Early Learning Network FAQs

 

Early Learning Network Update Fall 2009: Work Sampling and Ounce

 

Early Learning Network Updates are designed to provide information to those practitioners affiliated with the Early Learning Network, including Accountability Block Grant Pre-Kindergarten, Head Start State Supplemental Assistance Programs, Infant/Toddler Early Intervention Programs, Preschool Early Intervention Programs, Keystone STARS 3 & 4 child care centers, and Pennsylvania Pre-K Counts. These newsletters provide questions and answers about specific policies and procedures, address professional development opportunities, and provide additional resources for providers. If you have any information or a question that you would like to see included in a future newsletter, please send your ideas to earlylearningnetwork@pattan.net.

 

Child outcome data in the Early Learning Network is being reported using the Work Sampling System Online and the Ounce Scale Online. The Work Sampling System Online and Ounce Scale Online measure a child’s progress through a process known as “authentic assessment.” Authentic assessments are based on observations of children during their typical learning activities. Through this process, teachers and therapists collect information about children’s progress in a number of different ways. For example, a teacher might collect samples of a child’s work, gather information from the family about their child’s development, and make observations of the child’s skills during classroom activities. Regardless of how information is collected, a child’s progress will be reported in the Work Sampling System Online for preschoolers and in the Ounce Scale Online for infants and toddlers.

 

This Early Learning Network Update addresses some of the frequently asked questions regarding Work Sampling Online and Ounce Scale Online authentic assessment tools.

 

1. How often are the Work Sampling Online (WSO) checklist and/or the Ounce Scale Online (OSO) Developmental Profile reported for children?

Head Start Supplemental Assistance Programs, Pennsylvania Pre-K Counts, Accountability Block Grant Pre-Kindergarten Programs, and Keystone STARS 3 and 4 child care centers complete the WSO Checklist or the OSO Developmental Profile three times per year. In 2009-2010 the dates are November 1st, February 1st, and May 15th.

If a data point falls on a weekend or holiday, the reporting date is the next business day. All children who are enrolled at the time of the reporting date should have an assessment completed and entered into WSO or OSO (with the exception of those populations as identified in Question 4.).  

Early Intervention Programs (Infant/Toddler and Preschool) will complete the WSO Checklist or the OSO Developmental Profile at the child’s entry and exit from the program, and, as of July 1, 2009, annually at the time of the anniversary of the child’s initial IFSP/IEP.

 

2. What components of the Ounce Scale Online should be completed for each infant and toddler?

The Ounce Scale Developmental Profile should be completed and reported online for infants and toddlers. 
 

The other components of the Ounce Scale, including the Family Album and observation records, are optional; however, these tools provide supportive information that can help the teacher accurately complete the Developmental Profile and the use of these tools is considered best practice. 
 

In addition to the Developmental Profile, Infant/Toddler Early Intervention Programs will also complete the Early Childhood Outcomes (ECO) Report, formerly referred to as the “ECAP” rating. The ECO Report will be part of the OSO system in October. Until that time, practitioners should complete the Developmental Profile in the OSO system according to timelines. When the ECO Report becomes available in OSO, practitioners will complete and finalize the ECO rating for any assessments completed in July through September. Practitioners will have 90 days from the time that the ECO Report is available to complete the ratings.

 

3. What components of the Work Sampling System Online should be completed for each preschooler?

The Work Sampling System Online (WSO) Checklist should be completed and reported online for preschoolers. 
 

The other components of the Work Sampling System, including the portfolio and summary reports, are optional; however, these tools provide supportive information that can help the teacher accurately complete the WSO Checklist, make decisions about classroom planning and engage families in their child’s learning. The use of these tools is considered best practice.

 

Preschool Early Intervention Programs are also required to complete the Early Childhood Outcomes (ECO) rating, formerly referred to as the “ECAP” rating. Upon completion of a child’s WSO checklist, practitioners need to finalize the ECO Report.

 

4. Which children should have child outcome data reported in Work Sampling System Online or the Ounce Scale Online?

 

Infants, toddlers, and preschoolers who participate in one or more of the following programs should report child outcomes data using WSO/OSO: Accountability Block Grant Pre-Kindergarten Programs, Head Start Supplemental Assistance Programs, Pennsylvania Pre-K Counts, Keystone STARS 3 and 4 child care centers, Infant/Toddler Early Intervention and Preschool Early Intervention Programs.

