Exit Surveys: Target Year # 2
2/13/2017
Exit Surveys: Target Year # 2
February 15, 2017 PaTTAN Webinar
Pennsylvania Training and Technical Assistance Network
PaTTAN’s Mission The mission of the Pennsylvania Training and Technical Assistance Network (PaTTAN) is to support the efforts and initiatives of the Bureau of Special Education, and to build the capacity of local educational agencies to serve students who receive special education services. 2
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PDE’s Commitment to Least Restrictive Environment (LRE)
Our goal for each child is to ensure Individualized Education Program (IEP) teams begin with the general education setting with the use of Supplementary Aids and Services before considering a more restrictive environment. 3
If attending as a group:
If attending as a group, send an email to: [email protected] indicating the names of those in attendance at your site 4
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Training Session Materials The materials reviewed during today’s webinar can be downloaded at the PaTTAN website under the Secondary Transition Initiative Tab: IU and PaTTAN Transition Consultants’ Support Structure for PaPOS 2016-17 Contacting Hard-to-Find Youth: Strategies for the Post-School Survey Strategies to Contact Youth for the PaPOS Process: Lessons from Pennsylvania Schools Today’s PowerPoint for Cohort 2 (Exit Surveys) (background information, timelines, directions for 5 survey completion)
2016-2017 Volunteer Districts As per the PaPOS PennLink - All volunteer requests were required to be received by February 10, 2017 Volunteer LEAs for the 2016-17 PaPOS Exit Survey: • LEA Volunteers for 2016-17 will be contacted in March as to when they can begin the online survey process • All volunteer surveys will follow the same timelines as presented in this power point 6
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Coming Soon . . . . . .
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Today’s Agenda PA State Performance Plan (SPP) Data System for Indicator 14 (Pennsylvania Post School Outcomes Survey – PaPOS) Background and Supports Recommendations for Contacting Hard-toFind Youth Administrative Considerations Timelines and Procedures 8 Utilization of Leaders Services for Exit Surveys
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Background Information
PA State Performance Plan (SPP) Data System for
Indicator 14 (PaPOS) 9
State Performance Plan (SPP) Required for each State
Evaluates the State’s efforts to implement the requirements and purposes of IDEA Describe how the State will improve IDEA implementation • 6-Year Plan • 20 Indicators related to the 3 priorities • Annual Performance Report (APR) for State and each LEA
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State Performance Plan (SPP) – 20 Indicators 1. Graduation 2. Drop-Out 3. Participation and performance on statewide assessments 4. Suspension and Expulsion 5. LRE school age students (age 6-21) 6. LRE early intervention (3-5) 7. Early intervention improvement goals 8. Parent involvement 9. (and 10) Disproportionality
11. 12.
Evaluation timelines Transition from birth - 3 to early intervention (ages 3-5) program 13. Transition services for students age 16 – 21 14. Post-school outcomes 15-20 General Supervision Monitoring, state agency complaints, due process, mediation, resolution sessions, data reporting* * Indicator 17: State Systemic Improvement Plan - Increasing Graduation Rates for Students with Disabilities 11
Every student by name regardless of background, condition or circumstance… Proficient in core subjects Graduates from high school, ready for post-secondary education and career Achieves high outcomes
• Indicator 14: • Students achieving their post-secondary goals • Indicators 1 and 2: • Students actively engaged, staying in school and graduating • Indicator 13 • High quality IEPs designed to help students achieve their postsecondary goals
• The foundation: • High quality, rigorous, standards-aligned secondary school programs for all students 12
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National Technical Assistance Center on Transition: www.transitionta.org
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Additional Background Information
PaPOS Background and Supports
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Designed the Survey to Achieve 2 Goals: Collecting information required for federal reporting
Collecting information to inform program improvements resulting in better post-school outcomes for youth with disabilities
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Pennsylvania’s Survey Sample 1/5 of LEAs annually and 1/5 of Philadelphia High Schools attempt to interview all leavers in LEA All LEAs have been selected and placed on the sampling plan for the 5 years (i.e. each district participates once every 5 years)
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Sampling Variables
District Size (urban, suburban, rural, charter schools
Disability Category
Ethnicity
LRE Status (percent of time in general education setting)
Gender
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Indicator 14 Language Percent of youth : who are no longer in secondary school, had IEPs in effect at the time they left school and were:
Enrolled in higher education within one year of leaving high school. Enrolled in higher education or competitively employed within one year of leaving high school. Enrolled in higher education or in some other postsecondary education or training; or competitively employed or in some other employment within one year of leaving high school. 18
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PaPOS is a 2 year process
2016-2017
• Complete exit surveys for all potential leavers during the 2016-2017 school year
2017-2018
• Complete post school surveys for those same leavers from the 20162017 school year 19
Process of Gathering Potential Leavers All potential “leavers” were identified for the targeted LEAs from the December 1, 2015 Federal Student Data Report (PennData) All students between the ages of 16 and 20, with an IEP were considered possible “leavers” for the 2016-17 school year Because of the process used to draw the survey sample, the LEA is responsible to review all potential students listed and create an accurate list of actual 2016-17 student leavers from your LEA
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Survey Population Complete PaPOS Exit Survey with all student leavers who leave or are projected to leave between September 1, 2016 and June 30, 2017
Leavers: include any student with an IEP who: Graduates with high school diploma OR
Drops out of school OR
Reaches maximum age OR
Receives a GED
during the 2016-2017 school year. 21
Survey Population Definitions Graduated with a high school diploma
• Include any student with an IEP who graduated with a diploma between September 1, 2016 and June 30, 2017
Dropped out
• Include any student with an IEP who dropped out of school between September 1, 2016 and June 30, 2017
Reached maximum age
• Include any student with an IEP who reached the age of 21 between September 1, 2016 and June 30, 2017 • If a student leaves because he/she reaches maximum age, select this option rather than ‘Graduates with a high school diploma’.
