New Jersey Development of Education

New Jersey Department of Education Office of Specialized Populations

User Manual

Annual LEP/Exit Report for the 2008-2009 School Year

Districts that enroll English language learners (ELLs) and provide English language assistance programs are required to administer the ACCESS for ELLs® test to students in the spring of each year. Additionally, districts must report whether these students achieved English language proficiency and exited or will continue receiving language assistance program services. For the 2008-2009 academic year, tests were administered in March and April of 2009. The purpose of this data collection is to identify whether the students tested met the criteria for exiting their English language assistance program and to verify selected data about the student.

Purpose of the Data Collection

The results of this data collection are required by the US Department of Education as part of Title III of No Child Left Behind. Based on the ACCESS for ELLs® test scores and information provided by districts, the following information is reported: 1. The number and percent of students who achieved proficiency and exited English language learner programs in 2008-2009, and 2. Verification of the date of enrollment in the district.

Start at the Home Room Page (http://homeroom.state.nj.us/)

Select the LEP/Exit Data Collection. You will then be at the welcome screen.

Welcome Screen

On this screen, you will see various options: Welcome Letter, Frequently Asked Questions, System Requirements and User Manual (which you are reading now). Please refer to these before entering the system. If you haven’t already done so, print out the User Manual so that you can follow the instructions on entering the data. To enter the system, click on the Enter button above the shaded area on the page.

Login Screen

Type your district ID, User ID and Password, and click Login. Please note that the User ID and the Password for your LEP Exit account may not be the same as that for your LEP account (which is for the LEP enrollment data collection in the fall). Your district must have a Web Administrator Account and Password. Your district’s Web Administrator should have a user

1 account for this data collection (LEP Exit Report). If no account exists, the Web Administrator must create a user account. Go to http://www.state.nj.us/education/data/collections/user_account_admin.htm for the instructions on establishing a web user account, and to http://www.state.nj.us/education/data/collections/form.pdf for the application form.

District Welcome Screen

Once you have logged in, a welcome screen with your district’s name and your Web User name will appear. There are three options on this page:

 Data Entry  Order Report by Mail  Log-Off

Begin by clicking the Data Entry button. You may use multiple sessions to complete your data entry. End each session by clicking log-off. Clicking on the Data Entry button will take you to the Select a School screen

When you have completed all your data entry, you may return to this screen to order reports (optional) or to log off the system

Select a School Screen

The drop down menu next to the title “select a school” contains a list of all the schools in your district that tested using ACCESS for ELLs®. You must enter the data for each individual school in your district that used ACCESS for ELLs®. You will not report data for any school that did not have any test takers in the spring of 2009. Begin by highlighting the first school for which data will be entered. This will take you to the Select a Grade Screen. You will repeat this process for each school that tested LEP students with ACCESS for ELLs® in your district.

Select a Grade Screen

Data will be entered by grade. Once you have selected the school, you will be presented a screen to select the grade level for data entry. The drop down menu next to the title “Select a grade” contains a list of all grades in the selected school with students who tested using ACCESS for ELLs®. Select the grade for which data will be entered and then click the “data entry” button.

Data Entry Screen

Data Entry Instructions

 The first 7 columns of the form are pre-populated with the district ID number (if available), student’s name, date of birth, date of entry, ACCESS for ELLs® Composite Score, and ACCESS for ELLs® Proficiency Level. You may not add students to the data

2 collection – only students who took ACCESS for ELLs® in the spring of 2009 are included in the data collection.

 Check each student’s date of entry to your school district. This date will be used to identify the number of years a student has been in the district’s language assistance program. If a student enrolled in the school, left the district, and then re-enrolled, enter the most recent date of entry. If the date is incorrect, you may enter the correct date. This number must have 8 numeric characters – two for month, two for day, and four for the year. For example if someone entered the district on January 2, 2005, you would enter 01022005.

 In the Exited column: o Indicate the students who, during the 2008-2009 school year, met your district’s multiple criteria for exiting language assistance programs. o High school seniors who met graduation requirements by passing the SRA in their native language and meeting the English fluency standard on the MAC II test are counted as having exited the language assistance program. If such an SRA student did not take ACCESS for ELLs® test, please contact the New Jersey Department of Education for instructions on how to include this student in the data collection.

 After you enter the data please go to the bottom of the screen and click Save and Continue. Then click OK in the dialog box to submit the data for each grade level. After you submit the data for a grade you will be back to the Select a School screen. Proceed as above to select the next school/grade for data entry.

 When data entry is completed for all the applicable schools, go back to the Welcome Page and click Order a Report thru e-mail. The report will provide a list of the data you entered. Use this report to check your data input. If you find data entry errors, go back and correct the data.

 Click the Log-Off button at the upper right of the screen.

Questions? Check the Frequently Asked Questions document in the main menu.

E-Mail [email protected] or call the Office of Student Achievement and Accountability at (609) 292-8777.