Structured District School Protocol

Impact Study of Federally-Funded Magnet Schools

ISMS lottery data request memo

Structured District School Protocol

OMB: 1850-0943

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Memo

To: [District Name]

From: [Data Collection Liaison]

Date: XX/XX/XXXX

Subject: Lottery Data Collection for the Impact Study of Magnet Schools



Thank you for participating in the Impact Study of Magnet Schools, a study that Mathematica and Social Policy Research Associates are conducting for the U.S. Department of Education (ED). This memo outlines the scope of our planned request to [district name] for data related to school applications and admission lottery outcomes for schools of choice in your district. We are requesting data from spring 2018 (for admission in the 2018-2019 school year) and spring 2019 (for admission in the current 2019-2020 school year) for grades [list grades here].

For each lottery year, we are requesting districtwide lottery data for all schools of choice in your district. Districtwide data is necessary because your district uses a common admissions process where students may apply to multiple schools, and the study will compare students who were admitted to magnet schools to students who were not admitted to magnet schools on the basis of this common lottery. This includes information about all students who applied to enroll in one of the schools in your district, regardless of where they enrolled in the previous year. The study will examine which schools each student applied to, and the admission offers students received, to calculate each applicant’s lottery-based probability of attending a magnet school.

The remainder of this memo describes the specific data elements related to the lottery that will be used to conduct the study. To help alleviate the burden of data processing by your staff, we are requesting all available archived data from the spring 2018 and spring 2019 lottery rounds for the specified grades. These files should include schools’ criteria for prioritizing applicants; students’ application data showing their school choices, initial admission offers and waitlist outcomes; and students’ final school enrollment decisions.

We can accept the data in many formats (see section E), and the study team will work with your staff to establish an encrypted file-transfer protocol for sharing the data files in a highly secure manner. We are requesting access to the data by [customize date]. If you have any questions about the detailed data request described below or the overall study, please let us know.



A. Applicant school choice and enrollment records

Table 1 lists the school choice, application, lottery, waitlist, and enrollment records we are requesting for the students in your district. We recognize the exact format, data elements, or terminology used by your district may vary from the items shown below. We also understand that the items listed below may be stored across multiple data files. For this reason, we recommend that district staff consider sharing the available data files from the school application system and enrollment system in full, along with any documentation that will help us understand their contents.

We are requesting data from the spring 2018 admissions lottery and data from the spring 2019 admissions lottery. For both of these lottery years, please provide the following information on each student and each school to which they applied.

Table 1. Applicant-level data on school choices and lottery outcomes

Data element

Description


Applicant Identification Number

Number that uniquely identifies applicants, and links students to other enrollment, demographic, and test score data sets provided to the study

School Year (Fall)

School year for which applicant is seeking admission (e.g. 2018 for 2018-2019 school year)

Application type

Type of application/enrollment process: Common application for a subset of district schools [specify types], Common LEA-wide application, Unified Enrollment system, etc.

Application Date

Date application was received

Grade Level

Student’s grade level in school year for which applicant is seeking admission

Prior School Identifier

Value that uniquely identifies the applicant’s school of enrollment at the time of application (e.g. school year prior to the year applicant is seeking admission)

Prior School Name

Name of the applicant’s school of enrollment at the time of application

First Choice School Identifier

Value that uniquely identifies the first choice school to which student applied

First Choice School Name

Name of the first choice school to which student applied

First Choice Sibling Preference

Indicator for whether the applicant has a sibling currently enrolled at the school chosen (if SEA/LEA prioritize siblings of enrolled students)

First Choice Proximity Preference

Indicator for whether the applicant lives within a neighborhood receiving admission prioritizations (if SEA/LEA prioritize students from certain neighborhoods for the school and grade to which student applied)

First Choice Additional Preference 1, 2, etc.