Received a GED
• Include any student with an IEP who receives a GED between September 1, 2016 and June 30, 2017. 22
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Exceptions to June 30, 2017 • A student turns 21 on March 15, 2017 and will be staying throughout the rest of the term which ends on May 31, 2017. Although graduation is on June 2, 2017, the student qualifies for ESY and will be attending ESY through July 31, 2017 • A student with an IEP met all graduation requirements, with the exception of failing his last English class. He is taking the class over the summer and is anticipating passing the class & receiving his diploma after he passes the class
Include potential leavers in this cohort as they can always be removed next year if they have not left during the 16-17 school year You can always delete non-leavers from the post school surveys next year. You will not be able to add leavers next year 23
2016-17 Exit Survey Content Demographic information Reason for leaving Classes/Activities received in high school Accommodations received in high school Contact information for post-school follow-up 24
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2016-17 Post-School Survey Content Post-Secondary education history and related items
Employment history and related items Probe if not employed or in post secondary training/education program Check on independent living status 25
System of Support Field Technical & Management Support Procedures PaTTAN Educational Consultants
Intermediate Unit Transition Consultants If you have any questions or concerns regarding PaPOS please contact your IU contact or send an email to: 26 [email protected]
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Contacting Hard to Find Youth
Recommendations for Contacting Hard-to-Find Youth 27
A Review of NTACT Strategies Provide Pre-Notification
Show Interest when Conducting Survey
Create Familiarity
Provide Incentives
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A Review of NTACT Strategies Provide Pre-Notification (while students are still in high school)
Discuss the survey with students
Share survey results from former students
Include survey information with other important information sent home to students
Provide information about the survey at the final IEP meeting
Establish and ask student to join a social media site (Facebook)
Ask youth to identify the person from the school they want to talk to a year after high school
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A Review of NTACT Strategies Provide Pre-Notification (after students leave high school) Use private messages on Facebook to verify contact information, remind students of the importance of the survey and inform them of the timeline for completing the survey
Mail a personalized and signed letter explaining the survey process, in hand addressed, white envelope 12 weeks prior to the survey; avoid generic form letters and windowed envelopes 30
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A Review of NTACT Strategies Create Familiarity
Explain to students that they are helping other students
Show specific examples
Share survey with students and families
Teach students the vocabulary
Practice completing the questionnaire
Identify person with strongest relationship with the student and have him/her intervene with the student
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A Review of NTACT Strategies Show Interest when Conducting Survey Be enthusiastic when calling youth and families
Be interested in the answers youth provide
Convey a nonjudgmental tone when talking with youth
Read the interview with varied voice inflection
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A Review of NTACT Strategies Provide Incentives
Remind students their answers will help others
Provide information about jobs. colleges and services student may be eligible
Give donated certificates from local restaurants & businesses to the hardest hard-tofind- youth 33
A Pennsylvania Resource
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PaPOS Timelines and Procedures
Administrative Considerations:
Timelines and Procedures 35
Administrative Considerations Complete PaPOS Exit Survey with all student leavers between March 1, 2017 and May 31, 2017 This process will be completed online via Leader Services Leavers: include any student with an IEP who: Graduates with high school diploma OR
Drops out of school OR
Reaches maximum age OR
Receives a GED
between September 1, 2016 and June 30, 2017
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PaPOS Data Entry Status Submission Dates Dates to remember: DATE
RESPONSIBILITY
March 1, 2017
LEAs can start entering exit survey data on individual students via Leaders Services
May 1, 2017
PaTTAN will provide you with a status update of all completed student records (and how many more student records the LEA still must complete by May 31, 2017)
May 31, 2017
Final submission of all completed Exit Surveys from Cohort 2 LEAs
Questions: [email protected]
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Administrative Considerations
The Exit Survey should be administered in an interview fashion by an individual familiar with the student being interviewed.
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If a student’s disability limits his/her ability to respond accurately to the survey questions, another individual can assist the student in answering the student survey questions. 38
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Questions?
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Leader Services Instructions
Administering Exit Surveys via Leader Services
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Survey Population All potential “leavers” were identified for the targeted LEAs from the December 1, 2015 Federal Student Data Report (PennData) All students between the ages of 16 and 20, with an IEP were considered possible “leavers” for the 2016-17 school year Because of the process used to draw the survey sample, the LEA is responsible to review all potential students listed and create an accurate list of actual 2016-17 student leavers from your LEA
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Survey Population Definitions Graduated with a high school diploma
• Include any student with an IEP who graduated with a diploma between September 1, 2016 and June 30, 2017
Dropped out
• Include any student with an IEP who dropped out of school between September 1, 2016 and June 30, 2017
Reached maximum age
• Include any student with an IEP who reached the age of 21 between September 1, 2016 and June 30, 2017 • If a student leaves because he/she reaches maximum age, select this option rather than ‘Graduates with a high school diploma’.
