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3/5/2005
Memo # 025-2004-05 04-05 AYP and School and District Report Cards

TO: ESD and District Superintendents, School Principals, District Testing Coordinators, District Information Technology Managers

RE: 04-05 AYP and School and District Report Cards

The purposes of this memo are to communicate policy decisions related to determining AYP and school report card ratings for 2004-05, notify you of the timeline for issuing reports for 2004-05, and request the assistance of districts to ensure accurate reports are provided for all schools and districts.

  1. AYP and Report Card Policy: AYP state performance targets have increased to 50% in English/Language Arts and 49% in Mathematics. To the extent possible, ODE has made changes that better align test and student inclusion rules in AYP, report card, and assessment reporting. A comprehensive list of policy changes is available at: http://www.ode.state.or.us/initiatives/nclb/pdfs/anticchangesayprc0405_03152005.pdf  PDF  Document 2004-05 Policy and Technical Manuals for AYP and Report Card are posted on the ODE website.
  2. Key Dates for Accountability Reporting: A complete schedule of key dates for data submission, validation, and accountability reporting is available at: http://www.ode.state.or.us/initiatives/nclb/pdfs/keydatesayprc0405rev_04062005.pdf  PDF  Document
    • Spring Validation Window of 2004-05 Report Card Data Elements May 1 - 30, 2005
    • Preliminary AYP Determinations: August 2, (district preview) and August 5, 2005 (public)
    • Fall Validation Window of 2004-05 Report Card Data Elements August 5 - September 28, 2005
    • School and District Report Cards: October 10 (district preview) and October 13, 2005 (public)
    Reminder: Prior to the official release of the Preliminary AYP Determinations and School and District Report Cards, schools and districts will be given a courtesy preview of their ratings and report cards. During this short preview period, data will be changed only if the Department has made an error in generating the report.
  3. Sources for AYP and Report Card: AYP and Report Card use a number of data collections as inputs used to calculate values used in the reports. Some inputs are lagged one year (prior school year collection: 2003-2004) and other data collections will be used from the current school year (2004-2005). A major impact for current year data collections is that more student level collections were needed to meet AYP requirements. ODE and Districts, schools and ESDs have been implementing several new student level collections and are using a new consolidated student data element file format for the implementation of the additional collections. The new requirements place more pressure on all parties to develop, test, implement, support and confirm that data systems function properly and data submissions are timely and accurate. Schools and districts are advised to review the Schedule of Due Dates and the AYP and Report Card Timeline  PDF  Document to ensure sufficient staff are available for submission and validation of data. A list of data elements reported in the report card, the collection source, and due dates for submission and validation is available at: https://district.ode.state.or.us/apps/info/docs/RC_Data_Validation_schedule_posted.xls  Excel Spreadsheet. Definitions of data elements to assist districts in the validation process are available at: https://district.ode.state.or.us/apps/info/docs/ReportCardValidationHelpDoc0405.doc  Word Document.
  4. Schools Receiving Report Cards and AYP Designations: A list of schools and districts that will receive report cards for the 2004-05 school year and whether or not the school received Title I funding will be posted as part of the spring validation window for report card data elements.
  5. Boundary or Program Changes: If 40% or more of a school population is newly attending the school because of boundary, program, and/or grade level changes, the school may be considered a new school in 2004-05 and will not receive an AYP designation or an overall rating on the school and district report cards. The population change must be a result of boundary, program, or grade level changes, not due to mobility.
  6. Letter Requirement: If boundary, program, and/or grade level changes have occurred, districts must notify the Department via letter. The letter must include details of the boundary or program change, the amount of population shift, and the school year when the changes occurred. The letter must be signed by the superintendent and postmarked on or before May 15, 2005. Please address the letter to Jon Bridges, Oregon Department of Education, 255 Capitol St. NE, Salem, OR 97310-0203.


If you have questions about any of the above, please contact Jon Bridges at 503-378-3600 ext. 2287 or e-mail ayp.reports@state.or.us   Send Email.


Doug Kosty
Assistant Superintendent
Office of Assessment & Information Services
(503) 378-3600, Ext 4494
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