 

WSO Checklists and OSO Developmental Profiles do not need to be completed for children in Early Childhood programs who are:

 

·    Only attending the Early Childhood program for the summer and are therefore not enrolled during one of the reporting time periods;

 

·    Only in the Early Childhood program overnight; and

 

·     In Kindergarten or school-age programs.

 

5. One of the children in my class enrolled just before one of the child outcome reporting periods. Do I need to report child outcome data for that period?

 

In Early Childhood programs, all children who are enrolled in a designated child outcome reporting period (See question #1) should have their OSO Developmental Profile or WSO Checklist completed and reported in the online system. In cases where there has been little time to gather observations on a specific child, it is considered best practice to update and re-finalize the assessment within 14 days following the child outcome reporting period.

 

6. How do I know whether to choose the Work Sampling System Online Checklist or the Ounce Scale Online Developmental Profile for a particular child?

In general, the OSO is used for children from birth through two years of age. The WSO is used for children who are three years of age and older.

 

The ELN has been automated so that once the child’s initial demographic information has been entered into PELICAN; it will transfer to either WSO or the OSO.

 

7. How do I determine which Ounce Scale Online Developmental Profile to use for reporting child outcomes?

 

The first time an infant/toddler is entered into PELICAN, the data is transferred to the OSO and the child’s Developmental Profile is automatically determined. After the first child outcome reporting period, the teacher/therapist will be able to choose the Developmental Profile that is appropriate.

 

The selection of the OSO Developmental Profile level is based on the chronological age of the child when s/he reaches the reporting date.

For example, if a child is three months of age on the October 1st reporting date, use the 0-4 Month Developmental Profile since the age of the child falls within the range of the Developmental Profile.

 

Some ages are applicable to two Developmental Profile levels, for example, the OSO includes both a 0-4 Month level and the 4-8 Month level. When a child’s age is applicable to two Developmental Profile levels, always use the Developmental Profile with the youngest age range to assess the child. So, if the child is 4 months of age at the reporting time, use the 0-4 Month Developmental Profile for reporting child outcomes.

 

Continue using the Ounce Developmental Profile until the child’s third birthday. At that time, switch to the P3 WSO Checklist. Currently, moving the child from OSO to WSO as s/he turns 3 years old is not fully automated in ELN. In order to move a child from OSO to WSO, the child will need to be removed and then re-enrolled in his/her classroom. While the child does not need to physically change classes, this un-enroll/re-enroll process will trigger the database to send the child to the Work Sampling system.

 

8. In the Work Sampling System Online, how do I determine what Checklist to use?

 

The first time a preschooler is entered into PELICAN, the data is transferred to WSO and the child’s Checklist is automatically determined. After the first child outcome reporting period, the teacher/therapist will be able to choose the Checklist that is appropriate.

 

In general, the P3 Checklist is used for three year old children; the P4 Checklist is used for four year old children.

 

Head Start Supplemental Assistance Programs, Pennsylvania Pre-K Counts, Accountability Block Grant Pre-Kindergarten Programs, and Keystone STARS 3 and 4 child care centers should determine the child’s age on September 1st of the current school year. This is the checklist level that will be used for the entire school year. For example, if the child is 3 years old on September 1st, the P3 Checklist will be used for the entire school year even if the child turns 4 years old sometime in that school year.

 

For Preschool Early Intervention Programs, the child’s age at the time of entry to the program determines the Checklist level to be used for the initial assessment and the first annual assessment. If the child is 3 years old at the time of entry, the P3 should be used for the initial data point and the first annual data point. Thereafter, the P4 checklist would be used for any additional annual data points and for the exit data. If the child is 4 years old on entry to the program, the P4 checklist will be used for all assessments during his/her time in the Preschool Early Intervention Program.

 

In order to streamline data collection and provide for more cohesive data, the Kindergarten Checklist will not be used for assessing children in any preschool program. Preschool programs should continue to use either the P3 or P4 checklists even if the child is 5 years or older.