Received a GED
• Include any student with an IEP who receives a GED between September 1, 2016 and June 30, 2017. 42
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Email Notification (Week of 2/21/17)
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Leader Services Login Information https://apps.leaderservices.com/_outcomes/
Use the username and password sent to you the week of 2/21/17 to login into Leader Services
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When you log-in . . .
Edit: edits the student demographic data
Start Survey or In Progress/Edit: edits the actual survey 45
LEA PaPOS Electronic Data Submission Process 1. Complete records of students who are NOT leavers for the 16-17 school year 1. 2.
Check the NO box (that student is NOT a leaver) and submit Student record is complete
2. Update records of students who ARE leavers for the 16-17 school year 1. 2.
Complete all questions and submit Student record is complete
3. Add any new/additional students who already left or will be leavers for the 16-17 school year 1. 2. 3.
Add new contact Complete all questions and submit Student record is complete
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Definition/Examples of Non-Leavers • Student who graduated, reached maximum age, dropped out or received a GED prior to September 1, 2016 (any previous year) • Student who is not graduating or reaching maximum age by June 30, 2017 • Student who is deceased • Student who moved out of district or out of state • Student who no longer has an IEP 47
Find Non-Leavers for 16-17 school year
Click on Start Survey for the NON-LEAVER for 16-17 school year
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Check NO for Question #3
Check the box NO that states the student is NOT a leaver for the 16-17 school year. Then stop. There is no need to complete any additional survey questions for non-leavers.
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Complete and Submit this Survey
After you check the box NO that states the student is NOT a leaver for the 16-17 school year, you do not need to answer any additional questions on the survey. Simply scroll to the bottom of the survey and Click COMPLETE and Submit This Survey 50
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Options other than Complete and Submit
Quick Save allows you to save your work and come back to it later. You must click COMPLETE and Submit This Survey in order to submit the record to Leader Services
Reset Survey allows you to go back to the original information that was in the system prior to it being saved. You must click COMPLETE and Submit This Survey in order to submit the record to 51 Leader Services
Verification of Non-Leavers
If you want to double check to make sure you’ve coded your non-leavers correctly, you can do a search of Completed records, and click Search 52
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Verification of Non-Leavers
All non-leavers for the 2016-17 school year should be coded as No, they are not a leaver and their survey should be coded as complete 53
Let’s Give It A Try. . . . LEADER SERVICES
https://apps.leaderservices.com/_outcomes/
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LEA PaPOS Electronic Data Submission Process 1. Complete records of students who are NOT leavers for the 16-17 school year 1. 2.
Check the NO box (that student is NOT a leaver) and submit Student record is complete
2. Update records of students who ARE leavers for the 16-17 school year 1. 2.
Complete all questions and submit Student record is complete
3. Add any new/additional students who already left or will be leavers for the 16-17 school year 1. 2. 3.
Add new contact Complete all questions and submit Student record is complete
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Definition of Leaver Graduated with a high school diploma
• Include any student with an IEP who graduated with a diploma between September 1, 2016 and June 30, 2017
Dropped out
• Include any student with an IEP who dropped out of school between September 1, 2016 and June 30, 2017
Reached maximum age
• Include any student with an IEP who reached the age of 21 between September 1, 2016 and June 30, 2017 • If a student leaves because he/she reaches maximum age, select this option rather than ‘Graduates with a high school diploma
Received a GED
• Include any student with an IEP who receives a GED between September 1, 2016 and June 30, 2017
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LEAs are responsible for students . . . YES
• Approved Private Schools • Career and Tech Ed Center • AEDY Facility • Adjudicated youth
NO
• Charter Schools • Cyber Charter Schools
Anyone on your child count (from December 1, 2016) 57
Find Leavers for 16-17 school year
Click on Start Survey for a LEAVER for 16-17 school year 58
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Check YES for Question #3
Check the box YES that states the student IS a leaver for the 16-17 school year.
