TESPIRS Reports for Program Management

Texas Even Start Program Information Reporting System (TESPIRS) reports take data entered by local programs and place it in a format that can be used for program management. The four most commonly used reports, with explanations for each item, are listed in this document. [Please note that the Participant Information Report sample contains fictitious student names. The Family Information Report is merely a sample and does not reflect any given program.] Additional reports to support implementation of the revised Early Childhood and Parenting Education Indicators of Program Quality are in development.

Family Information Report

Local programs can run this report for a single quarter or all quarters year-to-date. There are five lines of information on this report.

1. Number of Families Projected: TESPIRS reads this from the approved grant application in Grants.
2. Number of Families Served: TESPIRS counts the number of families that have been listed as “active” at any time during the program year.
3. Number of Families Recruited: TESPIRS reads this from information entered by the local program in the Services section of TESPIRS. Recruited means families who were new this program year. This excludes continuing families.
4. Number of Families Departed: TESPIRS reads this from the number of families local programs changed to “departed” during the program year.
5. Number of Families Departed Met Goal: TESPIRS reads this from the number of families local programs changed to “departed, met goal” during the program year.

Items two through five are underlined in the actual report. See sample Family Information Report. When logged in to and working in TESPIRS, clicking on underlined items online provides a list of families included within that item. For example, clicking on “Number of Families Departed Met Goal” produces a list of families that were marked Departed, Met Goal during the program year along with their TESPIRS family number. The lists help programs verify that families have been departed as intended. It also allows programs to monitor the number of families served to date as compared to the number of families listed in the approved grant application.

Home Visit Report

This report lists the number of active families and the number of home visits conducted in each quarter. It can be run for a single quarter or for all quarters year-to-date. There are three items in this report.

1. Quarter: Lists the quarter of the year. September, October and November are Quarter 1; December, January, February are Quarter 2; March, April and May are Quarter 3 and June, July and August are Quarter 4.
2. Home Visits: The number of home visits reported in TESPIRS for that quarter.
3. Active Families: The number of active families for that quarter.

Texas requires that programs make one home visit per family per month. Ideally, the number of home visits would be three times the number of active families. Be aware that the ideal rarely occurs. A program with a home visit to number of active families enrolled that approaches 3.0 could be in compliance. Use this report as a beginning point for conversation. Viewing program activity across several quarters will provide a more global picture of a program’s home visiting activity. It is possible that one quarter of the year has fewer home visits while another quarter has more. View sample Home Visit Report.

Participant Report

This report is a listing of active participants. Participants are grouped by family. It can be run for a single quarter or for all quarters year-to-date. There are four items on this report.

1. Family Number: TESPIRS family number assigned by the local program.
2. Role: Identifies the participant as a parent or child.
3. Name: Lists the participant’s name
4. Enrollment Date: Lists the participant’s enrollment date in mm/dd/yyyy format.

Local programs can use this report to verify that all active families have been entered into TESPIRS. Where applicable, local programs can use the participant list to identify discrepancies in the spelling of adult student names with the adult education partner and to cross-check with the list of adult participants enrolled with the adult education partner. View sample Participant Report.

Title I Report

The Title I Report provides multiple items of information regarding program enrollment and services. It can be run for a single quarter or for all quarters year-to-date. There are six sections to the report, L-2, L-5, L-6, L-7, L-8 and L-9. Sample Title I Report.

L-2. Numbers of Even Start Families Served

This section calculates the number of families, adults, adult English Language Learners and children served.

• Number of Families Served: This is the number of families whose status is “active.”
• Total Number of Adults Participating: All active adults listed in the family roster section of TESIRS.
• Total Number of Adults who are English Language Learners: The number of adults whose designated assessment is BEST or BEST Plus. Students assessed with TABE are not counted as English Language Learners. Assessments listed in TESPIRS should be the same assessment used to determine the baseline score in ACES/TEAMS. Assessments should not be changed during the year.
• Total Number of Children Participating: This is the total number of children listed as active in TESPIRS, regardless of age.

L-5. Average Number of Hours of Instruction Offered Per Month

This section calculates the number of hours of instruction offered by the program as reported in the Services section of TESPIRS.

• Adult Education: This is an average computed by dividing the number of hours of adult education instruction offered to Even Start students in the quarter by three months. Adult education includes English as a Second Language, adult basic education and adult secondary education instruction.
• Early Childhood Education (0-3, through 08-31-2005) (The age group changes to 0-2, effective 09/01/2005) : This is an average computed by dividing the number of hours of early childhood education instruction offered in the quarter for this age group by three months.
• Early Childhood Education (4-5, through 08/31/2005) (The age group changes to 3-5, effective 09/01/2005): This is an average computed by dividing the number of hours of early childhood education instruction offered in the quarter for this age group by three months.
• Early childhood Education (6-7): This is an average computed by dividing the number of hours of early childhood education instruction offered by the Even Start program in the quarter for this age group by three months. Hours of grade level instruction (i.e. kindergarten, first grade, second grade) are excluded.
• Early Childhood Education (8 and older): This is an average computed by dividing the number of hours of early childhood education instruction offered by the Even Start program in the quarter for this age group by three months. Hours of grade level instruction (i.e. second grade, third grade) are excluded.
• Parenting Education: This is an average computed by dividing the number of hours of parenting education instruction offered by three months. Parenting education includes, parenting education classes, parent and child interactive literacy Activities (ILA) and home visits.

L-6. Average Number of Hours of Participation Per Month

This section calculates the total number of contact hours for every participant in the program for the quarter and divides it by three months. Calculations occur in the same manner as for section L-5. The result is the average number of hours of participation for the entire program. Programs can use this information to monitor the total program participation.

• Adult Education
• Early Childhood Education (0-3, through 08-31-2005) (The age group changes to 0-2, effective 09/01/2005)
• Early Childhood Education (4-5, through 08/31/2005) (The age group changes to 3-5, effective 09/01/2005)
• Early childhood Education (6-7)
• Early Childhood Education (8 and older)
• Parenting Education

L-7. Characteristics for Newly Enrolled Families at the time of Enrollment

This section provides information on newly enrolled families. This information documents the degree to which programs are recruiting families who are most in need.

• Percent of Newly Enrolled Families at or below the Federal Poverty Level
• Percent of Newly Enrolled Adult Participants without a High School Diploma or GED
• Percent of Newly Enrolled Adult Participants who have not gone beyond the 9 th Grade
• Number of Newly Enrolled Families
• Number of Newly Enrolled Adult Participants

L-8. Percent of Newly Enrolled Families Enrolled in the Current Program Year that Remain in the Program

This section computes retention for newly enrolled families. Please note that the maximum amount of time a newly enrolled family can participate in the enrollment year is 12 months. Please note that the sample report lists “0” for “More Than 12 Months.” The sample report was run in July. Fourth quarter reports have not yet been submitted, so only data through third quarter is included.

• Less Than 3 Months
• From 4-6 Months
• From 7-12 Months
• More Than 12 Months

L-9. Percent of Families Enrolled in Program Year 2005 that Remain in the Program

This section computes retention for all families in the program, including new, continuing and returning families. Retention is calculated from the most recent enrollment date, even if that enrollment date was in a previous program year.

• Less Than 3 Months
• From 4-6 Months
• From 7-12 Months
• More Than 12 Months