BacktoSchool Training Kentuckys Common Kindergarten Entry Screen Division

Back-to-School Training Kentucky’s Common Kindergarten Entry Screen Division of Assessment and Accountability Support Office of Assessment and Accountability

Agenda v KBE Waiver v Kindergarten Screen Exemptions v General Timeline v Kindergarten Screener Components v Tasks to Complete Preparation v Collection of Parent-Reported Data and Administration of Screen v Data Entry v v Reporting of Data KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 2

Kentucky Board of Education August 6 Meeting v. Approved waiver of the administration and reporting windows set forth in 704 KAR 5: 070, removing the restriction of 15 days prior – 30 th instructional day after the first day of school v. Granted authority to the commissioner for exempting schools from screening students who do not attend in-person KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 3

Kindergarten Screen Exemptions v Students who attend school in person should be screened. v For students who do not return in person: v An exemption process will be developed for individual students to be waived from taking the K Screen through the Student Data Review and Rosters (SDRR) application. v For districts that do not return to in-person sessions, a different process will be developed for the superintendent to request from the commissioner a waiver of the K Screen for entire schools within the district. v Until the pandemic unfolds, and the K Screen closes, the screener is available for in-person administration. It is too early to determine a districts’ need for exemptions of individual students or waiver for entire schools. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 4

Timeline Previous Years—based on regulation requirements Train Staff and Set Up Classes in IC July. Aug. July. Sept. District Screening Windows Open Aug. OMS Accounts Available Oct. 15 Deadline to Enter IC and OMS Data Dec. State Reporting District screening window is based on school start date (15 calendar days before – 30 instructional days after) 2020 -2021—based on KBE waiver of administration and reporting windows July. Aug. Train Staff and Set Up Classes in IC NOW District Screening Windows Open KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 Aug. OMS Accounts Available TBD Deadline to Enter IC and OMS Data TBD State Reporting 5

Common Kindergarten Entry Screen Components Screen (usually within district screening window) • Core Assessment (Collected from Session with Student and used to produce readiness performance level) • Self-Help/Social-Emotional Scales (Collected from Parent/Guardian) Screen Data are entered in the Brigance Online Management System (OMS) s at tion i h W rma info cted? e coll Prior Setting Information (anytime) • Where Student Spent Previous Year • Collected from Parent/Guardian KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 Prior Setting Information is entered in Infinite Campus (IC) 6

Preparation q Determine Who Will Be Screened q q q Which Settings? q Which Students? Communicate District Screening and Data Entry Expectations Review K Screen Resources Provide Training for Staff Prepare Infinite Campus for Effective OMS Data Exchanges KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 7

Determine Who Will Be Screened: Which Settings? Student attends school in person Student attends school virtually (NTI) • Screen the student following safety protocols. • Virtual screening is not recommended. • Monitor for inperson return. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 8

Determine Who Will Be Screened: Which Students? All students entering Kindergarten Repeating Kindergarten students (2020 new requirement) Incoming Kindergarten students with special needs, in most cases KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 SDRR Non-participation Guidance and Commissioner Exemption Process will be developed. 9

Communicate District Screening and Data Entry Expectations v. Based on return to school (virtual or inperson and start date), determine when students will be screened v. Determine district expectations for entering data into OMS and IC v. Communicate to staff KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 10

Review K Screen Resources 2020 -2021 Implementation Guide March Refresher Webcast K Screen Updates KDE K Screen web page Brigance OMS Training Videos Prior Settings Video KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 dacinfo@education. ky. gov 11

Provide Training for Staff 6 -hour face-to-face* training from Curriculum Associates New District Trainer Refresher Webcast Experienced District Trainer 3 -hour face-to-face* training from District Trainer New Teachers *For 2020, virtual training may substitute for the face-to-face requirement. Refresher training from District Trainer Experienced Teachers KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 Brigance OMS Videos and Prior Setting Video Data Entry Staff 12

Prepare Infinite Campus (IC) for Effective OMS Data Exchanges Proper set up in IC is crucial for avoiding issues in the OMS. v Brigance populates student and teacher information from IC v Collaborate with district IC administrator and data entry staff v Use IC set up guidance in the 2020 -2021 Implementation Guide (Appendix M, page 39) KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 13

Collection of Parent-Reported Data and Administration of Screener q Collect Information and Administer Screen q Collect Prior Setting Data q Collect Self-help and Social-emotional (SHSE) Scales q Gather Screening Materials q Administer Core Assessments q COVID-19 Considerations KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 14

Collect Prior Settings Information from Parents/Guardians Statefunded Preschool v Prior Settings form (in English and Spanish) and training video are located on the Kentucky Common Kindergarten Screener webpage Kindergarten (use “Other” and annotate) Head Start Prior Setting Categories Child Care Other Prior Setting Information is submitted in IC and can be entered anytime. Home KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 15