Complete the rest of the survey 59
Date and Manner in which student Exited Must be during the 16-17 school year: Record as MM/DD/YYYY Must only check ONE option
If Answer for #5 is:
Then Answer for #4 is:
Graduate with diploma
The date of the school's graduation for 2017
Drop-Out
The date the student dropped out of (or withdrew from) school
Reach maximum age
The date of the school's graduation for 2017
Receive GED
The date the student received the GED (not the day the student left school to obtain the GED). If the student has not obtained a GED during the 16-17 school year, then the student is considered a dropout 60
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Additional Demographic Information All demographic information should match PennData/PIMS Must only check ONE option and should match PennData/PIMS
Must only check ONE option and should match 61 PennData/PIMS
Education/Training Goal
Locate the student’s most recent IEP. In Section 3, Secondary Transition Activities and Services (the grid), find the post-secondary goal for education/training and then record what it is by checking the corresponding box in Question #12 Only check ONE option If the IEP team determined that no training/education postsecondary goal was needed, it is OK to check the last box for 62 Question #12
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Employment Goal
Locate the student’s most recent IEP. In Section 3, Secondary Transition Activities and Services (the grid), find the post-secondary goal for employment and then record what it is by checking the corresponding box in Question #13 Only check ONE option If the IEP team determined that no employment post-secondary 63 goal was needed, it is OK to check the last box for Question #13
Independent Living Goal
Locate the student’s most recent IEP. In Section 3, Secondary Transition Activities and Services (the grid), find the post-secondary goal for independent living and then record what it is by checking the corresponding box in Question #14 Only check ONE option If the IEP team determined that no independent living postsecondary goal was needed, it is OK to check the last box for 64 Question #14
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Classes/Activities in High School
Ask the student this question If the student is unsure of the answer, you can refer to the student’s most recent IEP or school record for assistance You should check ALL boxes that apply to this this 65 question
Accommodation(s) in High School
Ask the student this question If the student is unsure of the answer, you can refer to the student’s most recent IEP or school record for assistance You should check ALL boxes that apply to this this question, checking primary accommodations only If you choose a box where additional information is needed (AT or other), please briefly describe 66 You have the option of answering ‘None” on this question
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Contact Information After Leaving High School • Student Information • Primary Contact other than the Student
**Crucial Information used when completing the PaPOS Post-School Surveys next year
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Student Information
This information is critical in order to better assist you next year when attempting to contact the student leaver in order to administer the post-school survey
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Primary Contact Other than the Student
If you are not able to get in touch with the student next year given the information on the previous slide, it will be crucial for you to contact someone who can get you in touch with the student in order to administer the 69 post-school survey.
Person Conducting the Interview
This information will be used if a follow-up is needed. Provide the contact information for the person conducting the exit survey with the student. Also, choose the interviewer’s primary role. Select only 70 one option – the interviewer’s primary role.
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Remember . . .
Quick Save allows you to save your work and come back to it later.
Reset Survey allows you to go back to the original information that was in the system prior to it being saved.
COMPLETE and Submit This Survey should be used when the survey is completed and needs to be submitted Leader Services 71
Verification of Leavers
If you want to double check to make sure you’ve coded your leavers correctly, you can do a search of Completed records, and click Search 72
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Verification of Leavers
All leavers for the 2016-17 school year should be coded as Yes, they are a leaver and their survey should be coded as complete
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Let’s Give It A Try. . . . LEADER SERVICES
https://apps.leaderservices.com/_outcomes/ 74
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LEA PaPOS Electronic Data Submission Process 1. Complete records of students who are NOT leavers for the 16-17 school year 1. 2.
Check the NO box (that student is NOT a leaver) and submit Student record is complete
2. Update records of students who ARE leavers for the 16-17 school year 1. 2.
Complete all questions and submit Student record is complete
3. Add any new/additional students who already left or will be leavers for the 16-17 school year 1. 2. 3.
Add new contact Complete all questions and submit Student record is complete
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Example of Additional Student Leavers Those students who enrolled in your district after the December 1, 2015 Child Count was submitted
AND
Who graduated, reached maximum age, dropped out or obtained a GED from September 1, 2016 through June 30, 2017
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Add New/Additional Students For any 2016-2017 student leaver that does not have an automatically generated record, you will need add this student to your list of leavers. Start this process be clicking on Add Student
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Add All Student Demographic Information • • • • • • • • •
Student Last Name Student First Name PA Secure ID DOB Gender Primary Disability Category Ethnicity Student Contact Information Primary Contact Information
Click Save when done 78
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Find Added Student and Start Survey
Click on Start Survey for the New Student Leaver 79
Remember . . .
Quick Save allows you to save your work and come back to it later.
Reset Survey allows you to go back to the original information that was in the system prior to it being saved.
COMPLETE and Submit This Survey should be used when the survey is completed and needs to be submitted Leader Services 80
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Let’s Give It A Try. . . . LEADER SERVICES
https://apps.leaderservices.com/_outcomes/ 81
Additional Administrative Recommendations Should your LEA not want to follow the process we just went over and you would rather just go through each student alphabetically and complete the survey, that is fine.