 

9. In the Work Sampling System Online, I am asked to identify one classroom as either P3 or P4; however, my classes are mixed; children use both P3 and P4 Checklists. What should I choose as the classroom label?

 

Choose a label for the classroom which represents the age of the majority of the children in the classroom.

 

When entering individual children into a class, you will be able to identify individual children as either P3 or P4 based on their age.

 

Because the P3 and P4 Checklists are different, there is no way to combine the children who are scored on separate Checklists into one report. When printing reports, the teacher in the classroom should print two reports; one for the children using P3s and a separate one for P4s.

 

10. Who has access to the Ounce and/or Work Sampling information?

OCDEL has worked diligently to design confidentiality processes that comply with state and federal regulations and has sought feedback from its stakeholder ELN Advisory Committee.

 

·         ELN will comply with all federal and state confidentiality, privacy and security requirements;

 

·         Practitioners will have access only to the data relevant to their students, programs and/or concerns. Child specific data will not be disclosed beyond the level of the direct service provider except as permitted by applicable law; and

 

·         Only aggregate information, which does not allow for the identification of specific children will be reported to the Commonwealth and when required, to the federal government.

 

11. If a child is served by more than one teacher/therapist, can each teacher/therapist log on and see the child’s record?

 

Not at this time; however, by early in 2010, this feature should be available.

 

12. What are the options for programs that do not have computer access?

 

Programs should make plans to acquire or access the technology. Grant funds may be used to purchase these materials. An alternative option is to go to local libraries, community centers or career and technology centers to access online computers.

 

13. What information do I enter in PELICAN and what information is entered into Work Sampling System Online and Ounce Scale Online?

 

The PELICAN system is now linked to both Work Sampling and Ounce Online for the following programs: Head Start Supplemental Assistance Programs, Pennsylvania Pre-K Counts, Accountability Block Grant Pre-Kindergarten Programs, and Keystone STARS 3 and 4 child care centers. Linking PELICAN to Work Sampling and Ounce means less data entry for staff and a fewer data errors. Once data is entered through PELICAN, it is transferred overnight to Work Sampling and Ounce. The PELICAN-Early Intervention System will be linked to WSO/OSO in January 2010.

 

PELICAN collects demographic information on the program, the staff, the child and their family. It describes both the child’s early childhood program and family characteristics. Typically, program directors/administrators, program assistants and/or Early Intervention Service Coordinators enter the data in PELICAN.

 

WSO and OSO capture all the data related to the child’s development. Observations of the child are gathered here and used to complete the Checklists and Developmental Profiles. Teachers and therapists who are responsible for reporting the child outcome data will add data to WSO/OSO.

 

14. I can no longer add a child or teacher in Work Sampling System Online and Ounce Scale Online. How do I do this now?

 

For Head Start Supplemental Assistance Programs, Pennsylvania Pre-K Counts, Accountability Block Grant Pre-Kindergarten Programs, and Keystone STARS 3 and 4 child care centers, the linking of the databases means that any changes to WSO/OSO that involve child or teacher demographics are made in the part of the Early Learning Network known as “PELICAN.” For example, to add a child to WSO or OSO, you must first enter the child into the PELICAN system and enroll him/her in a classroom within the PELICAN system. This information will be sent from PELICAN to WSO/OSO via an overnight update.

 

The PELICAN-Early Intervention and WSO/OSO are not yet linked. Therefore, Infant/Toddler and Preschool Early Intervention Programs may still add teachers, children and classrooms directly to WSO/OSO.

15. When do I archive or delete a child in Work Sampling or Ounce?

 

For the following programs: Head Start Supplemental Assistance Programs, Pennsylvania Pre-K Counts, Accountability Block Grant Pre-Kindergarten Programs, and Keystone STARS 3 and 4 child care centers, all changes to the child’s enrollment are made through the PELICAN system. For these programs, any time a child is removed from a classroom, the PELICAN system will automatically archive the child in Work Sampling and Ounce Online. The child will stay in the archive until s/he is enrolled in another classroom or re-enrolled in services. The PELICAN system does not allow you to delete a child from Work Sampling/Ounce Online.

