Career and College Readiness Indicator Self-Report Spreadsheet

June 1st, 2017

CCRI and EL Amendment Request Notice from 7.11.2017

Email Notice for CCRI Spreadsheet Formula Correction

Correcting CCRI Spreadsheet Formula

Step-by-step Guide to Updating the formula

Frequently Asked Questions

On May 9th, the self-report spreadsheet for Career and College Readiness Indicators was released on ADEConnect. On May 22nd the CTE list was updated and approved by the State Board for FY 17 use. The approved CTE list can be found on the State Board of Education website. Final decisions on business rules were also adopted at the May 22nd meeting. Among these are the minimum n-count of 20 full academic year (FAY) students in order to be eligible for College and Career Readiness points.

The submission application, “Accountability—A-F CCRI Self-Reporting Score,” is now open. This is where schools submit points they earned on the College and Career Ready indicator to ADE. The Entity Administrators will be given the rights to grant access to the new role of “Accountability—A-F CCRI Self-Reporting” and will assign the role to the Superintendent, Principal, and/or Assistant Principal. Ultimately, the Superintendent and Principal will be held accountable for whomever enters the score for the school. The Superintendent and Principal hereby attest to the accuracy and completeness of the “Points Earned” entered on the website. Any person who knowingly makes, uses, or causes to be made or used, a false record is subject to criminal and civil penalties.

To access the application, login to ADEConnect and select “Accountability—A-F CCRI Self-Reporting Score.” If you do not see this option, you will need to request that your entity administrator assign the appropriate role to you.

Included below are some of the most common technical difficulties and questions we have received for the CCRI spreadsheet in ADEConnect. Questions on reporting, retaining, and business rules were provided by the State Board of Education. This FAQ document is a living document and will also be posted on our website along with instructions for the submission application. It will be updated as we receive answers from the SBE. For general instructions, select the first worksheet within the Excel spreadsheet or view instructions here.

Spreadsheet Technical Difficulties

I’m only able to enter 11 students. After that, the page won’t scroll down. What do I do? Check to make sure you are on the correct worksheet within excel. The first worksheet is the instructions page. This will only allow you to enter 11 students as it was only intended to be used as an example. Select the second worksheet on the bottom left of the screen titled “Self Reporting.” If the problem persists, email [email protected] and include screenshots of the issue you are having so we can better assist you.

I can’t view the columns under the indicator to enter my SAIS IDs. How do I fix my view? If you already have an Excel worksheet open, it may have automatically minimized both worksheets. Click the expand button at the top corner of your screen.

When I open the spreadsheet, all these comments pop up and I can’t see that actual spreadsheet. How do I get these pop-ups to minimize? Select “File” in the top left corner, select “Options,” select “Advanced,” scroll down to “Display” and make sure under “For cells with comments, show:” the second option is selected “Indicators only, and comments on hover.”

If you have any other technical difficulties, please email [email protected] In your email let us know what version of Excel you have and provide a screenshot of the issue, where applicable.

Reporting Questions

Is the “School increases the percent or has 85% of postsecondary enrollment and/or military service of prior year’s graduates” based on FY 17 graduates? Should we compare FY 17 to FY 16? Separate to the rest of the spreadsheet, this indicator is based on FY 16 (and FY 15, if you are comparing both years) data.

How do I collect military enlistment data and what do I need to maintain for my records? Use your best efforts and the records should reflect accurate information. There is no prescribed form or record, however, the calculation needs to be verifiable.

Can we use National Clearinghouse or other aggregated data for this indicator or do we need data at the student level? If the National Clearinghouse or other aggregated data gives you the information you need to calculate this measure, use it.

Can we use ADEConnect’s Postsecondary Enrollment Report for this indicator? Per ADE—The report in ADEConnect can be used, but keep in mind it is not a static file and may change over time. This data has also not been updated recently and may not reflect current enrollment data.

What seniors count as “Current year seniors?” Seniors graduating in 2017 prior to June 30th, 2017. All students who graduate at your school should be included unless you do not meet the minimum n-count of 20 FAY students (explained on page 1).

What is the cut-off date to complete the 120 hours of an internship? All data must be entered by July 15, 2017. All internships should be completed prior to this date.

The number of graduating seniors at my school is less than the minimum FAY n-size (20). Do I still need to fill out the spreadsheet and submit the self-reported CCRI points earned? No, you do not. In ADEConnect, there is a submission option of “NA” or “Not Available” that should be entered to identify that your school does not meet the minimum requirement. If you do not enter “NA,” we will have to assume you did not calculate your grade and assign your school 0/20 points instead of being ineligible for the points and being rated out of 80 total points.

What do I do if I serve high school grades but don’t graduate students? Do I miss out on these points? If you do not graduate students, you will not be eligible for the CCRI points. Your school will be rated out of 80 points assuming you meet the minimum n-count for all other indicators. However, if you are not graduating students you will not meet the Graduation Rate indicator either and your school will not be eligible for 80 points and will not be rated this year.