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Additional Administrative Recommendations Determine who will complete the surveys with the students and who will enter the exit data into Leader Services
Supervisors/Directors, Teachers, Guidance Counselors, Transition Coordinators, Secretaries, etc. 83
Questions Regarding Leader Services Submission
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Leader Services Login Information https://apps.leaderservices.com/_outcomes/
Survey Window: March 1, 2017 – May 31, 2017
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PaPOS Data Entry Status Submission Dates Dates to remember: DATE
RESPONSIBILITY
March 1, 2017
LEAs can start entering exit survey data on individual students via Leaders Services
May 1, 2017
PaTTAN will provide you with a status update of all completed student records (and how many more student records the LEA still must complete by May 31, 2017)
May 31, 2017
Final submission of all completed Exit Surveys from Cohort 2 LEAs
Questions: [email protected]
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Contact Information
www.pattan.net
Technical Support via Leader Services: [email protected]
For PaPOS Content Questions: [email protected] Commonwealth of Pennsylvania Tom Wolf, Governor
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Exit Surveys: Target Year # 2
February 15, 2017 PaTTAN Webinar
Pennsylvania Training and Technical Assistance Network
PaTTAN’s Mission The mission of the Pennsylvania Training and Technical Assistance Network (PaTTAN) is to support the efforts and initiatives of the Bureau of Special Education, and to build the capacity of local educational agencies to serve students who receive special education services. 2
1
2/13/2017
PDE’s Commitment to Least Restrictive Environment (LRE)
Our goal for each child is to ensure Individualized Education Program (IEP) teams begin with the general education setting with the use of Supplementary Aids and Services before considering a more restrictive environment. 3
If attending as a group:
If attending as a group, send an email to: [email protected] indicating the names of those in attendance at your site 4
2
2/13/2017
Training Session Materials The materials reviewed during today’s webinar can be downloaded at the PaTTAN website under the Secondary Transition Initiative Tab: IU and PaTTAN Transition Consultants’ Support Structure for PaPOS 2016-17 Contacting Hard-to-Find Youth: Strategies for the Post-School Survey Strategies to Contact Youth for the PaPOS Process: Lessons from Pennsylvania Schools Today’s PowerPoint for Cohort 2 (Exit Surveys) (background information, timelines, directions for 5 survey completion)
2016-2017 Volunteer Districts As per the PaPOS PennLink - All volunteer requests were required to be received by February 10, 2017 Volunteer LEAs for the 2016-17 PaPOS Exit Survey: • LEA Volunteers for 2016-17 will be contacted in March as to when they can begin the online survey process • All volunteer surveys will follow the same timelines as presented in this power point 6
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Coming Soon . . . . . .
7
Today’s Agenda PA State Performance Plan (SPP) Data System for Indicator 14 (Pennsylvania Post School Outcomes Survey – PaPOS) Background and Supports Recommendations for Contacting Hard-toFind Youth Administrative Considerations Timelines and Procedures 8 Utilization of Leaders Services for Exit Surveys
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2/13/2017
Background Information
PA State Performance Plan (SPP) Data System for
Indicator 14 (PaPOS) 9
State Performance Plan (SPP) Required for each State
Evaluates the State’s efforts to implement the requirements and purposes of IDEA Describe how the State will improve IDEA implementation • 6-Year Plan • 20 Indicators related to the 3 priorities • Annual Performance Report (APR) for State and each LEA
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State Performance Plan (SPP) – 20 Indicators 1. Graduation 2. Drop-Out 3. Participation and performance on statewide assessments 4. Suspension and Expulsion 5. LRE school age students (age 6-21) 6. LRE early intervention (3-5) 7. Early intervention improvement goals 8. Parent involvement 9. (and 10) Disproportionality
11. 12.
Evaluation timelines Transition from birth - 3 to early intervention (ages 3-5) program 13. Transition services for students age 16 – 21 14. Post-school outcomes 15-20 General Supervision Monitoring, state agency complaints, due process, mediation, resolution sessions, data reporting* * Indicator 17: State Systemic Improvement Plan - Increasing Graduation Rates for Students with Disabilities 11
Every student by name regardless of background, condition or circumstance… Proficient in core subjects Graduates from high school, ready for post-secondary education and career Achieves high outcomes
• Indicator 14: • Students achieving their post-secondary goals • Indicators 1 and 2: • Students actively engaged, staying in school and graduating • Indicator 13 • High quality IEPs designed to help students achieve their postsecondary goals
• The foundation: • High quality, rigorous, standards-aligned secondary school programs for all students 12
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National Technical Assistance Center on Transition: www.transitionta.org
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Additional Background Information
PaPOS Background and Supports
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2/13/2017
Designed the Survey to Achieve 2 Goals: Collecting information required for federal reporting
Collecting information to inform program improvements resulting in better post-school outcomes for youth with disabilities
15
Pennsylvania’s Survey Sample 1/5 of LEAs annually and 1/5 of Philadelphia High Schools attempt to interview all leavers in LEA All LEAs have been selected and placed on the sampling plan for the 5 years (i.e. each district participates once every 5 years)
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Sampling Variables
District Size (urban, suburban, rural, charter schools
Disability Category
Ethnicity
LRE Status (percent of time in general education setting)
Gender
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Indicator 14 Language Percent of youth : who are no longer in secondary school, had IEPs in effect at the time they left school and were:
Enrolled in higher education within one year of leaving high school. Enrolled in higher education or competitively employed within one year of leaving high school. Enrolled in higher education or in some other postsecondary education or training; or competitively employed or in some other employment within one year of leaving high school. 18
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PaPOS is a 2 year process
2016-2017
• Complete exit surveys for all potential leavers during the 2016-2017 school year
2017-2018
• Complete post school surveys for those same leavers from the 20162017 school year 19
Process of Gathering Potential Leavers All potential “leavers” were identified for the targeted LEAs from the December 1, 2015 Federal Student Data Report (PennData) All students between the ages of 16 and 20, with an IEP were considered possible “leavers” for the 2016-17 school year Because of the process used to draw the survey sample, the LEA is responsible to review all potential students listed and create an accurate list of actual 2016-17 student leavers from your LEA
20
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Survey Population Complete PaPOS Exit Survey with all student leavers who leave or are projected to leave between September 1, 2016 and June 30, 2017
Leavers: include any student with an IEP who: Graduates with high school diploma OR
Drops out of school OR
Reaches maximum age OR
Receives a GED
during the 2016-2017 school year. 21
Survey Population Definitions Graduated with a high school diploma
• Include any student with an IEP who graduated with a diploma between September 1, 2016 and June 30, 2017
Dropped out
• Include any student with an IEP who dropped out of school between September 1, 2016 and June 30, 2017
Reached maximum age
• Include any student with an IEP who reached the age of 21 between September 1, 2016 and June 30, 2017 • If a student leaves because he/she reaches maximum age, select this option rather than ‘Graduates with a high school diploma’.