 

Because they are not yet linked to the PELICAN system, Infant/Toddler and Preschool Early Intervention Programs may still archive children directly through Work Sampling. Archive any child who has exited the Early Intervention program for any reason or who transferred to another Infant/Toddler or Preschool Early Intervention Program. Archiving the child will allow you to re-activate the child and to access the child’s reports at a later date. Children should never be deleted from WSO/OSO even if the child is no longer enrolled in the Early Intervention program. When a child is deleted, all child outcome data will be lost for that child.

 

16. What kind of ongoing support is available to programs participating in the Early Learning Network?

 

Technical assistance and ongoing support are available as programs begin to enter data in ELN:

 

·    Inquiries regarding ELN procedures or access to WSO/OSO should be directed to earlylearningnetwork@pattan.net.  

 

·    For training on Work Sampling and/or Ounce online, Early Intervention programs should contact their EITA consultant. Early Childhood programs should contact their Regional Key.  

 

·    For questions related to access to PELICAN/ELN (www.pelican.state.pa.us), early childhood programs should call the ELN Help Desk at 1-877-491-3818.

To download a copy of the this update please click here.

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EARLY LEARNING NETWORK - FREQUENTLY ASKED QUESTIONS

1. What are the benefits of the Early Learning Network?
2. Which OCDEL programs will participate in the Early Learning Network? 
3. Which children will have data reported in the Early Learning Network?  
4. How is data entered into the Early Learning Network?  
5. How will the Early Learning Network protect the confidential data it is collecting?  
6. How will child outcome information be reported in the Early Learning Network?  
7. What is the cost to providers for use of Early Learning Network?  
8. What are the specific requirements for reporting child outcomes in the Early Learning Network?  
9. Who enters the child outcome data into Work Sampling or Ounce?  
10. How will I get access to the Early Learning Network?  
11. How should providers prepare for their participation in the Early Learning Network?  
12. What professional development support and resources are available to those programs who are participating in the Early Learning Network?  
13. What kind of ongoing support will be available to those programs participating in the Early Learning Network as they begin to report data?


1.     What are the benefits of the Early Learning Network?
There are many benefits for all stakeholders who are participating in ELN.     

  • Parents will have regular, consistent reports on their child’s progress in any OCDEL early childhood program. These reports can be used to discuss child progress during parent/teacher conferences. 
  • Parents whose children are in multiple programs will experience a decrease in the number of times that they are asked for basic demographic information. 
  • Teachers will be able to generate reports on both individual children and entire classrooms.  These reports can be used to individualize instruction, adapt instruction practices, and enhance curriculum. 
  • Teachers will be able to generate family-friendly child progress reports.  
  • The Work Sampling System and/or Ounce Summary Reports may be used in place of the Child Service Report required for certified child care programs as long as it is shared with parents.
  • Program directors will be able to generate reports that can be analyzed to determine which practices have the most positive impact on children and make improvements to their program practices.
  • Program directors will be able to use the ELN reporting features as a management tool to ensure high quality data reporting. 
  • Program directors will have the information they need to allocate their professional development and technical assistance resources.
  • All Commonwealth citizens can be assured that OCDEL is an effective steward of the public investment of tax dollars in early childhood programs.    

2. Which OCDEL programs will participate in the Early Learning Network?

Pennsylvania’s Early Intervention Infant/Toddler and Preschool programs and Pennsylvania PreK Counts providers have been reporting the child outcome component of ELN since 2007. 

In the fall of 2009, Accountability Block Grant Pre-Kindergarten Programs, Head Start State Supplemental Assistance Programs, and Keystone STAR 3 and 4 childcare centers will begin to report child/program demographics and child outcome data through ELN.   

It is anticipated that in 2010-2011, Keystone STAR 3 and 4 family and group child care providers, Nurse Family Partnership programs, and Parent Child Home programs will begin to participate in ELN.  

 

3. Which children will have data reported in the Early Learning Network?

Infants, toddlers and preschoolers who are enrolled in programs that participate in ELN will have demographic and child outcome data reported in ELN.  Data on kindergarten and school-age children will not be gathered in ELN at this time, even if those children are enrolled in Keystone STARS 3 & 4 programs.   
 

4. How is data entered into the Early Learning Network? 

ELN data is gathered through two web-based components: Pennsylvania’s Enterprise to Link Information for Children across Networks (PELICAN) for program/child demographic data and Work Sampling Online/ Ounce Scale Online (WSO/OSO) for child outcome data.    