What are the ABOR 16 credit requirements? The 16 program of study requirements are 4 high school credits in English, 4 high school credits in college preparatory mathematics (including Algebra I and II, Geometry, and culminating in 1 credit of advanced mathematics for which Algebra II is a prerequisite), 3 high school credits in Laboratory Science courses, 2 high school credits in the same Foreign Language, 2 high school credits in Social Science courses, and 1 high school credit in Fine Arts or Career or Technical education.

Is WritePlacer included in the Accuplacer English indicator? WritePlacer is a separate test from the regular Accuplacer English. WritePlacer was not included in the indicators this year but may be considered for future years.

What counts as a “Nationally Recognized placement exam” under the COMPASS Indicator? If schools have any specific exams they would like to have included under this indicator, they should email [email protected] with the name of the exam and it will be forwarded to the Board for review/consideration.

If students pass with a “P,” can they be included in indicators that require a passing grade? Yes, the student can be included.

 Helpful Guides on How/Where to Get Data

AP Data Guide

CCRI Self-Report Notice and General Instructions

 

On April 24th, the Arizona State Board of Education adopted a new A-F Accountability plan which will be used to issue letter grades for the 2016-17 school year. Detailed information on the new accountability models can be found on the State Board website.  The 9-12 model contains a College and Career Readiness Indicator (CCRI) to assess graduates’ readiness to successfully participate in postsecondary opportunities.  The CCRI counts as 20% of a high school’s letter grade and contains multiple indicators for which students can earn points.  As the Arizona Department of Education does not collect data for many of these indicators, each school/district will need to self-report the CCRI points earned for graduating students. To assist LEAs in this process, a CCRI Self-Report Spreadsheet has been created.

The CCRI Self-Report Spreadsheet will be available to download through ADEConnect on May 9th. To access the spreadsheet, logon to ADEConnect and select “Accountability” under the menu. If you do not see “Accountability,” you will need to request permission from your entity administrator. Under “State and Federal Accountability Applications,” select “A-F College and Career Readiness Indicator Self Reporting Spreadsheet.”  Select the link to download the CCRI Self-Report Spreadsheet and instructions.

Schools serving grades 9-12 will be able to download and complete the spreadsheet in order to calculate the number of points earned toward the CCRI portion of their letter grade.  At a later date, a separate application will open in ADEConnect that will allow schools/districts to report the number of CCRI points earned for their school. Important dates for the CCRI are listed in the table below. Please note: the window for submitting CCRI points extends beyond the final date for verifying all other data in AzEDS used to calculate final letter grades. All data within AzEDS must still be finalized by June 30th, 2017.

Instructions for completing the spreadsheet are available on the first worksheet tab (titled “Instructions”) within the excel document and also included below.

 

Description Date
CCRI Self-Report Spreadsheet Available May 9th, 2017
CCRI Self-Report Submission Window Opens June 1st, 2017
Last day to verify all other data for Final Letter Grades June 30th, 2017

Extended to July 14th, 2017

Last day to Submit CCRI Self-Report for Final Letter Grade July 15th, 2017

Extended to July 21st before 5pm

*all information is due by end of day or 5:00pm

 

Instructions

 

The CCRI Self-Report Spreadsheet should be filled out and the total points earned submitted no later than end of day, JULY 15 JULY 21st. The spreadsheet will include clickable arrows (numbered 1-17) to jump directly to the item in the instructions. Cells that should be filled with data are colored light green. If an unacceptable response is entered, an error message will appear with the acceptable responses. Points are calculated automatically after each entry. RETAIN FINAL SPREADSHEET AND SUPPORTING DOCUMENTATION AND ALL OTHER RECORDS RELATED TO CALCULATIONS OF THE COLLEGE AND CAREER READINESS POINTS FOR INSPECTION AND AUDIT BY THE STATE, CONSISTENT WITH RECORD RETENTION POLICIES.

 

  1. District – Enter your district or charter holder name.

 

  1. School – Enter school name. Note: one school per spreadsheet.

 

  1. Entered By – Enter your name. The authorized representative attests to the accuracy and completeness of the data provided. Any person who knowingly makes, uses, or causes to be made or used, a false record is subject to criminal and civil penalties.

 

  1. Approved By – Enter the name of the person that has approved the document. The “Approved By” name listed here should match the name of the person that will enter the “Points Earned” on the ADEConnect website. The authorized representative attests to the accuracy and completeness of the data provided. Any person who knowingly makes, uses, or causes to be made or used, a false record is subject to criminal and civil penalties.

 

  1. Number of Graduates – Enter the total number of graduates for the 2016-2017 school year. Do not include any students graduating after June 30th, 2017. If this box is left empty or does not match the number of student records you enter in the spreadsheet, it will turn red and have the following error message to the left: “Total grads must be equal to the count of SAIS IDs.” The total points earned (#9) will not be calculated until this error is corrected. If the count of SAIS IDs entered is less than the number of graduates you have filled out, you will receive a yellow error message in cell E9 that says “SAIS ID Count < # of Graduates.” Make sure you are entering the SAIS ID of each student that is a graduate – regardless of whether they meet any of the indicators – to insure this number matches with the number of SAIS IDs.

