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NSW Department of Education & Training NSW Public Schools – Leading the Way www.det.nsw.edu.au ESL DATA COLLECTION NSW Department of Education & Training NSW Public Schools – Leading the Way www.det.nsw.edu.au

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Information on ESL data collection and surveys for NSW Public Schools

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Page 1: Esl data collection

ESL DATA COLLECTION

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Page 2: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ESL DATA COLLECTION

Schools are required to report using the LBOTE and ESL student data in ERN

at particular times each year for the completion of the LBOTE Survey, the ESL

Annual Survey and the three ESL New Arrivals Program surveys.

This data is collected on ESL and LBOTE students for the allocation of

resources. This is why it is important that current, accurate and complete

background information is collected and maintained by the school on all LBOTE

and ESL students.

Page 3: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ESL DATA COLLECTION

The Enrolment and Registration Number (ERN) process has been established

for collection of student data at enrolment. Provisions have been made within

ERN to support the collection of all relevant LBOTE and ESL student data via

Maintain ESL.

ESL teachers and supervisors can be given access to Maintain ESL in order to

monitor and update ESL student data. They cannot make any changes to

student information other than PHASE and Receiving ESL support

This should be an on-going process throughout the year as new students enrol.

Page 4: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

INTRANET SUPPORTOnline Survey collection for ESL Annual and ESL New Arrivals Program

The ESL Annual Survey and the ESL New Arrivals Program Surveys are conducted online each year. The web address for completing the survey process is http://detreporting.det.nsw.edu.au/DataCollection Instructions to support the survey process are provided on the website. Enquiries regarding access to the website should be directed to the IT Help Services on 1800 338 483. Enquiries regarding the ESL Annual Survey, 2009 and the ESL New Arrivals Program Surveys should be directed to the Multicultural/ESL consultant for your region.Download documents:Survey Memo to principals  Instructions for online completion of surveys  ESL Phase definitions  ESL Phase indicators  A guide to ESL phases  ESL New Arrival student eligibility criteria  Schedule of Visa subclasses and conditions  Instructions for editing ERN  Instructions for editing ESL phase data in ERN  Instructions for generating ERN standard reports  Refugee student visa subclasses

Page 5: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

THE ANNUAL ESL SURVEYThe Annual ESL survey is conducted at the end of term 2 every year for all NSW DETSchools K-12. the process is as follows:Stage 1 -Validation data is harvested from the school ERN data base and used to populate the school

survey site http://detreporting.det.nsw.edu.au/DataCollection (late May) This survey opens in the data collection site in early June and the school checks the

data and makes any amendments necessary to make the data accurate. Schools sign off – this is to say they have checked the information and will update

their data in ERN (site open from early June – early July) Schools enter amended and incorrect or missing data in their ERNStage 2 - Confirmation Amended data used to repopulate the final tables in the survey (Early July) Site reopens and schools can check their data is accurate (if the data is inaccurate

the school should contact their ESL Consultant in their region) Schools sign-off the amended survey (July usually week 1 term 3)

Page 6: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

BEING PREPAREDAll ESL student data should be reviewed each year for accuracy and the ESL teacher or nominated supervisor needs to include and update the following information in MAINTAIN ESL: ESL Phase (which may change over time) Date of Phase assessment (even if it stays the same) Inclusion in ESL Program Y/N

Reference “ESL Guidelines” (PDF doc p. 5)

Page 7: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

THE SURVEY SITEThis page shows an example of the survey site for the Annual ESL Survey which always occurs at the same time as ESL New Arrivals Survey 2. As a result their will be (2) TWO surveys to sign off.

Page 8: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Drop -down tables and excel data lists available under each of these headings

*Stage 1 Sign-off“ I promise I will update my data in ERN”

Page 9: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Reviewing ESL dataIn Stage 1 - Validation all schools will be asked to got to Review ERN LBOTE checklist for ERN Update to check the accuracy of the data extracted from ERN. The next pages show what this looks like. The data can be updated in the site prior to updating in ERN.

Page 10: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Columns marked in yellow must be reviewed and updated in ERN for ALL students

Page 11: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

REVIEWING ESL DATA ESL teacher/s or other nominated staff identify gaps in

student information in the site, especially Phase data all students’ ESL phase data must be reviewed and updated, if

necessary Phase data is recorded as Phase 1,2,3 Not required is recorded if students do not need to be

included in an ESL program.