Received a GED
• Include any student with an IEP who receives a GED between September 1, 2016 and June 30, 2017. 22
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Exceptions to June 30, 2017 • A student turns 21 on March 15, 2017 and will be staying throughout the rest of the term which ends on May 31, 2017. Although graduation is on June 2, 2017, the student qualifies for ESY and will be attending ESY through July 31, 2017 • A student with an IEP met all graduation requirements, with the exception of failing his last English class. He is taking the class over the summer and is anticipating passing the class & receiving his diploma after he passes the class
Include potential leavers in this cohort as they can always be removed next year if they have not left during the 16-17 school year You can always delete non-leavers from the post school surveys next year. You will not be able to add leavers next year 23
2016-17 Exit Survey Content Demographic information Reason for leaving Classes/Activities received in high school Accommodations received in high school Contact information for post-school follow-up 24
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2016-17 Post-School Survey Content Post-Secondary education history and related items
Employment history and related items Probe if not employed or in post secondary training/education program Check on independent living status 25
System of Support Field Technical & Management Support Procedures PaTTAN Educational Consultants
Intermediate Unit Transition Consultants If you have any questions or concerns regarding PaPOS please contact your IU contact or send an email to: 26 [email protected]
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Contacting Hard to Find Youth
Recommendations for Contacting Hard-to-Find Youth 27
A Review of NTACT Strategies Provide Pre-Notification
Show Interest when Conducting Survey
Create Familiarity
Provide Incentives
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A Review of NTACT Strategies Provide Pre-Notification (while students are still in high school)
Discuss the survey with students
Share survey results from former students
Include survey information with other important information sent home to students
Provide information about the survey at the final IEP meeting
Establish and ask student to join a social media site (Facebook)
Ask youth to identify the person from the school they want to talk to a year after high school
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A Review of NTACT Strategies Provide Pre-Notification (after students leave high school) Use private messages on Facebook to verify contact information, remind students of the importance of the survey and inform them of the timeline for completing the survey
Mail a personalized and signed letter explaining the survey process, in hand addressed, white envelope 12 weeks prior to the survey; avoid generic form letters and windowed envelopes 30
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A Review of NTACT Strategies Create Familiarity
Explain to students that they are helping other students
Show specific examples
Share survey with students and families
Teach students the vocabulary
Practice completing the questionnaire
Identify person with strongest relationship with the student and have him/her intervene with the student
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A Review of NTACT Strategies Show Interest when Conducting Survey Be enthusiastic when calling youth and families
Be interested in the answers youth provide
Convey a nonjudgmental tone when talking with youth
Read the interview with varied voice inflection
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A Review of NTACT Strategies Provide Incentives
Remind students their answers will help others
Provide information about jobs. colleges and services student may be eligible
Give donated certificates from local restaurants & businesses to the hardest hard-tofind- youth 33
A Pennsylvania Resource
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PaPOS Timelines and Procedures
Administrative Considerations:
Timelines and Procedures 35
Administrative Considerations Complete PaPOS Exit Survey with all student leavers between March 1, 2017 and May 31, 2017 This process will be completed online via Leader Services Leavers: include any student with an IEP who: Graduates with high school diploma OR
Drops out of school OR
Reaches maximum age OR
Receives a GED
between September 1, 2016 and June 30, 2017
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PaPOS Data Entry Status Submission Dates Dates to remember: DATE
RESPONSIBILITY
March 1, 2017
LEAs can start entering exit survey data on individual students via Leaders Services
May 1, 2017
PaTTAN will provide you with a status update of all completed student records (and how many more student records the LEA still must complete by May 31, 2017)
May 31, 2017
Final submission of all completed Exit Surveys from Cohort 2 LEAs
Questions: [email protected]
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Administrative Considerations
The Exit Survey should be administered in an interview fashion by an individual familiar with the student being interviewed.
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If a student’s disability limits his/her ability to respond accurately to the survey questions, another individual can assist the student in answering the student survey questions. 38
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Questions?
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Leader Services Instructions
Administering Exit Surveys via Leader Services
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Survey Population All potential “leavers” were identified for the targeted LEAs from the December 1, 2015 Federal Student Data Report (PennData) All students between the ages of 16 and 20, with an IEP were considered possible “leavers” for the 2016-17 school year Because of the process used to draw the survey sample, the LEA is responsible to review all potential students listed and create an accurate list of actual 2016-17 student leavers from your LEA
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Survey Population Definitions Graduated with a high school diploma
• Include any student with an IEP who graduated with a diploma between September 1, 2016 and June 30, 2017
Dropped out
• Include any student with an IEP who dropped out of school between September 1, 2016 and June 30, 2017
Reached maximum age
• Include any student with an IEP who reached the age of 21 between September 1, 2016 and June 30, 2017 • If a student leaves because he/she reaches maximum age, select this option rather than ‘Graduates with a high school diploma’.
