Presentation Transcript

1. Teacher-Student Data Link(TSDL)

   May 2, 2011 – Lansing, MI Rob Dickinson, Grand Rapids Public Schools
2. Housekeeping: SB-CEU cards Lunch Questions Here Webinar sites
3. Agenda: 10:00 – Intro & Overview 11:00 – PIC & SCED codes 12:00 – Lunch 1:00 – Who to report and what to report on them 2:00 – Application walkthrough 3:00 – End
4. What we’re here to do: Learn TSDL submission requirements What needs to be done, and when Who needs to be reported, and what needs to be reported on them Pitfalls to avoid
5. What we’re NOT here to do: Debate merits of student growth in teacher evaluations Argue the relevance/adequacy of funding for this collection
6. How we Got Here: MCL 380.1249 – Districts are required to conduct annual educator evaluations that include student growth as a significant factor. Passed in 2009 as part of Michigan’s Race to the Top application
7. How we Got Here: $1.3 billion distributed to schools through the State Fiscal Stabilization Fund Required that all Districts report the effectiveness label generated by these evaluations in their REP submission
8. How we Got Here: State School Aid Act Section 94a Approximately $5 per student to support the efforts of Districts to match individual teacher and student records
9. How we Got Here: June 2010 – CEPI formed TSDL Workgroup LEA, ISD, CEPI & MDE reps Met monthly, June – November Hashed out details Extremely collaborative effort
10. How we Got Here: May 2011 – TSDL collection goes Live Special Thanks to Kathy Ott, Jackson ISD
11. Definitions: CEPI Center for Educational Performance and Information MSDS Michigan Student Data System Data reporting system used by CEPI to collect student level data Several collections during year, TSDL is just one
12. Definitions: REP Registry of Educational Personnel Another collection system used by CEPI to collect information on school employees Teacher of record Certified teacher responsible for the instruction the student received and providing the grade May not be District employee Can report up to 3 per student/course
13. Definitions: NCES National Center for Educational Statistics Part of US Department of Education Produced lists of common course codes – SCED School Codes for the Exchange of Data Secondary and prior-to-secondary versions
14. Definitions: Schema List of data fields (characteristics) in a data file & what rules each characteristic must follow Data rules Business rules XML Extensible Markup Language Very flexible format for transferring data files Difficult to display compared to flat files Particular data fields can be present, absent, or present many times
15. Definitions: 3 C’s Characteristic Particular data element on a record Component Group of characteristics always reported together Different collections, the component stays the same Collection Group of components always reported together
16. Definitions: Required vs Conditional vs Optional Required – Characteristic MUST be submitted for EVERY record Conditional – Required for certain students, can be enforced by collection application Optional – Required for certain students, application can’t enforce.
17. TSDL Student Course Component Data Characteristics Subject Area Code (from SCED) Course Identifier Code (from SCED) Local Course ID Local Course Title Local Course Section ID Course Type Academic Year Credits Granted Course Grade (grade student received in class, not student’s grade level) Completion Status PIC (from REP) Virtual Delivery Mentor Teacher Some of these data elements may or may not be required for your building and/or grade levels These are NOT the actual field names
18. Questions PIC and SCED Codes
19. PIC code PIC Personnel Identification Code Issued by CEPI, originally for use in REP UIC for school employees Follows employee across Michigan 3 - 10 digit number actual number (no leading zeros)
20. PIC code Probably stored in your HR system Needs to be cross-walked into Student management system Any staff member who taught during 2010-11 school year.
21. PIC code Exceptions: State approved CTE courses Post-Secondary Courses Resource and Support teachers May include non-employees
22. WARNING!! Some HR systems - real time only Data may not be stored on non-current teachers Start working NOW to find teachers in SMS who may no longer be in your HR system Don’t wait for summer!
23. PIC code Access from CEPI through REP system Each District should have REP authorized user Contact for data Work through mismatches START NOW!
