Data and Accountability Focus Group
Presented by:
March 14, 2016
Foster Youth Achievement Program
Early Education
Minimum Contact Requirements
Student
Contact is required if school or
residential placement is at risk of
being changed.
LAUSD/LEA
Stakeholder
Community Stakeholder
Include one contact from the
following:
Include a contact from
one of the following:

Caregiver – Biological Parent,
Foster Parent, Group Home Staff

Teacher(s)

DIS provider if 1989

Educational Rights Holder –
CASA, Surrogate


CSW (due diligence)
Transition Service
Facilitator (TSF) if
1017

School administrator
Include one type of contact:
Form of contact:
Form of contact:

Individual student contact

In-person

In-person

Classroom observation

Phone call

Phone call

Group observation

Individualized E-mails

Individualized E-mails

Playground observation

Individualized Letters

Individualized Letters
Elementary
Minimum Contact Requirements
Student
Contact is required if at-risk
indicators/noted concerns have
been identified or if requested by
the caregiver or any stakeholder.
Exception: The student has been
withdrawn/checked out of school
and the FYAP Counselor is
verifying enrollment and assisting
with records transfer, as needed.
Include one type of contact:
 Individual Student Contact
 Classroom Observation
 Group Observation
 Playground Observation
LAUSD/LEA
Stakeholder
Community Stakeholder
Include one contact from the
following:
Include a contact from
one of the following:

Caregiver – Biological Parent,
Foster Parent, Group Home Staff

Teachers

School administrator

Educational Rights Holder –
CASA, Surrogate


CSW (due diligence)
Support personnel:
PSW, PSA, Bridge
Coordinator, School
Counselor, 1-on-1
Aide, etc…
Form of contact:
Form of contact:

In-person

Phone call

Individualized E-mails

Individualized Letters

In-person

Phone call

Individualized E-mails

Individualized Letters
Secondary (Middle/High)
Minimum Contact Requirements
Student
Contact is required.
Exception: The student has been
withdrawn/checked out of school
and the FYAP Counselor is
verifying enrollment and assisting
with partial credits, and AB
167/216, as needed.
Include one type of contact:


Individual Student Contact
Group Observation
LAUSD/LEA
Stakeholder
Community Stakeholder
Include contact from one of the
following:
Include a contact from
one of the following:

Caregiver, Biological Parent,
Foster Parent, Group Home Staff

Teachers

School administrator

Educational Rights Holder, CASA,
Surrogate


CSW (due diligence)
Support personnel:
PSW, PSA, Bridge
Coordinator, School
Counselor, 1-on-1
Aide, etc…
Form of contact:

In-person

Phone call

Individualized E-mails

Individualized Letters
Form of contact:

