IReady usage time data

Hello:

This email acknowledges your public records request of 3/18/2024, which has
been assigned the tracking number PRR 2324-274. We understand you are
seeking the following public records:

1) For each grade level (or classroom, if not available at grade level),
data showing the amount of time students spent on lessons in the IReady
system for the year to date.
- This data can be accessed through the IReady system's lesson time-on-task
feature. An example of the lesson time-on-task report from another district
can be seen here:
https://www.detroitk12.org/cms/lib/MI50000060/Centricity/Domain/5951/IREADY%20Reading%20Time%20of%20Task%20022822.pdf
2) For each grade level (or classroom, if not available at grade level),
data showing the amount of time students spent playing learning games in
the IReady system for the year to date.
- This data can be accessed through the IReady system's "Playtime" report.
A guide to accessing the Playtime report can be found here (page 15):
https://resources.finalsite.net/images/v1701973094/myvolusiaschoolsorg/xjqbs2fxosdtve0tlhi3/iready-educator-guide-learning-games-2-1.pdf

*Please let us know if this does not accurately describe the records you
are looking for.*

*Before we can proceed*, we have some clarifying questions about your
request. Specifically, are you looking for this information for a specific
school or schools, or are you seeking aggregate data for all PPS schools?

Once we receive this clarification, we can proceed with a search for
responsive records.

If it is necessary to charge fees to fulfill this request, we will provide
a written cost estimate detailing the work to be performed and approximate
volume/nature of the records to be provided.

We note that you have requested a fee waiver. We will wait to make a
decision on waiving or reducing fees until after they have been assessed.

We try to respond to all requests within fifteen business days. Please note
some requests are complex or involve such a large volume of records that
additional time may be needed. If that is the case, we will provide our
best estimated date for completion.

If you have any questions or concerns about the public records process, we
encourage you to contact our office. It is always our goal to provide
records in a timely manner without undue delay or expense.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Todd:

First, I realize I gave you the incorrect reference number, please use "PRR
2324-275" as needed.

Second, thanks for clarifying. I've revised your request as follows, for
clarity:

1) data [by grade level, by school] showing the amount of time students
spent on lessons in the IReady system for the year to date.
- This data can be accessed through the IReady system's lesson time-on-task
feature. An example of the lesson time-on-task report from another district
can be seen here:
https://www.detroitk12.org/cms/lib/MI50000060/Centricity/Domain/5951/IREADY%20Reading%20Time%20of%20Task%20022822.pdf
2) data [by grade level, by school] showing the amount of time students
spent playing learning games in the IReady system for the year to date.
- This data can be accessed through the IReady system's "Playtime" report.
A guide to accessing the Playtime report can be found here (page 15):
https://resources.finalsite.net/images/v1701973094/myvolusiaschoolsorg/xjqbs2fxosdtve0tlhi3/iready-educator-guide-learning-games-2-1.pdf

I'll find out from staff how much time we would need to compile this and
follow up ASAP.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hello:

The work required to process your request will require PPS to assess fees
for the time and cost. A written cost estimate is attached detailing those
fees.

To reduce fees, you may narrow the scope of your request. Please contact us
if you are interested in discussing options.

You may also request a waiver or reduction of fees. Once we receive that
request, we will make a decision within fifteen business days. Please
include any information you believe demonstrates that the request primarily
benefits the general public. If your request is denied, you have the right
to petition the District Attorney for review of that decision.

Per PPS policy and ORS 192.329(3)(a), work on this request will stop until
payment is received. Payment may be submitted to the Accounts Receivable
Desk. Credit card payments may be made online at the link below:

PPS Accounts Receivable:

501 North Dixon St, Portland, OR 97227

503-916-3005

accountsreceivable@pps.net

https://www.schoolpay.com/pay/for/Public-Records-Request--Legal-Only/Sc4woeM

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Apologies. Here is the correct attachment.

Hi, Todd:

We have more than 80 schools and programs, so staff estimates needing up to
4 hours to compile all of the reports.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hi, Todd:

My understanding is that you're seeking two separate reports for each of
more than 80 schools. Is that correct?

If so, then our estimate accurately reflects how much time we think we will
need to download and review 160+ reports.

If not, then please clarify what you're asking for.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hi, Todd:

I've been trying to clarify which of these options you want:

(A) one of each report aggregating data for all schools, or
(B) one of each report for each school (so 160+ reports)?

I thought you wanted B, but now it seems like you want A. Please confirm.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Aha. Well noted. That should be much simpler, I will confirm with staff and
get back to you ASAP.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hi, Todd:

Yes, that will be substantially easier. We will waive any fees and proceed.
Based on staff availability I expect to complete this request on or before
May 3.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hi, Todd:

Attached are two time-on-task reports: one for K-5 schools and one for K-8
schools.

We're having some technical issues exporting the playtime report, so I'll
follow up once that's resolved. I don't have an ETA since we have to work
with the vendor to see what's happening.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hi, Todd:

Quick update. We've had discussions with the vendor and I've had a chance
to actually see the software interface. Unfortunately, the "playtime
report" is just the data that's available within the i-ready system;
there's no option within the software to export that data, nor do we have
aggregate data by school or district, just a YTD total of playtime minutes
for each class at each school. Putting that data into a shareable format
would involve manually tabulating data for each school. As per our
original estimates this would be many many hours of staff time.

Now that I better understand the software, I also took another look at the
sample you'd provided from Warwick(?) schools; I see that they have some
data access included in their contract. I will find out if our contract
provides for the same, and we will reach out again to the vendor to see if
they have the ability to provide similar data for us. I'll let you know if
that pans out, and then you can decide how to proceed.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Hi, Todd:

I have confirmed that we don't have any way to export the playtime data
into a report from the system, so we'd need to aggregate the data manually.
Please let me know if you'd like a written cost estimate for that time.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his

Sounds good. If I can help with anything in the future please let me know.

*Thank you kindly,*

Ryan Vandehey

Public Records Officer & Media Relations Representative

Portland Public Schools
Communications Department | Office of the Superintendent

Cell: 971-678-6103

Pronouns: he/him/his