The PELICAN system includes basic child demographic data, information about a child’s parents/guardians, and general information about the program and their teachers.  Data collected in PELICAN represents the unique constellation of variables that make up each child, family, and program experience.  A program administrator will typically enter this data, updating as needed.    

The WSO/OSO system is used to report child outcome data.  Teaches and therapists may use a variety of sources of evidence to understand a child’s progress that will then be reported in WSO/OSO according to reporting timelines for that program.  

ELN has been designed so that information can be shared between PELICAN and WSO/OSO, allowing for decreased data entry.  ELN uses child identifiers to confidentially link the data in these two databases, allowing for a comprehensive data system. 

 

5. How will the Early Learning Network protect the confidential data it is collecting?

OCDEL has worked diligently to design confidentiality processes that comply with state and federal regulations and has sought feedback from its stakeholder ELN Advisory Committee.  

  • ELN will comply with all federal and state confidentiality, privacy and security requirements;  
  • Practitioners will have access only to the data relevant to their students, programs and/or concerns.  Child specific data will not be disclosed beyond the level of the direct service provider except as permitted by applicable law; and  
  • Only aggregate information, which does not allow for the identification of specific children, will be reported to the Commonwealth and when required, to the federal government. 

 

6. How will child outcome information be reported in the Early Learning Network? 

In order to have the highest quality child outcome data, OCDEL is using a uniform process to report outcomes across all early childhood programs.  

Programs are encouraged to use multiple sources of information about the individual child to guide outcomes reporting.  Programs may use such sources as parent report, child observation, reports from other teachers/therapists involved with the child, portfolio materials gathered from the child’s experience, outcomes derived from various assessment forms, and other sources to understand the child’s progress.  Work Sampling Online (for preschoolers) and Ounce Scale Online (for infants and toddlers) are the required reporting systems.  

 

7. What is the cost to providers for use of Early Learning Network?

For those providers who are participating in ELN, there is no cost for the use of ELN or for the use of the WSO/OSO license to report child outcomes.  This represents a substantial cost savings for those providers currently purchasing a license to use WSO/OSO.   

In addition, professional development activities, which include copies of Work Sampling and Ounce Scale materials, are available at no cost to providers through the Regional Keys.   

Those programs who are not required to participate in ELN, may chose to report child outcome data in WSO/OSO at a significantly reduced rate.  For additional information on how non-required programs may participate in reporting child outcomes, please send an email to earlylearningnetwork@pattan.net.

 

8. What are the specific requirements for reporting child outcomes in the Early Learning Network?

All early childhood programs, including Accountability Block Grant Pre-Kindergarten Programs, Head Start State Supplemental Assistance Programs, Keystone STAR 3 and 4 childcare centers, and Pennsylvania PreK Counts Programs report outcome data three times each year.  Child outcome data is reported in WSO/OSO on October 1, February 1, and May 15 of each year.  

At a minimum, each preschool-age child has the checklist component completed in WSO if the child is enrolled at the time when data is reported.  At a minimum, each infant and toddler has the Developmental Profile component completed in OSO.  The other tools in WSO/OSO, such as recording observations, portfolios, and/or Family Albums may be used at the discretion of the program.  The use of these additional tools can enhance quality practices in early childhood programs and are strongly encouraged.    

Early Intervention Infant/Toddler and Preschool programs record child outcome data based on the child’s enrollment in the Early Intervention Program. Data is reported upon a child’s entry to the program, at the annual anniversary of participation and upon exit from the program.  Each child enrolled in Early Intervention will have a Checklist (preschoolers) or Developmental Profile (infant/toddler) completed at each reporting period.  In addition, each child has an Early Childhood Outcomes Report (ECO) completed for each reporting time period in order to meet federal reporting requirements.  

 

9. Who enters the child outcome data into Work Sampling or Ounce?

It is recommended that the teacher/therapist who is observing the child and completing the WSO Checklist or OSO Developmental Profile enter the information into WSO/OSO.    

WSO and OSO are user-friendly reporting systems that allow for quick data entry.  The teacher who is comfortable with data entry in WSO/OSO will also be more likely to generate reports and use the data for informing daily instructional practice.  If someone other than the teacher who observed the child enters the data, opportunities for errors increase, and the teacher/therapist becomes more removed from the process of using this information to make instructional decisions.    