[If applicable, add variables for additional admissions priority rules]

Indicators for whether the applicant meets criteria for the school and grade’s additional admissions priority

First Choice Initial Lottery Number

Random lottery number the applicant received to determine admission to their first choice school (if applicable for oversubscribed schools)

First Choice Initial Lottery Offer

Indicator for whether the applicant received an admission offer to their first-choice school at the time of the lottery

First Choice Initial Waitlist Status

Indicator for whether the applicant was placed on a waitlist for their first choice school at the time of the lottery

First Choice Initial Waitlist Position

[If applicable]

Initial position of the applicant on the waitlist for their first choice school at the time of the lottery (e.g., number of waitlisted applicants who would receive an offer from the school before this applicant)

Second Choice School Identifier

[If applicable]

Value that uniquely identifies the second choice school to which student applied

Second Choice School Name

[If applicable]

Name of the second choice school to which student applied

Second Choice Sibling Preference

[If applicable]

Indicator for whether the applicant has a sibling currently enrolled at the school chosen (if SEA/LEA prioritize siblings of enrolled students)

Second Choice Proximity Preference

[If applicable]

Indicator for whether the applicant lives within a neighborhood receiving admission prioritizations (if SEA/LEA prioritize students from certain neighborhoods for the school and grade to which student applied)

Second Choice Additional Preference 1, 2, etc.

[If applicable, add variables for additional admissions priority rules]

Indicators for whether the applicant meets criteria for the school and grade’s additional admissions priority rules

Second Choice Initial Lottery Number

Random lottery number the applicant received to determine admission to their second choice school (if applicable for oversubscribed schools)

Second Choice Initial Waitlist Status

Indicator for whether the applicant was placed on a waitlist for their second choice school at the time of the lottery (number of waitlisted applicants who would receive an offer from the school before this applicant)

Second Choice Initial Waitlist Position

[If applicable]

Initial position of the application on the waitlist for their second choice school

Note: Please include data elements for third choice schools, fourth choice schools, etc., for as many schools were chosen.

Initial Lottery Result –Identifier of assigned school

Value that uniquely identifies the school for which the student was initially offered admission following the lottery (or, an indicator showing that the student did not receive an initial offer for any school)

Initial Lottery Result –Name of assigned school

Name of the school for which the student was initially offered admission following the lottery

Date of Initial Application Result

Date of the initial application result

Initial Enrollment Status

Initial enrollment status of student as of the beginning of the district’s enrollment period (e.g., September 1st), indicating whether student enrolled in any district school, or did not enroll in a district school.

Initial Enrolled School Identifier

Value that uniquely identifies the school the student was enrolled in at the beginning of the enrollment period. Please record the school even if the student did not apply to it through the lottery.

Initial Enrolled School Name

Name of the school the student enrolled in at the beginning of the enrollment period

Final Enrollment Status

Final enrollment status of student as of the end of the district’s enrollment period (e.g., October 1st), indicating whether student enrolled in a district school, or did not enroll in a district school

Final Enrolled School Identifier

Value that uniquely identifies the school the student was enrolled in at the end of the enrollment period

Final Enrolled School Name

Name of the school the student enrolled in at the end of the enrollment period

Applicant information

Age or Date of Birth

Student’s age at beginning of school year, or date of birth to calculate age

Gender

Student gender

Race

Student race

Ethnicity

Student ethnicity

IEP or 504 Plan

Student has an IEP or 504 plan

FRPL

Student’s free or reduced-price lunch eligibility status

X Coordinate [drop if not available in district data]

State Plane X coordinate (or longitudinal coordinate) of student’s residence

Y Coordinate [drop if not available in district data]

State Plane Y coordinate (or latitudinal coordinate) of student’s residence

Right-to-attend/Campus of residence School Identifier(s)

Multiple fields containing the unique school identifiers (NCESID) for all elementary, middle, or high schools which the student can attend automatically, outside the lottery application process (e.g., neighborhood public schools corresponding to the student’s location of residence)

Right-to-attend/Campus of residence School Name(s)

Multiple fields containing the school names for all elementary, middle, or high schools which the student can attend automatically, outside the lottery-based application process

a As of end of the enrollment period defined by district.


B. School-level data for schools participating in the lottery system

Table 2 lists the school-specific data requested for each school listed in the application, admissions, and lottery files requested above. Please provide separate files for 2018 and 2019, including one record for each grade level in each school, for all schools participating in your district’s common application system.

Table 2. School-level data on lottery procedures (by grade)

Data element

Description


School ID

SEA/LEA unique school identifier

School Name

Name of the school

School LEA

Name of LEA for the school

School Type

Type of school (e.g. traditional public, magnet, charter, private, etc.)

