Step One:

Needs Assessment, Data, Collection & Analysis

The collection and presentation of evidence is going to require a paradigm shift for many. The new Improvement Journey protocol will require everyone to change what they think and expect. The initial step is for schools to engage in the Needs Assessment and Data Collection. The schools will engage in the school quality factor diagnostic that evaluates your school Needs Assessment and Data. To further align SWP and SQF, the schools must use the School Quality Factors Planning Tool.

Data Dialogue

School personnel and key stakeholders gather collectively to review, analyze, dialogue using data collected by the school leaders. School Leadership Teams gather and review data from multiple sources to answer questions, find patterns, and determine root causes.

  • Organize and categorize data through layers of information.
  • Collect survey data from stakeholders.
  • Inventories with teachers and students.
  • Review school performance results.
  • Make appropriate calculations and visual displays of data.
  • Use color to differentiate data and enable visual patterns to emerge
  • Disaggregate data into subgroups– gender, ethnicity, English Learners, students with special needs, etc. and, make clear factual observation.
  • Interpret the data: Summarize observations, generate explanations and, identify the root causes.
Outcome Data

Describes how a student or a group of students is doing at a particular moment in time. Outcome data communicates the degree to which a student or a group of students has acquired specific knowledge, skills and attitudes.

Outcome data include but not limited to:
          Possible Data Sources:
  • Student Academic Performance
  • Universal Screening Data
  • Graduation Rate
  • Summative Assessment Data
  • Drop-out Rates
  • Interim Assessment Data
  • Attendance Rate
  • English Learner Assessment Data
  • Discipline
  • Formative Assessments


  • Annual Reports/ Quarterly Fiscal Reports


  • AdminPlus
Demographic Data

Provides statistics regarding students, their families, and the community.

Demographic data include but not limited to:
          Possible Data Sources:
  • Ethnicity
  • AdminPlus
  • Home Language
  • Erate Survey
  • Gender
  • Free Meal Eligibility Report
  • School Staff (credentials, experience, etc.)
  • 618 Child Count (Special Education)
  • Socio-Economic Status


  • English Learners


  • Students with IEPs
Program Data

Includes descriptive information on how education and related activities are conducted within the organization. Program data refers to variables over which the school has some degree of control. Help the staff make effective decisions about curriculum, instruction, and assessment.

Program data include but not limited to:
          Possible Data Sources:
  • Teacher-student ratio
  • Power Walkthrough (Mx-Web)
  • Average number of years of experience for school staff
  • Primary instructional materials
  • Instructional Review Process (IRP) Reports
  • Levels of staffing or professional development at the school
  • School Facility Checklist
  • Schedule of classes
  • School Handbook
  • Curricular sequences
  • AdminPlus
  • Instruction practice
  • Primary Instructional Inventories
  • Student-centric environment
  • Quarterly Fiscal Report
  • Nature and frequency of assessments
  • Extracurricular activities
  • Facility
Perception Data

Perception Data helps us understand what students, parents, teachers, and others think about the learning environment. Perception data are important to take into account since people act in accordance with what they believe.

Perception data include but not limited to:
          Possible Data Sources:
  • Surveys
  • AdvancEd eProve
  • Questionnaires
  • AdvancED Stakeholder Surveys
  • Interviews
  • School Climate Survey
  • Observation
  • Evaluation QUestionnaire
  • Focus Groups
  • Pre-Post Surveys