Page 12: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

REVIEWING ESL DATA The nominated person must enter a student is inclusion in the

ESL program (receiving ESL support) this data is entered in ESL Received (Yes/No) in the Language

criteria section of the student record in ERN + Maintain ESL you must enter the date of ESL assessment using the calendar

indicator (Note this is Phase assessment).

Page 13: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

It’s a good idea to

preview the data tables before you

sign off!

Page 14: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

REVIEWING ESL DATA- LBOTE students

Page 15: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

#Year Student SRN Last ESL Assessment Date ESL Phase Included in ESL Program

1 10 Abc EFGHI   Unknown/Not Provided No

2 10 Yal YOUIH   Unknown/Not Provided No

Data expanded in Excel list

This data is derived from the Date of Enrolment in first Australian school as listed in your ERN system and shown in Step 3. Students listed as Unknown have this datamissing. It must be corrected in your school ERN system before July 2.

Page 16: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY – students with unidentified LBOTE status

This data is linked to LBOTE indicators of student, and/or parent 1, and/or parent 2 in ERN

students listed as “Unknown” are missing this data To correct this students must have (in the student enquiry section of ERN)

“Speak a language other than English at home : YES” (under language) an “ESL Phase” (under ESL) if ESL support is required

This also needs to be added to ESL Maintain were ESL support is stated. Amendments must be made in ERN before the second extraction of ERN

data in early July

Page 17: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY DATA- LBOTE students needing/not needing ESL support

2 tables1. LBOTE students needing ESL support2. LBOTE students not needing ESL support

ESL Phase data denotes ESL need and students with no phase will be deemed as not needing ESL support

Students with “Unknown/not provided” and “To be assessed”: means the Phase data is missing (see next slide)

This data is initially entered in the ESL section of ERN. The ESL teacher should review this data in Maintain ESL as

students’ Phase level will change over time.

Page 18: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

#

Student Last ESL Assessment Date

ESL Phase Included in ESL Program

Date of Birth

Date enrol in 1st Aust School

Date arrival in Aust.

Country of Birth

Visa Subclass

1 AACCCL Sarah

  To be Assessed

No 7/10/1995

30/01/2001   Australia  

2 LKMH, Maria

  To be Assessed

- 3/08/1995

31/01/2001   Serbia and Montenegro

 

3 UBVD Teresa

  To be Assessed

No 9/04/1996

1/02/2001   Australia  

Page 19: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY DATA- LBOTE students needing/not needing ESL support

The cells in this table are active. You can click on each for information which you can download and save in Excel.

Always check data for accuracyBe sure to make changes in ERN before July.

Page 20: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ESL SURVEY DATA - International Students

International students are principal holders of visa sub-class 571P.

this student list is derived from the visa sub-class field in the Language criteria section of the student record

Page 21: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Can be included in the ESL program if they require ESL support

Page 22: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY DATA - refugee students

This student list is derived from the visa sub-class field in the Language criteria section of the student record

Students with refugees visas may require on-going long term support in ESL programs due to broken or limited schooling in their first language

For a list of on visas go to visa subclasses

Page 23: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Page 24: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Remember that you can click on the cells to reveal the student names. This will allow you to check that data entered into ERN is correct.

Page 25: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Note: the survey has 2 sections which collect separate information1. Data2. Program Evaluation and teacher information

Previous survey information, including a copy of last year’s response, is found on your school survey site:- go to history choose “Annual ESL Survey”

Page 26: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY - Likely trends in overall need

The dropdown box gives you a choice of options, with a text box below to provide data and reasons to support your selection.A copy of the school response from 2008 is included for reference.

Page 27: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY - ESL Teacher Qualifications

All ESL teachers at the school should insert their qualifications. ESL teachers appointed to more than one school must

complete this section for every school school.note: for your convenience the teachers who were entered in

last year's ESL Annual Survey have been kept. Don’t forget to edit and/or delete teacher details accordingly.

Check the total Full Time Equivalent(FTE) employment assigned to each teacher adds up to the schools ESL allocation.

Contact your regional ESL consultant if there is a discrepancy.

Page 28: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

The total FTE does not match allocation!!

Page 29: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

ANNUAL ESL SURVEY - Evaluation of ESL program

Information relating to possible types of program organisation can be found in the ESL guidelines

Include a description of all models of organisation if different models are used for different grades/phases of students.

View your previous response by visiting the the history section of your school survey site

Page 30: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Page 31: Esl data collection

NSW Department of Education & Training

NSW Public Schools – Leading the Way www.det.nsw.edu.au

Sign Off