Received a GED
• Include any student with an IEP who receives a GED between September 1, 2016 and June 30, 2017. 42
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Email Notification (Week of 2/21/17)
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Leader Services Login Information https://apps.leaderservices.com/_outcomes/
Use the username and password sent to you the week of 2/21/17 to login into Leader Services
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When you log-in . . .
Edit: edits the student demographic data
Start Survey or In Progress/Edit: edits the actual survey 45
LEA PaPOS Electronic Data Submission Process 1. Complete records of students who are NOT leavers for the 16-17 school year 1. 2.
Check the NO box (that student is NOT a leaver) and submit Student record is complete
2. Update records of students who ARE leavers for the 16-17 school year 1. 2.
Complete all questions and submit Student record is complete
3. Add any new/additional students who already left or will be leavers for the 16-17 school year 1. 2. 3.
Add new contact Complete all questions and submit Student record is complete
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Definition/Examples of Non-Leavers • Student who graduated, reached maximum age, dropped out or received a GED prior to September 1, 2016 (any previous year) • Student who is not graduating or reaching maximum age by June 30, 2017 • Student who is deceased • Student who moved out of district or out of state • Student who no longer has an IEP 47
Find Non-Leavers for 16-17 school year
Click on Start Survey for the NON-LEAVER for 16-17 school year
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Check NO for Question #3
Check the box NO that states the student is NOT a leaver for the 16-17 school year. Then stop. There is no need to complete any additional survey questions for non-leavers.
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Complete and Submit this Survey
After you check the box NO that states the student is NOT a leaver for the 16-17 school year, you do not need to answer any additional questions on the survey. Simply scroll to the bottom of the survey and Click COMPLETE and Submit This Survey 50
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Options other than Complete and Submit
Quick Save allows you to save your work and come back to it later. You must click COMPLETE and Submit This Survey in order to submit the record to Leader Services
Reset Survey allows you to go back to the original information that was in the system prior to it being saved. You must click COMPLETE and Submit This Survey in order to submit the record to 51 Leader Services
Verification of Non-Leavers
If you want to double check to make sure you’ve coded your non-leavers correctly, you can do a search of Completed records, and click Search 52
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Verification of Non-Leavers
All non-leavers for the 2016-17 school year should be coded as No, they are not a leaver and their survey should be coded as complete 53
Let’s Give It A Try. . . . LEADER SERVICES
https://apps.leaderservices.com/_outcomes/
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LEA PaPOS Electronic Data Submission Process 1. Complete records of students who are NOT leavers for the 16-17 school year 1. 2.
Check the NO box (that student is NOT a leaver) and submit Student record is complete
2. Update records of students who ARE leavers for the 16-17 school year 1. 2.
Complete all questions and submit Student record is complete
3. Add any new/additional students who already left or will be leavers for the 16-17 school year 1. 2. 3.
Add new contact Complete all questions and submit Student record is complete
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Definition of Leaver Graduated with a high school diploma
• Include any student with an IEP who graduated with a diploma between September 1, 2016 and June 30, 2017
Dropped out
• Include any student with an IEP who dropped out of school between September 1, 2016 and June 30, 2017
Reached maximum age
• Include any student with an IEP who reached the age of 21 between September 1, 2016 and June 30, 2017 • If a student leaves because he/she reaches maximum age, select this option rather than ‘Graduates with a high school diploma
Received a GED
• Include any student with an IEP who receives a GED between September 1, 2016 and June 30, 2017
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LEAs are responsible for students . . . YES
• Approved Private Schools • Career and Tech Ed Center • AEDY Facility • Adjudicated youth
NO
• Charter Schools • Cyber Charter Schools
Anyone on your child count (from December 1, 2016) 57
Find Leavers for 16-17 school year
Click on Start Survey for a LEAVER for 16-17 school year 58
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Check YES for Question #3
Check the box YES that states the student IS a leaver for the 16-17 school year.
