2013-14 LEP Collection - Oregon Department of Education

Oregon Department of Education
Kim Miller, Data Owner
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Collection opens on April 24, 2014
Collection closes on May 30, 2014
◦ All student records must be submitted by 11:59 pm
on May 30th.
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Review Dates
◦ Add in new students and exit any student – June
12-23
◦ This is the only review window, data will be
finalized after June 23rd.
◦ Any possible extensions?
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ODE recommends:
◦ Districts submit records for all EL students early in
the LEP Collection.
 Why? This provides additional time for the ODE data
owner to provide assistance. The Recent Arrivers data
collection will open on May 8th.
 ODE Data owner will be out of the office the last 4 days
of the collection, interim data support person to be
determined.
◦ Districts can edit records at any time while the LEP
Collection is open.
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When students move from one district to
another district, the student is not issued a
new SSID.
◦ Merged SSID process takes additional time.
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The district enrolling the student, updates the
SSID file to reflect the new resident and
attending district.
◦ If this procedure is not followed, accountability
calculations may not accurately reflect student
progress.
There are no
changes to the LEP
Collection
submission rules!
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The LEP collection is used to calculate district
AMAOs. ODE will load this report in the ADI.
Please check your permissions to ensure you
have permission for the AMAO report
(preview scheduled for late August).
◦ Note: You may have permission for the ADI but not
the specific AMAO report - you have to have this
specific detail.
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Language of origin
◦ Many district-level student information systems
default to English for language of origin.
◦ Only students identified as Native American/
Alaskan Native students can have English has their
language of origin.
◦ When Language of Origin and Ethnic codes conflict,
an error will occur.

LEP Start Date Error
◦ The ODE system may have an earlier LEP Start Date
from your district’s LEP Start Date.
◦ To clear the error the LEP Start Date must match
ODE’s records.
◦ If you have documentation that the ODE LEP Start
Date is incorrect, please email Kim Miller.
 Include as much information as possible, while
protecting student confidentiality.
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4-N waived services and participated in ELPA
4-O waived services and not enrolled during
the ELPA testing window
Exiting students with waivers is easy.
◦ Enter an LEP Exit Date in the exit date field.
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These students are part of the LEP sub-group
for AMO.
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Students found ineligible for ELD services on
the district’s initial language assessment are
coded as a 3-H.
These students are entered into the LEP
Collection the year they are assessed for
identification.
Entering these students assists in tracking
student language proficiency and mobility.
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These students are coded as 1-E.
This code is used for any EL student that was
not administered ELPA in your district.
Code 1-E is also used for any student who is
exempt from participating in the ELPA, based
on the student’s IEP.
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The numbered memorandum for ELPA
participation was revised April 2, 2012.
Highlights
◦ The revised memorandum addresses the
requirement of students to participate in ELPA if the
student was enrolled and present during the official
ELPA testing window.
Excerpt:
All eligible ELs, who are enrolled during the official English
Language Proficiency Assessment (ELPA) testing window, are
required to participate in the ELPA. Eligible students who did not
participate in the ELPA, but were enrolled and present anytime
during the official ELPA testing window, will be included in the
district AMAO report as not making sufficient gains in proficiency as
defined by AMAO1. AMAO1 measures whether students gain one or
more proficiency level(s) annually. Identified EL students who are
enrolled and present anytime but do not participate in ELPA will be
included in the denominator of the AMAO 1 calculation. Their gain
will be included in the AMAO 1 numerator as a zero (0). The ODE
defines the official ELPA testing window as the dates posted on the
Oregon Statewide Testing Schedule, located in the Oregon Test
Administration Manual:
http://www.ode.state.or.us/search/page/?=486
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Soon after the close of the LEP Collection,
ODE aligns data in LEP with the ADM
collection.
ODE looks for students having an ADM
program type 02 (ESL funding) and not
reported to the LEP collection, as well as the
reverse (for students identified in the LEP
collections as having received services).
ODE then contacts districts to review and
correct any data discrepancies.
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
Critical Validation will occur during the LEP
collection review (June 12-23).
ODE will contact districts regarding this
validation, if your district is not contacted
then you do not have to do critical validation
this year.
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The timeline for validating and correcting
data is very short.
Data collection records must be accurate to
ensure accountability and allocations are
properly calculated.
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Ensure that all EL students are entered into
the LEP Collection, including all students
enrolled anytime during the 2013-14 school
year.
Ensure that every identified EL student
participates in ELPA and is reported in the
LEP Collection.
Ensure that all students who have a claim for
ESL weighted funding in ADM are included in
the LEP Collection.
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You can do a production download.
ODE will send you a secure file of all
submitted records.
Production Downloads are located under the
Reports section of the Consolidated
Collections.
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After you verify ODE’s records with your records,
please click the verification check box on the LEP
Collection.
This check box is a way of tracking that a district has
reviewed their submitted records.
Each year, districts inform ODE staff that the records
in ODE do not match ODE’s records and that the
AMAO calculations do not reflect the district records.
By comparing the production download to your
records and clicking the verification box will help
alleviate this issue.
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LEP file layout
◦ This document lays out all required fields for each
student.

CSV Template
◦ This template is available on the LEP collection documents
for districts who are submitting a data file to ODE.

LEP FAQ
◦ This document answers many of the daily questions ODE
receives while the collection is open.
◦ UPDATED this year is a chart that explains the LEP codes
and how students are coded.
 This is the last page of the FAQ document.
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Districts have the option of uploading the
data directly to ODE using the CSV template
or submitting via web submission.
If you are new to submitting this data, please
gather the necessary information for the
collection and contact Kim Miller
([email protected] ) to arrange a time
for her to provide assistance.
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LEP Record Type
Program Model 1
Program Model 2
Program Model 3 (not required)
Proficiency Test Name Code –
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Composite Scale Proficiency Level -
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◦ 06 ELPA
◦ 01, 02, 03, or 04 for students not eligible to receive services (3-H)
 00 for ELPA –

ODE will load the ELPA proficiency levels directly from Student Centered Staging..
 3-H records, scale is available based on selected Proficiency Test reported.
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Proficiency Test Administration Date
◦ Blank for students who participated in ELPA
◦ Required entry for students not eligible to receive services LEP Record Type
3-H
LEP Start Date (all identified EL students, regardless of service)
LEP Exit Date (all students the district has deemed as proficient)

ODE Help Desk – for general collection
questions
◦ 503-947-5715
◦ [email protected]

Kim Miller – LEP Collection Data Owner

For LEP collection related questions
◦ 503-947-5712
◦ [email protected]
 Email may be faster towards the closing date for the LEP
Collection.

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