ASSETs Reporting & Accountability

Getting to Accountability

SDCOE ASSETsReporting & Evaluation Training April 2015

1Hoffman Clark + Associates 2013AccountabilityMeeting Quality StandardsMap to reach our goalFed RequirementsState RequirementsAccess to materials

Hoffman Clark + Associates 2015TRAINING OBJECTIVESPurpose is to create:Awareness of overall process and accountabilityHelp meet our Quality Standard of Continuous program improvementRoles of staff who are needed to complete requirementsDifference between Federal and State requirementsDeadlines for all reportsWhere and how to access resources to use this training info for your districtHoffman Clark + Associates 20132How do we start?The Basics Hoffman Clark + Associates 2015

Not the attendance report2 EVALUATION reports2 AgenciesDue Fall and Winter 2015Hoffman Clark submits all reports on behalf of SDCOE.The training PowerPoint and a audio of the training will be on our website by the weeks end. Handouts will also be there.Hoffman Clark + Associates 20133Hoffman Clark + Associates 2015Watch for useful data along the way!Assemble the teamUnderstand whendata is needed

The map is not the territory!Use your help!!youthservices.netSDCOE and Hoffman Clark

Data Details

Data is need for compliance with grant requirements, but it is also important for learning.Many lessons to learn along the journeythe data tells a story.And organizations need to tell their stories .for funding for transparency.As you understand what you need to do and when make sure your team is empowered with knowledge and resources.Watch for useful data along the way and Use the powerful database provided by SDCOE!Hoffman Clark + Associates 20134GRANT DEADLINE #1Due to:US Department of Education (via CDE)Federal 21CLCC Report Annual Performance ReportSPREADSHEET DUE to HCA Early September 2015Hoffman Clark + Associates 2015Exact date TBA.Hoffman Clark + Associates 20135GRANT DEADLINE #2Due to: California Department of Education (CDE) Statewide Accountability Evaluation SPREADSHEET DUE to HCA Early Fall 2015REPORT DUE to State Early December (submitted by HCA)

Hoffman Clark + Associates 2015Exact date TBA.Report dates allow time for mishapsmost importantly stay in touch and let us know what is going on!Hoffman Clark + Associates 20136Assemble the team!District ContactSite CoordinatorData entryTech personnelDistrict data personOutside data service provider

Hoffman Clark + Associates 2015After this training, you will be best at identifying your role within the process of completing reports and who will need to be involved To complete the reports efficiently. How are they??

Hoffman Clark + Associates 20137Your job as training participantHoffman Clark + Associates 2015

Your job and what you should be able to do at the end of this training is to create a map for Your school or district to complete the reports.AND to let those who you need with you on the journey know what their part is!Give them plenty of time!!!!!Hoffman Clark + Associates 20138FAQ #1 What is JOB 1?Hoffman Clark + Associates 2015Database clean up.

Garbage in garbage in report. Do the clean up to make the job easier!!!Hoffman Clark + Associates 20139

Where do I find the spreadsheet?

Hoffman Clark + Associates 2015www.youthservices.net

www.youthservices.net/sdassets

Hoffman Clark + Associates 2015Make sure appropriate team members have access to the password and data access level that will allow them to do the job.

Hoffman Clark + Associates 201311FAQ #2 What dates to use to run reports?July 01, 2014ToJune 30, 2015

Hoffman Clark + Associates 2015Every reporting year will include the summer prior to that school year.These are the dates to type in when running all reports mentioned in the training Hoffman Clark + Associates 201312Check everything is up to date!GRANTEE PROFILE

Hoffman Clark + Associates 2015What is the first piece of information required.Make sure this is up to date in case we need to contact you regarding your data!

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FAQ #3 What are the data details to clean up? Student DemographicsWho is attending?How many?Grade levelsGenderEthnicityLEP

Hoffman Clark + Associates 2015Although your database does help you to compile the data, it is your job to make sure data was entered along the way to reach the goal of reporting Data variablesThis is the useful data along the wayBut each of these details matters in the final report.Hoffman Clark + Associates 201314

Use Missing Demographics Summary to find out which students are missing information.Hoffman Clark + Associates 2015Please refer to the Database detail sheet how to run the Missing Demographics summary. Youth Services hotline is also a great resource!