X Coordinate [drop if student locations are unavailable]

State Plane X coordinate (or longitudinal coordinate) of school

Y Coordinate [drop if student locations are unavailable]

State Plane Y coordinate (or latitudinal coordinate) of school

School Year (Fall)

Year (Fall) corresponding to enrollments through the application process (e.g. 2018 for 2018-2019 school year)

Total Enrollment

Total number of students enrolled at the school the previous academic year

School grade level

Grade level accepting applications for admission through the lottery [record one set of variables for each grade accepting applications]

Available seats at this grade level

Number of seats available for enrollment through the application and lottery process at this grade level for the corresponding school year

Guaranteed/automatically exempt seats

Number of seats automatically guaranteed to or reserved for specific types of students (e.g., those living in the neighborhood, siblings of current students, or students of staff)

Total seats

Total number of seats available. (This should equal sum of prior 2 rows)

Specialized Program

Name of program if seats are offered separately for specific programs within the school-grade level (please include a separate school, grade, and year record for each program within a school that has a separate allocation of seats)

School Sibling Preference

School prioritizes applicants with an enrolled sibling

School Proximity Preference

School prioritizes applicants living within a particular regional boundary

Additional School Preference 1 [if applicable]

School prioritizes admission to students meeting additional preference criteria 1

Additional School Preference 1 Description [if applicable]

Description of preference criteria 1

Additional School Preference 2 [if applicable]

School prioritizes admission to students meeting additional preference criteria 2

Additional School Preference 2 Description [if applicable]

Description of preference criteria 2

Note: Please include similar data elements for each of the “N” admissions preferences recognized for the school and grade level, ordered highest to lowest priority.

Start Date of Initial Lottery

Start date applications are accepted for first interim lottery

End Date of Initial Lottery

Date first interim lottery decisions are made

Deadline to Accept Initial Offers

Last day to accept admissions offers from the initial lottery

Start Date of Interim Lottery 2 [if applicable]

Start date applications are accepted for second interim lottery

End Date of Interim Lottery 2 [if applicable]

Date second interim lottery decisions are made

Deadline to Accept Interim Offers 2

Last day to accept admissions offers from interim lottery #2

Note: Please include similar data elements for each of the “N” lottery rounds during which applicants can receive admissions offers.

Date of Final Lottery Decisions

Date of final lottery decisions

Date Waitlist Period Ends

Date the school stops making waitlist offers


C. Justification for requested data

We greatly appreciate your assistance with this data request. We want to assure you that the study team and the U.S. Department of Education carefully considered this request to ensure it includes the data necessary to conduct a high-quality study. We will use these data to account for how your district implements its school admissions lottery and to understand the full menu of school options available to students in your district. Without these lottery details, we will be unable to compile appropriate data to measure the outcomes of interest for the magnet schools that are the focus of the study.

D. Data confidentiality

Mathematica and its subcontractors follow the confidentiality and data protection requirements of The Education Sciences Reform Act of 2002, Title I, Part E, Section 183. We will use the data provided in response to this request for research purposes only. The reports prepared for the study will summarize findings across the sample and will not associate responses with a specific district, school, or individual. We will not provide information that identifies respondents to anyone outside the study team, except as required by law.

E. File format

We can work with almost any file format, including (but not limited to) Excel, comma delimited or fixed-width text files, R, SAS, SPSS, Stata, and Access. Please also provide documentation of the data, including definitions of variables/fields, any codes used as values, and contact information for someone who can answer questions about the data.

Thank you very much for your assistance with this data request! We greatly appreciate your assistance. Please do not hesitate to contact me with any questions or concerns at [liaison phone number and email].



According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 1850-0943. The time required to complete this voluntary information collection is estimated to average 8 hours per district, including the time to review instructions, gather the data needed, and complete and review the information collected. If you have any comments concerning the accuracy of the time estimate(s) or suggestions for improving this form, please write to:  U.S. Department of Education, Washington, DC  20202. If you have comments or concerns regarding the status of your individual submission of this form, write directly to:  U.S. Department of Education, Institute of Education Sciences, 555 New Jersey Avenue, NW, Washington, DC  20208.




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File Typeapplication/vnd.openxmlformats-officedocument.wordprocessingml.document
File TitleMathematica Memo
AuthorIra Nichols-Barrer
File Modified0000-00-00
File Created2021-01-14

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