 

  1. SAIS ID – Enter the SAIS ID of each graduate. After you click “Enter” the rest of the row will populate so you can mark the appropriate indicators. If the student does not meet any of the indicators, simply leave the row blank and click on the next cell under “SAIS ID” to enter the next student. To correct a SAIS ID, highlight the cell by clicking on it, enter the correct ID, and hit “Enter”. If a student’s SAIS ID is deleted, the entered indicator amounts will remain. Manually delete your indicator responses for the deleted SAIS ID. If you accidently delete a SAIS ID, the indicator responses will still remain populated. Re-enter the SAIS ID in that column. If a SAIS ID cell is red, there is a duplicate SAIS ID already entered in the spreadsheet. Cell E6 shows how many duplicate SAIS IDs you currently have. Check to make sure you haven’t already entered the SAIS ID erroneously in the spreadsheet and correct the ID or delete the duplicate submission. We recommend entering each student’s CCRI information before entering the next SAIS ID so you don’t lose track of the row for which you are entering data.

 

  1. Enter a response for each indicator that the student meets. There are three different types of responses for the indicators. Each type is detailed below in the “Notes” section.

 

  1. If your school meets this bonus, you will receive 1 bonus point in the “Points Earned” cell. Note: This calculation will not be done for you. You will need to calculate whether there has been an increase in the percent of students from the prior fiscal year to the current fiscal year or a total of 85% of students in post-secondary enrollment and/or military service.

 

  1. This is the total number of CCRI points your school has earned.  Ensure that no cells are highlighted, the total number of graduates matches the number of SAIS IDs entered, and no error messages are showing up. This is the number that should be reported to ADE through ADEConnect before end of day JULY 15 JULY 21, 2017. RETAIN THE FINAL SPREADSHEET, SUPPORTING DOCUMENTATION, AND ALL OTHER RECORDS RELATED TO CALCULATIONS OF THE COLLEGE AND CAREER READINESS POINTS FOR INSPECTION AND AUDIT BY THE STATE, CONSISTENT WITH RECORD RETENTION POLICIES

 

Notes

 

  1. Enter Type – This indicates the type of response needed. Each indicator can be marked “yes” in three different ways: all-or-nothing = x, a number (i.e. number of AP courses) = Total # courses, or undetermined color = “r” or “b.”

 

  1. Red or Blue Indicator – Enter “r” or “b” to indicate whether you want the student’s points to count towards either the red or blue indicator. NOTE: To receive the maximum number of points for each student, the red/blue split indicator should be utilized to give the student 1 total points of each indicator type. For example, if the student already has 1.5 points for the blue indicator but only .75 points for red, you will want to mark it with an “r” so the student can earn you 17 points as opposed to 15. We recommend you fill out this one last so you know what option will have the most impact. If you need to change the indicator type, click on the box and enter what type you would like to switch it to (“r” or “b”) and hit “Enter.” The box will highlight the color of the new indicator type. If you need to delete your entry entirely, highlight the box and delete the letter. Trying to enter 0 or any other answer will show an error.

 

  1. Check Box – Enter an “x” if the student satisfies this type of indicator. If the student does not, simply leave it blank. If you try to enter a 0 or anything other than an “x” in this field, an error message will pop up. If you need to get rid of your entry, just delete the “x” and hit “Enter.”

 

  1. Quantity Indicator – Enter the number of courses, tests, or benchmarks the student has passed/achieved for the description above. If you try to enter a number greater than the maximum allowable or less than 1 in this field, an error message will pop up. The maximum number you can enter is capped based on the maximum number of points you can earn for each indicator color. It is possible that a student has achieved more than the maximum number allowed for an indicator. I.e. The most points a student can earn toward the blue or red indicator is 2 points, so the maximum number entered for meeting the cut score on the AP exam is 4. If you need to get rid of your entry, just delete the number and hit “Enter.”

 

  1. Indicator Name – This cell has the name, description of the indicator, and the cut scores of each indicator (where applicable). This indicator has different cut scores depending on when the student took the test. Make sure the student meets the cut score for the date tested.

 

  1. Blue Indicator Points Total – This is the total for all blue-indicator points for each student. NOTE: Use these two boxes as a quick guide to determine whether to mark an item as “r” or “b” for a student.

 

  1. Red Indicator Points Total – This is the total for all red-indicator points for each student. NOTE: Use these two boxes as a quick guide to determine whether to mark an item as “r” or “b” for a student.

 

  1. Total of Blue and Red Indicator Points – This is the total of all the indicator points.

 

  1. Total Score Per Student – Identifies how many points that student has earned towards your total CCRI points. The number of students that have earned points (>0) toward the CCRI is viewable in cell D6.

 

Please email [email protected] with any questions.

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