Hoffman Clark + Associates 201315If present . . .mark present

Use Missing Attendance ReportHoffman Clark + Associates 2015Please refer to the Database detail sheet how to run reports for missing attendance.

Hoffman Clark + Associates 201316More detailsWhat is your program providing?

Activities not entered will not be counted.

Need to make Sure to categorize them!Hoffman Clark + Associates 2015Please refer to the Database detail sheet how to check for service categories.

Hoffman Clark + Associates 201317Activity Information- Cannot leave service category blank. Other is not a service

Hoffman Clark + Associates 2015Please refer to the Database detail sheet how to check for missing activities.

Hoffman Clark + Associates 201318Who is staffing your program?Activities without staff are a issueHoffman Clark + Associates 2015Please refer to the Database detail sheet how to check for missing staff.Hoffman Clark + Associates 201319FAQ #4How to test if data is cleaned and complete?

Under ReportsRun State Accountability reportCheck Intake DatesCheck student IDsYou should not have data in Regular School AttendanceHoffman Clark + Associates 2015Database Details handout is good to share with staff and use as a reminder. Timeline is also a great follow-up. Check our website for updates!20Hoffman Clark + Associates 2013State Report - CDE: For each student in the program:COLUMNREQUIRED DATA1. High School NameList each high school funded in 201314.2. CDS CodeList the County-District-School (CDS) code assigned to each high school as a 14digit code (XX-XXXXX-XXXXXXX), including dashes.3. Statewide Student Identifier (SSID)Report each student's 10digit numeric SSID (XXXXXXXXXX). SSIDs are now a state requirement for all students.Note: Do not list student names on this form.4. Program Intake Date (PID)Report the date (MM/DD/YYYY) the student entered the after school program, through June 30, 2014. If the day of the month is unknown, use the first day of the month (MM/01/YYYY).Note: This is the first day the student started the After School Program (ASP) at your school, e.g., if you have an eleventh grade student in your ASP in 201314, but they started your ASP when they were in tenth grade, the "Program Intake Date" is the date they started the program in tenth grade. Once this date is established, it doesnt change if you report this student in your ASP in subsequent years.5. Grade in School (912)Enter the grade level (912) of the student during 201314. 6. Days Attended Regular School Report how many days the student attended the regular school day during the 201314 school year.7. Days Attended ASSETs ProgramReport how many days the student attended the ASSETs program during the 201314 school year. This is your spreadsheetinfo30+ days regular attendee classificationServices with missing information do not get countedThere no longer are CSTs/CASHEE to measure academic impactBaseline data is not longer required21Hoffman Clark + Associates 2013CDE Spreadsheet(not updated)Hoffman Clark + Associates 2015

So what are timeline to be on track?Hoffman Clark + Associates 2015PARTNER INFO- MAY 15th, 2015Run EXCLUSION REPORT.Run MISSING ATTENDANCE REPORT.Everything should be in your database by . . . July 31, 2015

In some cases, this may be by the end of June based upon your staff summer vacations. Hoffman Clark + Associates 201323FAQ #5 Where do I go for help?www.hoffmanclark.org

Hoffman Clark + Associates 2015Our website is a wealth of information and materials and resources needed. www.hoffmanclark.org

Hoffman Clark + Associates 201324

Dont forget technical assistance from Cityspan Youth Services!Hoffman Clark + Associates 2015www.youthservices.net/sdassets

Any comments about needs for additional Cityspan training?Dates for additional training?Hoffman Clark + Associates 201325FAQ #5 What should I do to get all data completed by deadline?Hoffman Clark + Associates 2015By August, if not sooner . . . Download your excel file and work with your district /outside data contractor for completion.Contact us if you have issues

The beginning of the year is busyAs part of your team your District data folks should know this is comingBut the sooner the better.Hoffman Clark + Associates 201326Contact InfoHoffman Clark + Associates 2015info@hoffmanclark.org

www.hoffmanclark.org

858.350.9507

Thanks!27Hoffman Clark + Associates 2013Hoffman Clark + Associates 2015Together we will arrive at the treasure!!!Questions???

The treasure is insured compliancecontinued payments and opportunities to learn from our data to make our programs more dynamic!Hoffman Clark + Associates 201328