In-person

Phone call

Individualized E-mails

Individualized Letters
CAA Completion Components
CAA- 2015-2016 9-9-15.docx
Student’s Name
School
Grade
Date of Birth
LAUSD ID number
DCFS Case number
All Yes/No sections must contain
a check mark
8) All Yes sections must have an
explanation box marked
9) Explanation boxes with a date
field must be completed
10) Start Date
11) Completed By: <Counselor
name>
12) Date Completed
1)
2)
3)
4)
5)
6)
7)
Comprehensive Academic Assessment
Questions #1
Question:
If I have students from my September 19 DataMatch that I never started working
with and now the student has either left the district or the DCFS case is closed, will
my CAA stay incomplete and remain “In Progress”?
Answer:
In order to count your CAA as “Complete” you need to contact the student (observation
or in person) and caregiver, make referrals for any at-risk factors and/or concerns.
September 19th DataMatch students must meet CAA Guidelines for Completion
The CAA will remain in progress if the minimum CAA completion requirements have
not been met
Comprehensive Academic Assessment
Questions #2
Question:
The court case for the student was open between September 5th and October 3rd. I
did not get a DataMatch with this student on it until his case was already closed. I
never met with this student or spoke to school staff, parent, etc. Do I need to
complete a CAA?
Answer:
In order to count your CAA as “Complete” you need to contact the student (observation
or in person) and caregiver, make referrals for any at-risk factors and/or concerns.
September 19th DataMatch students must meet CAA Guidelines for Completion.
Comprehensive Academic Assessment
Questions #3
Question:
The student’s court case was already closed when I returned from my medical
leave in September, so I never met with student or spoke to school staff, parent,
etc. Do I need to complete a CAA?
Answer:
In order to count your CAA as “Complete” you need to contact the student
(observation or in person) and caregiver, make referrals for any at-risk factors
and/or concerns.
September 19th DataMatch students must meet CAA Guidelines for Completion.
Comprehensive Academic Assessment
Questions #4
Question:
Students are siblings/twins. I spoke with CSW and mother who both reported that
students were doing well and no issues were reported. Mother asked that I not meet with
student and denied need for services. Case is closed. Do I still need to complete CAA ?
Answer:
Closed Case: In order to count your CAA as “Complete” you need to contact the student
(observation or in person) and caregiver, make referrals for any at-risk factors and/or
concerns. September 19th DataMatch students must meet minimum CAA guidelines for
completion.
Open Case: This is a student you should continue to monitor by consulting with school
staff and reviewing MiSiS (and other databases). Also, inform the CSW that the caregiver
has requested that FYAPC not work with the student
The CAA will remain in progress if the minimum CAA completion requirements have not been met
Comprehensive Academic Assessment
Questions #5
Question:
How do I document CAA completion for a student that was misidentified in
SITS/DataMatch. The student doesn't have an open court DCFS case, but he's still
showing up on SITS/DataMatch.
Answer:
The Misidentified and Unidentified Form will be introduced Tuesday, April 5 during
case conference and will introduce the protocol for removing a misidentified
student from your DataMatch. Alternately, it will also have ways to add students
that are not identified on your DataMatch/SITS but should be because they have
an open court case.
Comprehensive Academic Assessment
Questions #6
Question:
For case transfers, I have received some files that were transferred to me by another FYAP
counselor. While reviewing these files I noticed that they didn't meet CAA minimum requirements.
Since then, I have completed the minimum completion requirements. Therefore I feel I should be
able to mark them as complete and not as “Yes Transferred” on SOS log. How does an FYAP
Counselor go about ensuring that the counselor who transferred the case makes the appropriate
changes on their SOS log so that it is not marked as complete by 2 counselors.
Answer:
First, contact other FYAP Counselor to discuss case being transferred. As a team, decide if
the CAA minimum requirements have been met and who should mark it as complete on
their SOS log. If unable to make a decision, refer to Specialist.
Comprehensive Academic Assessment
Questions # 7
Question:
At our March case conference there were some questions about discrepancies between the Spreadsheet we
received at our last FYAP PD and the DataMatches we have received. I have one 9/19 student who has never
showed up on any of my DataMatches. The spreadsheet says “Vacant-District Wide SP ED EARLY ED PROG” under
the “FYAP Counselor for 9/19/2015” column. I called DCFS and they said the case closed December 10, 2014. SITS
shows that student as KINGAP.
Am I responsible for completing a CAA even though it appears the case has been KINGAP since 2014. How should
I proceed? Should I contact Family Source and alert them of the KINGAP case?
Answer:
First, verify whether or not the court case is open. KINGAP cases can be open court cases and therefore
would be part of your caseload. If the court case is closed, you can complete the Misidentified and
Unidentified Form. The Misidentified and Unidentified Form will be introduced on Tuesday, April 5 during
case conferences and will introduce the protocol for removing a misidentified student from your
DataMatch. Alternately, it will also have ways to add students that are not identified on your
DataMatch/SITS but should be because they have an open court case.
You can refer to FamilySource as appropriate for the family’s needs.
Comprehensive Academic Assessment
Questions #8
Question:
The same two students keep showing up on my data match that shouldn’t. SITS has mixed up the student
information for the two students with other students who have open cases but are not attending my assigned
school. I am attaching the information in this email. For the student at XYZ school, there is a J. Smith that
attends the school, but he shouldn’t be on my list because the student listed on SITS as a 16 years old who
attends a high school in a different part of the District. I confirmed this with the CSW.
Also, another student keeps showing on my list, but he/she does not attend my assigned school. There was a
student who had an open case with a similar name, but that student’s case has closed. I have documented the
errors in my progress notes, but was wondering if something can be done in our data systems to correct the
errors? These two students at my schools do not have open court cases.
Answer:
For this situation, you can use the Misidentified and Unidentified Form. The Misidentified and
Unidentified Form will be introduced on Tuesday, April 5 during case conference and will
introduce the protocol for removing a misidentified student from your DataMatch.
Alternately, it will also have ways to add students that are not identified on your
DataMatch/SITS but should be because they have an open court case.
Comprehensive Academic Assessment
Questions #9
Question:
I was just informed about two foster youth students that enrolled in January, but
they’re not on any of my DataMatch lists. How do we log students that do not appear
on the DataMatch and it has been confirmed by CSW of open court case?
Answer:
Enter student’s name and information to your caseload tab on SOS log. Follow-up with your lead counselor
to obtain any information that may be available on CalPads.
For this situation, you can use the Misidentified and Unidentified Form. The Misidentified and Unidentified
Form will be introduced on Tuesday, April 5 during case conference and will introduce the protocol for
removing a misidentified student from your DataMatch. Alternately, it will also have ways to add students
that are not identified on your DataMatch/SITS but should be because they have an open court case.
Updates
Coming Soon!
Expected launch date
March 22, 2016
Updates
Out of Home Care Screen
Out of Home Care information
will be moved from the
“Miscellaneous” tab to the
“Census” tab.
Users will have the ability to
view the following fields:
• Placement type
• Date Case Received
• Date Case Ended
• Educational Rights Holder
• CSW Name
• CSW Phone Number
• CSW E-mail
• CAA Completed Indicator,
Name of FY Counselor, and
date CAA completed
Updates
MiSiS Explorer
On MiSiS explorer,
users will have the
ability to:
• Select and view
placement type, data
received start date, and
data received end date
Updates
AB 167/216 and 1806
User will have the
ability to:
• Generate AB
167/216 and AB
1806 letters with
prepopulated
information
• Identify students
who are eligible for
AB 167/216 or AB
1806
Updates
Foster Youth Comprehensive Summary Report
User will have the ability to run reports for foster youth by
selecting any of the the following parameters:
•
•
•
•
•
•
•
•
•
•
•
•
Language Classification
Ethnicity
IEP
Grade
SBAC English and Math Scores (Standardized Test Scores)
Attendance Rate
Caregiver/ Guardian Contact Details
Educational Rights Holder Name and Phone Number
CSW Name, Phone Number and Email Address
Suspension Details
CAA Completed Date and Counselor’s Name
Individualized Graduation Plan (IGP)
Updates
Foster Youth Indicator Added to Reports
A foster youth indicator will be added to these existing reports in MiSiS:
•
Attendance Summary Report
•
Potential Dropout Student List
•
E and L Report Secondary
•
No Show Report
Student Support System (S3)
Updates
Coming Soon!
All the Data… all in One Place
Expected launch date July 2016
https://crms.lausd.net/SSS/main.aspx