October 12, 2011 Dave Bockes Dr. Lynn Sodat

1. Virginia Department of Education Office of School Improvement Virginia Early Warning System (VEWS) Tool Pre-HS Data Upload Instructions October 12, 2011 Dave Bockes Dr. Lynn Sodat

2. What You Need • This presentation utilizes the following computer files from the Virginia Department of Education Website (click on the link to access the website and files): (http://www.doe.virginia.gov/support/school_improvement/early_warning_system/index.shtml). • VEWS Tool (XLSM) • Implementation Guide (PDF) • Technical Manual (Word) - Revised February, 2011 • Partially loaded VEWS tool (XLMS) Sample data file (grading period 4) • Sample data file (grading period 4) (TXT)

3. Objectives Inform school divisions what needs to be submitted to DOE by October 20, 2011 Provide a walkthrough of how to upload the Pre- High School Risk Status file into SSWS Provide an overview of early warning systems Demonstrate the VEWS Tool

4. Overview of Step by Step Instructions: Open Excel and Enable Macros (Technical manual pages 3-5) Download the VEWS Tool Complete Tool Setup (3 step process – Technical Manual pages 8-14)) School Information Tool Settings Intervention Settings Enter required data for Pre-HS upload and submit to DOE through SSWS Early Warning Tool Interface application (technical manual pages 18-24) Upload files received from DOE into tool Student Information Virginia Student Pre-High School Risk Status This process must be completed by Oct. 20, 2011

7. DEMONSTRATION: VEWS Tool Main Menu Screen 7

8. VEWS Technical Manual Tool Setup See pages 8-9, 11, 13-14 3 Step Process VEWS\technical_manual_Feb_2011.docx

9. Virginia Early Warning Tool Interface EWTI See pages 18-24 Examine file specifications on pages 21-22 Upload data file VEWS\technical_manual_Feb_2011.docx

10. Submit via SSWS Logging on to the Early Warning Tool Interface Upload and Submit Data See page 24 VEWS\technical_manual_Feb_2011.docx

11. Send 1File, Get 2 Back After successfully uploading a data file using the specifications set forth in these instructions, you will receive two data files via the SSWS Drop box (see Table 3 on pages 21-22): One with the student information to upload into VEWS The second with the pre-hs risk status to upload into VEWS Remember, before uploading these two files into the VEWS tool you must complete the “Tool Setup” (Technical manual pages 8-14)

12. Early Warning Systems Early warning systems (EWS) rely on readily available data housed at the school to: • Predict which students are at-risk for dropping out of high school • Target resources to support off-track students while they are still in school, before they drop out • Examine patterns and identify school climate issues

13. VEWS Tool • In collaboration with the National High School Center, the Virginia Department of Education has developed the Virginia Early Warning System (VEWS). • The VEWS allows users to: • Import data • Accommodate local contextual factors for high schools (e.g., semesters vs. trimesters vs. quarters) • Modify the benchmarks/thresholds based on analysis of longitudinal data (i.e., indicator validation) • Integrate behavioral indicators (referrals and suspensions)

14. VEWS Tool Features, continued: • House an inventory of dropout prevention interventions • Assign students to intervention programs and monitor student response and progress in the interventions over the course of the school year • Create pre-set school-level summary reports, detailed student-level reports, and individual student reports • Create customized student-level reports

15. Risk Indicators in the VEWS Tool

16. VEWS Tool Demonstration 16

17. DEMONSTRATION: VEWS Tool Introduction Screen

18. DEMONSTRATION: VEWS Tool Main Menu Screen

19. DEMONSTRATION: School Information Page

20. DEMONSTRATION: Tool Settings Page

21. DEMONSTRATION: Intervention Settings Page

22. DEMONSTRATION: Student Performance Page

23. DEMONSTRATION: Student Risk Status Page

24. DEMONSTRATION: Year Total Indicators of Risk: Before the End of GP4

25. DEMONSTRATION: Year Total Indicators of Risk: After the End of GP4

26. DEMONSTRATION: Student Interventions PageNo Student ID selected, showing all interventions assigned

27. DEMONSTRATION: Assigning Student to Intervention (1/3)Right-click a student’s name from the Student Risk Status Page and select “Assign to intervention…”

28. DEMONSTRATION: Assigning Student to Intervention (2/3) Student appears on Student Interventions Page

29. DEMONSTRATION: Assigning Student to Intervention (3/3)Click “Assign Intervention to Student,” select intervention program from drop-down menu, and fill in start and end dates

30. Final Reminders • Send the file through the EWTI application in SSWS • You will get two files back • One with the student information to upload into VEWS • The second with the pre-hs risk status to upload into VEWS • Before uploading these two files into the VEWS tool you must complete the “Tool Setup” • You will need to bring the “Pre HS Risk Report” with you to your first regional face-to-face meeting

31. More VEWS Information Contact Information • Virginia Department of Education Websitehttp://www.doe.virginia.gov/support/school_improvement/early_warning_system/index.shtml • VEWS Data and technical questions • Dave Bockes, Office of School ImprovementEmail: davebockes@jetbroadband.com • 276-920-4822 • VEWS School improvement and intervention questions • Dr. Lynn Sodat, School Improvement Specialist Email: Lynn.Sodat@doe.virginia.gov • 804-786-7018 • Jo Ann Burkholder, Student Assistance Systems Coordinator • Email: JoAnn.Burkholder@doe.virginia.gov • 804-371-7586