Collect SH/SE Scales Information from Parents/Guardians v Distribute to parents v Self-Help Social-Emotional Scales Form v. Self-Help Social-Emotional Scales Form (Spanish) v Teacher completes only if unable to obtain from family v Every item must be complete v Data entered in OMS KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 16

Gather Core Assessment Screening Materials q. Brigance-provided Brigance Screen Manual q Data sheets q Sorting/counting manipulatives q q. Teacher-provided Photocopies of certain forms q Picture book(s) q Other items such as pencil, paper, timer q q 2020 -2021 Implementation Guide KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 If you need a classroom kit (for newly created K class) or data sheets, contact dacinfo@education. ky. gov. For replacement classroom kits, school/district staff should submit Purchase Orders to Fulfillment. Ops@cainc. com. 17

Administer Core Assessments (trained staff only) q. Review detailed notes on kindergarten core assessments (in the Brigance Screen Manual and on page 29 of the 2020 -2021 Implementation Guide) q. Administer core assessment in person with student. Virtual screening is neither recommended nor supported. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 18

COVID-19 Considerations for Core Assessment (may not be exhaustive list) v Follow safety expectations and best practice guidelines and local health department guidance v Abide by social distancing/mask protocols. v Keep hand sanitizer nearby. v Teachers could wear gloves. v Schedule screenings to allow time between students for cleaning. v Sorting and counting items, tables/desks, and chairs should be sanitized between uses. v Allow one student use only for pencil/paper. v Allow one student use only for picture book. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 19

Brigance OMS and Infinite Campus q Access Your Account q Review the OMS q Understand the Weekly Data Exchanges Between IC and OMS q Enter Data in the OMS q Perform Routine Data Checks KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 20

Access Your Account New Username Convention v. NEW for 2020: usernames will be district email address with district/school ID appendix v. Example: vschool level- john. doe@district. kyschools. us_012345 vdistrict level- jane. doe@district. kyschools. us_012 v. If you do not know your district and school codes, they can be found in the School Report Card. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 21

Access Your Account Login Process v. Select “Forgot Password” on the Brigance OMS Login Screen v. Enter username (with appendix) into username field v. Enter district email address (without appendix) into email address field KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 22

Access Your Account Login Process, Cont’d v. Email the verification code and click “submit” v. The system will generate an email to send to you with temporary login credentials For difficulties accessing your account, please contact Brigance Technical Support at 800 225 -0248, ext. 1391, or email OMS Support. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 23

Review the Brigance OMS https: //oms. brigance. com/ Check for missing students (Students cannot be manually added) Check for missing schools/classes/teachers Check to see that all user accounts needed are active K Screen Coordinators can create accounts for newly hired teachers or teachers who weren’t submitted in the staff file—directions are in the Administrator’s Guide within the OMS. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 If issues are discovered, start with IC. When students or teachers are not showing up in the OMS, the problem is almost always because of incorrect setup in IC. If IC appears to be correct, contact dacinfo@education. ky. gov 24

Understand Weekly Data Exchanges v. Weekly data pull from IC into OMS v. Updates to student information must be made in IC and will update in the OMS v. Changes made in IC could be delayed from being visible in the OMS by a week or more KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 25

Enter Screen Data in the OMS Core Assessment Data Self-Help/Social. Emotional Scales Reminders Enter only one new screening session per student Information that is collected during the screening session with student (from data sheet) Information that is collected from the parent/ guardian KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 Be sure all items on the SH/SE Scales are completed and submitted Make sure you click “Submit to Score” after entering both components 26

Enter Prior Setting Data in IC v. Staff must view instructional video v. Make sure start date is one year prior to first day of kindergarten v. Check progress using the ad-hoc report available in IC KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 27

Perform Routine Data Checks OMS v. Available Reports: v. Group Screening Summary Report v. Screened/Not Screened Report Future K Screen Updates will contain detailed instructions. KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 v. Look for: Any of these issues will cause problems with reporting! v. Missing Core Assessment Data v. Missing SH/SE Scales Data v. Duplicate Entries v. Saved but Not Submitted to Score 28

Perform Routine Data Checks IC v. Available Reports: v. Look for: v. Early Learning Prior Settings Ad Hoc Report KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 Any of these issues will cause problems with reporting! v. Blanks in the “Type” field will show students with no prior setting data entered 29

Reporting of Kindergarten Readiness Data KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 30

Division of Assessment and Accountability Support Contact Information • KDE DAC Information dacinfo@education. ky. gov (502) 564 -4394 KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 31

Back-to-School Trainings v. ACCESS v. ACT (July 31) v. Alternate Assessment v. End-of-Course v. Kindergarten Screen KDE: OAA: DAAS: jl: Back to School K Screen: 8/2020 32