out-of-school) and “internal” (in-school) suspension rate for the calendar month.
Count suspensions by occurrences that resulted in an external/internal suspension, not by day. For
example, if a student was suspended on more than one occurrence during a given month, these multiple
occurrences will count toward the “Total # of suspensions.”
 Equation = (Total # of external suspensions/Total # of students) x 100
Student Attendance Rate
Guidance:
 Includes all students enrolled at a school. No exceptions are made for excused absences or suspensions.
 Equation = (Sum total of actual days present for currently enrolled students/sum total # of days enrolled
by all current students) x 100
Faculty Attendance Rate
Guidance:
 This number should reflect student contact staff with a sub-cert or higher only and should count all types
of absences including all excused occurrences (i.e. sick days, workshop attendance, etc.) for a calendar
month.
 Attendance for support staff is not required.
 Long-term substitutes will count in lieu of permanent teachers on long-term leave (e.g., FMLA) or
vacancies.
 Equation = [Total # of staff days present/(Total # of school days x Total # of faculty] x 100
Chronic Absenteeism for Alli
Guidance:
 Defined as any student absent 10% or more of the days between the start of school and the current date
(called "Year to Date," or "YTD."). Include both excused and unexcused absences.
 Steps to calculate:
o Determine the total number of school days Year to Date (YTD)
o Divide “school days YTD” by 10% -- this value will be the cut off for determining the students
who are chronically absent according to your SIS
 Equation = (Total # of chronically absent students/Total # of currently enrolled students) x 100
Chronic Absence by Two Lowest Performing Subgroup (SG)
Guidance:
 The calculation is similar to “Chronic Absenteeism for All.”
 Equation = (Total # of chronically absent SG#1 students/Total # of SG#1 students) x 100
7
Survey Data
Survey data is to be collected twice per year: fall and spring for students, staff, and parents.
1. Participation
 Students
 Note: Surveys are for students in grades 3 and above.
o Target: 95%
o Equation = (Total # of Student survey submissions/Total # of students grades 3 and above) x
100
 Staff
o Target: 95%
o Equation = (Total # of Staff survey submissions/Total # of staff) x 100
 Parents
o Target: 25%
o Equation = (Total # of Parent survey submissions/Total # of households) x 100
2. Survey Domains
Physical Environment, Emotional Environment, Teaching & Learning, Relationships, Morale - School
Comm., Comm. Engagement
 Target: At least 80% of survey responders state that the school “meets expectations.”
 Domain ratings will be provided for schools using the RAC3 surveys. Ratings for the Fall Survey
will be distributed to participating schools at the end of Cycle 1 (late October) or thereafter by
request.
Teacher Evaluation Data
1. Questions
 Is the school on track to complete timely observations and score SGOs? - EOC 1
 Is the school on track to complete timely observations and score SGOs? - EOC 2
 Is the school on track to complete timely observations and score SGOs? - EOC 3
 Is the school on track to complete timely observations and score SGOs? - EOC 4
 Is the school on track to complete timely observations and score SGOs? - EOC 5
2. Rating Options for above items:
a. On Track
b. On Track with added focus needed
c. Off Track
d. Off Track
Professional Development Data
Guidance:
1. Topics: This area is intended to capture professional development offerings provided by RAC
specialists, district personnel, and/or school staff that are aligned to the School Improvement Plan goals
and action steps, the eight turnaround principles, or both. There is only room for up to six PD topics. If
multiple sessions of the same PD topic are offered, then they are to combined and treated as one
instance. Schools may wish to use the “Notesdata” sheet to list additional PD topics.
2. Attendance % Target Pop.: This area is intended to capture the participation rate of the target
audience. For example, if the PD was targeted for all math teachers, the calculation is as follows:
e. Equation = (Total # targeted participants present/total # targeted population) x 100
8
Benchmark Assessment Data
Guidance:
 Participation
All students, regardless of classification, are to be included in the End-of-Unit or standards-aligned
district assessment participation calculations. By default, use the same methodology for determining
which students to exclude from the benchmark assessments as you would for the NJASK or HSPA
assessments. Similar to AMAO calculations, if participation rate is not met, the target for “% Passing”
will also be considered “Not Met.”
o Target: 95%
o Equation = (Total # of students assessed by grade level/total # students enrolled by grade level)
x 100
 % Passing
Goal: “At least 70% of students demonstrate proficiency on each Subject Learning Objective (SLO) on
standards-aligned end-of-unit assessments.” However, rather than requiring schools to calculate student
proficiency by SLO, which can be challenging unless using a Learning Management System, the default
target is to have 70% of students demonstrate proficiency on the indicated assessment. The cut score to
be considered proficient is also 70%.
o Target: 70%
o Equation = (Total # of proficient students by grade/total # students assessed by grade level) x
100
School Improvement Plan Data
Use the SIP Trackerii (http://j.mp/SIPtrack) to complete this section. Doing so will eliminate the need for
repetitive, manual calculations. Each SMART Goal sheet on the School Improvement Plan (SIP) template has
the following features: one SMART Goal, 5 Interim Goals, and 20 action steps.
Guidance:
 Using the tracker, complete the fields indicated.
SIP Status
Guidance:
 # of Interim Goals Met
o Use drop down to indicate count (range is 1-4).
 Status
o Options:
 On Track
 On Track With Additional Focus Required
 Off Track
Barriers to Implementation (Notes) Data
Guidance:
 If any Interim Goals were not met, provide a brief explanation as appropriate.
School Analysis
DO NOT ENTER DATA ONTO THIS SHEET.
9
EoC Addendum





Schools are also required to provide subgroup data for student attendance, suspensions, and benchmark
performance. To that end, the RAC3 team has prepared an Addendum Template to assist you.
Unlike the EoC Template, there are no feeder sheets in the Microsoft Excel document. Instead, data is to
be entered directly onto the dashboard itself.
To assist you in the completion of this document, please refer to the sheet named "Instructions."
Please make the Addendum Template available to your school's point person available one week prior to
your scheduled, in-person cycle review meeting.
EoC Addendum has been added to the EoC Cycle Review Template version 2.1. The addendum links to
existing data in the relevant worksheets.
End Notes
i
According to the New Jersey School Performance Report Interpretive Guide, chronic absenteeism is calculated as follows: “For the
purpose of the NJ School Performance Report, a chronically absent student is defined as a student who is not present for 10% of the
school year, for any reason. These data are drawn from the end-of-year NJSMART State submission. For each student, an analysis of
his/her number of days present versus the number of days that it was possible to be present was conducted. Any student that was not
present for at least 90% of the possible days was determined to have been chronically absent. For example, if a student were enrolled
for an entire year in a school, the number of possible days that the student could have attended would be 180 days. Thus, a student
who missed 18 of those days would be classified as chronically absent. If a student transferred in mid-year, however, the possible
number of days that a student could have attended would be 90 days. Thus, a mid-year transfer student who missed 9 days of school
would be classified chronically absent” (p. 10).
ii
Kathy Brantley, RAC 3 Intervention Specialist, deserves special acknowledgement for developing the SIP Tracker form.