While teachers/therapists are encouraged to report child outcome data in WSO/OSO, the demographic data collected through PELICAN may be entered by other provider staff including program administrators or support staff.  

 

10. How will providers get access to the Early Learning Network?

Each provider will receive a username and password for PELICAN and a separate username and password for WSO/OSO. OCDEL will begin disseminating usernames and passwords to Accountability Block Grant Pre-Kindergarten Programs, Head Start State Supplemental Assistance Programs, and Keystone STAR 3 and 4 childcare centers in mid August and will provide more information about the process at that time.

11. How should providers prepare for their participation in the Early Learning Network?

Accountability Block Grant Pre-Kindergarten Programs, Head Start State Supplemental Assistance Programs, Keystone STAR 3 and 4 childcare centers, who will be reporting data in ELN for the first time in fall 2009, should evaluate their technology hardware, software and internet access needs to ensure they are prepared.   

Providers will need a computer with internet access.  While high-speed access is preferable, it is not required.  No special computer software programs will be needed.  The same computer can be used for entering PELICAN demographic information and for reporting child outcome data in WSO/OSO.  

If a computer with internet access is not available, programs are encouraged to identify other local resources such as public libraries, school district buildings, or other community sites with internet access. 

 

12. What professional development support and resources are available to those programs who are participating in the Early Learning Network? 

Programs who are new to reporting data in the ELN should participate in the professional development activities that are available in summer 2009.  A number of different professional development activities related to ELN and WSO/OSO are available.     

  • The Regional Keys are offering a day-long training on how to administer the WSS Checklist and the Ounce Developmental Profiles. An additional 3-hour training session focuses on how to report data in WSO/OSO. These sessions are designed for program staff who will be reporting child outcome data using WSO/OSO.  Check the professional development calendar on the PA Key website (www.pakeys.org) or contact your Regional Key.
  • A series of administrative webinars are currently available for directors/ administrators.  These webinars focus on how to use WSO/OSO to manage the reporting of data by staff and to ensure high quality data. For additional information, contact your Regional Key or email a request for a flyer to earlylearningnetwork@pattan.net.
  • A series of conference calls will be held statewide in July to provide an overview of the ELN and to describe the process for obtaining usernames and passwords for data entry. The hour-long calls will be held at a variety of times during the day, from early morning to early evening, in order to accommodate many schedules.  Program administrators from Accountability Block Grant Pre-Kindergarten Programs, Head Start State Supplemental Assistance Programs, and Keystone STARS 3 and 4 child care center should plan to attend.  
  • In early August 2009, ELN training sessions will be provided across the state.  These sessions are designed for program administrators from Accountability Block Grant Pre-Kindergarten Programs, Head Start State Supplemental Assistance Programs, Keystone STARS 3 and 4 child care centers, and Pennsylvania PreK Counts Programs. The sessions will be computer-based, allowing participants an opportunity to practice entering data into ELN. The sessions will also describe the demographic data collection requirements, ideas for talking with families about ELN, and strategies for efficient data entry.  A number of resources materials including flyers describing ELN for families, frequently asked questions and responses, and tips for using computers will be provided.    

As training schedules and registration information is finalized, the information will be posted to the PA Key website at www.pakeys.org and will be disseminated through additional announcements, the BUILD listserv and the Regional Keys.  

 

13. What kind of ongoing support will be available to those programs participating in the Early Learning Network as they begin to report data? 

Technical assistance and ongoing support will also be available as programs begin to enter data in ELN. Email inquiries on ELN should be addressed to earlylearningnetwork@pattan.net. This email address is currently available for any procedural questions and concerns.  A toll-free phone line will be available in August 2009 for issues related to data entry and computer use. 

 

 

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ELN Training Handouts

Tips and Trick a Quick Reference Guide for your computer

ELN Entering Information and Common Errors Tip Sheet

ELN Glossary of Terms

ELN Online Help Example Tip Sheet

ELN Simulations with Trainer Notes

ELN STARS 3 and 4 Training Overview with Trainer Notes

ELN Hints for Entering Data