Complete the rest of the survey 59
Date and Manner in which student Exited Must be during the 16-17 school year: Record as MM/DD/YYYY Must only check ONE option
If Answer for #5 is:
Then Answer for #4 is:
Graduate with diploma
The date of the school's graduation for 2017
Drop-Out
The date the student dropped out of (or withdrew from) school
Reach maximum age
The date of the school's graduation for 2017
Receive GED
The date the student received the GED (not the day the student left school to obtain the GED). If the student has not obtained a GED during the 16-17 school year, then the student is considered a dropout 60
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Additional Demographic Information All demographic information should match PennData/PIMS Must only check ONE option and should match PennData/PIMS
Must only check ONE option and should match 61 PennData/PIMS
Education/Training Goal
Locate the student’s most recent IEP. In Section 3, Secondary Transition Activities and Services (the grid), find the post-secondary goal for education/training and then record what it is by checking the corresponding box in Question #12 Only check ONE option If the IEP team determined that no training/education postsecondary goal was needed, it is OK to check the last box for 62 Question #12
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Employment Goal
Locate the student’s most recent IEP. In Section 3, Secondary Transition Activities and Services (the grid), find the post-secondary goal for employment and then record what it is by checking the corresponding box in Question #13 Only check ONE option If the IEP team determined that no employment post-secondary 63 goal was needed, it is OK to check the last box for Question #13
Independent Living Goal
Locate the student’s most recent IEP. In Section 3, Secondary Transition Activities and Services (the grid), find the post-secondary goal for independent living and then record what it is by checking the corresponding box in Question #14 Only check ONE option If the IEP team determined that no independent living postsecondary goal was needed, it is OK to check the last box for 64 Question #14
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Classes/Activities in High School
Ask the student this question If the student is unsure of the answer, you can refer to the student’s most recent IEP or school record for assistance You should check ALL boxes that apply to this this 65 question
Accommodation(s) in High School
Ask the student this question If the student is unsure of the answer, you can refer to the student’s most recent IEP or school record for assistance You should check ALL boxes that apply to this this question, checking primary accommodations only If you choose a box where additional information is needed (AT or other), please briefly describe 66 You have the option of answering ‘None” on this question
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Contact Information After Leaving High School • Student Information • Primary Contact other than the Student
**Crucial Information used when completing the PaPOS Post-School Surveys next year
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Student Information
This information is critical in order to better assist you next year when attempting to contact the student leaver in order to administer the post-school survey
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Primary Contact Other than the Student
If you are not able to get in touch with the student next year given the information on the previous slide, it will be crucial for you to contact someone who can get you in touch with the student in order to administer the 69 post-school survey.
Person Conducting the Interview
This information will be used if a follow-up is needed. Provide the contact information for the person conducting the exit survey with the student. Also, choose the interviewer’s primary role. Select only 70 one option – the interviewer’s primary role.
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Remember . . .
Quick Save allows you to save your work and come back to it later.
Reset Survey allows you to go back to the original information that was in the system prior to it being saved.
COMPLETE and Submit This Survey should be used when the survey is completed and needs to be submitted Leader Services 71
Verification of Leavers
If you want to double check to make sure you’ve coded your leavers correctly, you can do a search of Completed records, and click Search 72
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Verification of Leavers
All leavers for the 2016-17 school year should be coded as Yes, they are a leaver and their survey should be coded as complete
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Let’s Give It A Try. . . . LEADER SERVICES
https://apps.leaderservices.com/_outcomes/ 74
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LEA PaPOS Electronic Data Submission Process 1. Complete records of students who are NOT leavers for the 16-17 school year 1. 2.
Check the NO box (that student is NOT a leaver) and submit Student record is complete
2. Update records of students who ARE leavers for the 16-17 school year 1. 2.
Complete all questions and submit Student record is complete
3. Add any new/additional students who already left or will be leavers for the 16-17 school year 1. 2. 3.
Add new contact Complete all questions and submit Student record is complete
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Example of Additional Student Leavers Those students who enrolled in your district after the December 1, 2015 Child Count was submitted
AND
Who graduated, reached maximum age, dropped out or obtained a GED from September 1, 2016 through June 30, 2017
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Add New/Additional Students For any 2016-2017 student leaver that does not have an automatically generated record, you will need add this student to your list of leavers. Start this process be clicking on Add Student
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Add All Student Demographic Information • • • • • • • • •
Student Last Name Student First Name PA Secure ID DOB Gender Primary Disability Category Ethnicity Student Contact Information Primary Contact Information
Click Save when done 78
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Find Added Student and Start Survey
Click on Start Survey for the New Student Leaver 79
Remember . . .
Quick Save allows you to save your work and come back to it later.
Reset Survey allows you to go back to the original information that was in the system prior to it being saved.
COMPLETE and Submit This Survey should be used when the survey is completed and needs to be submitted Leader Services 80
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Let’s Give It A Try. . . . LEADER SERVICES
https://apps.leaderservices.com/_outcomes/ 81
Additional Administrative Recommendations Should your LEA not want to follow the process we just went over and you would rather just go through each student alphabetically and complete the survey, that is fine.
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Additional Administrative Recommendations Determine who will complete the surveys with the students and who will enter the exit data into Leader Services
Supervisors/Directors, Teachers, Guidance Counselors, Transition Coordinators, Secretaries, etc. 83
Questions Regarding Leader Services Submission
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Leader Services Login Information https://apps.leaderservices.com/_outcomes/
Survey Window: March 1, 2017 – May 31, 2017
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PaPOS Data Entry Status Submission Dates Dates to remember: DATE
RESPONSIBILITY
March 1, 2017
LEAs can start entering exit survey data on individual students via Leaders Services
May 1, 2017
PaTTAN will provide you with a status update of all completed student records (and how many more student records the LEA still must complete by May 31, 2017)
May 31, 2017
Final submission of all completed Exit Surveys from Cohort 2 LEAs
Questions: [email protected]
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Contact Information
www.pattan.net
Technical Support via Leader Services: [email protected]
For PaPOS Content Questions: [email protected] Commonwealth of Pennsylvania Tom Wolf, Governor
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