Information on ESL data collection and surveys for NSW Public Schools

1. ESL DATA COLLECTION NSW Department of Education & Training NSW Public Schools – Leading the Way www.det.nsw.edu.au

2. ESL DATA COLLECTION Schools are required to report using the LBOTE and ESL student data in ERN at particular times each year for the completion of the LBOTE Survey, the ESL Annual Survey and the three ESL New Arrivals Program surveys. This data is collected on ESL and LBOTE students for the allocation of resources. This is why it is important that current, accurate and complete background information is collected and maintained by the school on all LBOTE and ESL students.

3. ESL DATA COLLECTION The Enrolment and Registration Number (ERN) process has been established for collection of student data at enrolment. Provisions have been made within ERN to support the collection of all relevant LBOTE and ESL student data via Maintain ESL. ESL teachers and supervisors can be given access to Maintain ESL in order to monitor and update ESL student data. They cannot make any changes to student information other than PHASE and Receiving ESL support This should be an on-going process throughout the year as new students enrol.

4. INTRANET SUPPORT Online Survey collection for ESL Annual and ESL New Arrivals Program The ESL Annual Survey and the ESL New Arrivals Program Surveys are conducted online each year. The web address for completing the survey process is http://detreporting.det.nsw.edu.au/DataCollection Instructions to support the survey process are provided on the website. Enquiries regarding access to the website should be directed to the IT Help Services on 1800 338 483. Enquiries regarding the ESL Annual Survey, 2009 and the ESL New Arrivals Program Surveys should be directed to the Multicultural/ESL consultant for your region. Download documents: Survey Memo to principals Instructions for online completion of surveys ESL Phase definitions ESL Phase indicators A guide to ESL phases ESL New Arrival student eligibility criteria Schedule of Visa subclasses and conditions Instructions for editing ERN Instructions for editing ESL phase data in ERN Instructions for generating ERN standard reports Refugee student visa subclasses

5. THE ANNUAL ESL SURVEY The Annual ESL survey is conducted at the end of term 2 every year for all NSW DET Schools K-12. the process is as follows: Stage 1 -Validation data is harvested from the school ERN data base and used to populate the school survey site http://detreporting.det.nsw.edu.au/DataCollection (late May) This survey opens in the data collection site in early June and the school checks the data and makes any amendments necessary to make the data accurate. Schools sign off – this is to say they have checked the information and will update their data in ERN (site open from early June – early July) Schools enter amended and incorrect or missing data in their ERN Stage 2 - Confirmation Amended data used to repopulate the final tables in the survey (Early July) Site reopens and schools can check their data is accurate (if the data is inaccurate the school should contact their ESL Consultant in their region) Schools sign-off the amended survey (July usually week 1 term 3)

6. BEING PREPARED All ESL student data should be reviewed each year for accuracy and the ESL teacher or nominated supervisor needs to include and update the following information in MAINTAIN ESL: ESL Phase (which may change over time) Date of Phase assessment (even if it stays the same) Inclusion in ESL Program Y/N Reference “ESL Guidelines” (PDF doc p. 5)

7. THE SURVEY SITE This page shows an example of the survey site for the Annual ESL Survey which always occurs at the same time as ESL New Arrivals Survey 2. As a result their will be (2) TWO surveys to sign off.

8. *Stage 1 Sign-off “ I promise I will update my data in ERN” Drop -down tables and excel data lists available under each of these headings

9. Reviewing ESL data In Stage 1 - Validation all schools will be asked to got to Review ERN LBOTE checklist for ERN Update to check the accuracy of the data extracted from ERN. The next pages show what this looks like. The data can be updated in the site prior to updating in ERN.

10. Columns marked in yellow must be reviewed and updated in ERN for ALL students

11. REVIEWING ESL DATA ESL teacher/s or other nominated staff identify gaps in student information in the site, especially Phase data all students’ ESL phase data must be reviewed and updated, if necessary Phase data is recorded as Phase 1,2,3 Not required is recorded if students do not need to be included in an ESL program.

12. REVIEWING ESL DATA The nominated person must enter a student is inclusion in the ESL program (receiving ESL support) this data is entered in ESL Received (Yes/No) in the Language criteria section of the student record in ERN + Maintain ESL you must enter the date of ESL assessment using the calendar indicator (Note this is Phase assessment).

13. It’s a good idea to preview the data tables before you sign off!

14. REVIEWING ESL DATA- LBOTE students

15. Data expanded in Excel list This data is derived from the Date of Enrolment in first Australian school as listed in your ERN system and shown in Step 3. Students listed as Unknown have this data missing. It must be corrected in your school ERN system before July 2.

16. ANNUAL ESL SURVEY – students with unidentified LBOTE status This data is linked to LBOTE indicators of student, and/or parent 1, and/or parent 2 in ERN students listed as “Unknown”are missing this data To correct this students must have (in the student enquiry section of ERN) “Speak a language other than English at home : YES” (under language) an “ESL Phase” (under ESL) if ESL support is required This also needs to be added to ESL Maintain were ESL support is stated. Amendments must be made in ERN before the second extraction of ERN data in early July

17. ANNUAL ESL SURVEY DATA- LBOTE students needing/not needing ESL support 2 tables LBOTE students needing ESL support LBOTE students not needing ESL support ESL Phase data denotes ESL need and students with no phase will be deemed as not needing ESL support Students with “Unknown/not provided” and “To be assessed”: means the Phase data is missing (see next slide) This data is initially entered in the ESL section of ERN. The ESL teacher should review this data in Maintain ESL as students’ Phase level will change over time.

19. ANNUAL ESL SURVEY DATA- LBOTE students needing/not needing ESL support The cells in this table are active. You can click on each for information which you can download and save in Excel. Always check data for accuracy Be sure to make changes in ERN before July.

20. ESL SURVEY DATA - International Students International students are principal holders of visa sub-class 571P. this student list is derived from the visa sub-class field in the Language criteria section of the student record

21. Can be included in the ESL program if they require ESL support

22. ANNUAL ESL SURVEY DATA - refugee students This student list is derived from the visa sub-class field in the Language criteria section of the student record Students with refugees visas may require on-going long term support in ESL programs due to broken or limited schooling in their first language For a list of on visas go to visa subclasses

24. Remember that you can click on the cells to reveal the student names. This will allow you to check that data entered into ERN is correct.

25. Note: the survey has 2 sections which collect separate information Data Program Evaluation and teacher information Previous survey information, including a copy of last year’s response, is found on your school survey site:- go to history choose “Annual ESL Survey”

26. ANNUAL ESL SURVEY - Likely trends in overall need The dropdown box gives you a choice of options, with a text box below to provide data and reasons to support your selection. A copy of the school response from 2008 is included for reference.

28. ESL teachers appointed to more than one school must complete this section for every school school.

29. note: for your convenience the teachers who were entered in last year's ESL Annual Survey have been kept. Don’t forget to edit and/or delete teacher details accordingly.

30. Check the total Full Time Equivalent(FTE) employment assigned to each teacher adds up to the schools ESL allocation.

33. Include a description of all models of organisation if different models are used for different grades/phases of students.

35. Sign Off