24. PIC code REP system not always active CEPI created REP PIC Service PIC Lookup and/or creation Separate authorization from rest of REP 2 levels: Lookup only Lookup & creation authority Current authorized users can use as well
25. PIC code Returns: Name Gender Birthdate SSN Teaching Credential License number PIC Can only be viewed by REP authorized users
26. ATTENTION CTEIS Users! Gender & Birthdate Included for CTE reporting Published specs ask for both data Rescinded for 2011 collection Not required for 2011 CTEIS reporting CTEIS Issue ONLY, not a TSDL issue
27. PIC code Security agreement CEPI Website REP page “Upload REP Data to CEPI” User’s & Training Guides also available
28. PIC code
29. PIC code
30. NCES SCED Codes Two sets of codes: “Prior-to-Secondary School Course Code Classification System: School Codes for the Exchange of Data (SCED)” – grades K-8 and 14 http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2011801 NOTE: Subject Code 73 NOT in document Bookmarks, but is at end of Subject Code 72
31. NCES SCED Codes Two sets of codes: “The Secondary School Course Code Classification System: School Codes for the Exchange of Data (SCED)” – grades 6-12 and 14 http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007341
32. NCES SCED Codes Two data elements (characteristics): SCED Subject code 2 digit numeric string 01 – English 02 – Mathematics Required for 2011 year & on
33. NCES SCED Codes Two data elements (characteristics): SCED course code 3 digit numeric string 001 – 9th Grade English, Informal Math, etc. 002 – 10th Grade English, General Math, etc.
34. NCES SCED Codes Two data elements (characteristics): SCED Course code is data ‘fragment’ Must have subject code with it to mean anything Required for 2012 year & on
35. WARNING! Make sure whoever writes reports from your SMS knows, never report by SCED Course code alone ALWAYS use both Subject and Course Codes together Consider storing as 1 field (ask your tech people)
36. NCES SCED Codes REP Assignment Code crosswalk Excel Spreadsheet: SCED subject and Course code Course Title REP Assignment Code List of allowed Certifications Excellent tool for assigning NCES codes to local courses
37. NCES SCED Codes
38. NCES SCED Codes Hundreds of courses to match, START SOON! Subject code ONLY required for 2011 Course code allowed to be reported, but not required Will be required in 2012
39. WARNING! Try to get REP assignment and cert stored in SMS system too! Compare these cert & assignment codes to HR’s list of employee’s assignment & cert codes Two long standing, separate system, matched for the first time Data Quality reports No audits or adverse consequences YET
40. WARNING! Watch for CEPI updates of crosswalk Encourage CEPI to highlight changes in new versions of crosswalk Thanks, Lynne!
41. Questions Lunch
42. Who & What is reported? TSDL Collection 4 Components: Submitting Entity Personal Core School Demographics Student Course Schema for each on CEPI MSDS webpage “MSDS collection Matrix” XML schema on TSDL webpage
43. Who & What is reported? Submitting Entity Existing component District entity code Submit once per record
44. Who & What is reported? Personal Core Component Existing component Identifies the student Name UIC etc Submit once per record
45. WARNING! All students need UIC numbers for this submission No blank records If new students this summer, use SRM to get new UIC on student, then submit TSDL Also, demographic data WILL be changed by this submission Pepe will update core data Non-core - last entered Will not change PEPE or cohort data
46. Who & What is reported? School Demographics Component New component, existing characteristics District, school, grade, local student ID Subset of Entity Demographics Excludes data from E.D. not relevant to TSDL Submit once per record, not necessarily once per student
47. WARNING! Students change schools & grades during year Requires additional student record for each grade & school where the course is recorded in the student’s academic record All course & instructor information in each record will be associated with the school in the School Demographics component
48. WARNING! Students in self-contained special ed classrooms may be reported in Grade ’14’ (ungraded special ed) for this count. Certain Course grades, completion statuses will only be available if you use ’14’.
49. Who & What is reported? Student Course Component New Component Courses taken, grades achieved (if applicable), Teacher of record, for each course recorded on students academic record Submit at least once per record
50. Student Course Component SubjectAreaCode (required) SCED Subject (2 digits) CourseIdentifierCode SCED Course (3 digits) Optional 2011, required 2012 LocalCourseId (required) Your District’s course code LocalCourseTitle (required) Your District’s course name
51. WARNING! LocalCourseTitle Be sure how your student record system stores this information Is it static, or kept by schoolyear? If you change a course name for next year, will references to the course from prior years now have that new name? If you submit multiple times, and LocalCourseTitle changes, it will create a duplicate record in TSDL.
52. Student Course Component CourseSectionId(optional) The section # the student took CourseType (required) 2 digit code (numeric string) Normal Class, or one of several types of advanced course 01 – regular (default) Others - AP, Honors, IB, Dual Enrollment
53. Student Course Component Academic Year (optional) Allows for updating grades from previous years Not needed for current year entries CreditsGranted (conditional) Credit granted for this course in Carnegie Units Required for Subject codes 01-22, unless grade=“14” or completion status shows audit or ongoing
54. WARNING! Carnegie Units – 1 course taken for a full year = 1 credit. If your district uses another system to count credits towards graduation, you’ll need to translate to Carnegie. Can be done now!
55. Student Course Component CourseGrade (conditional) Final grade given to student for this course Should match format of what goes on academic records Required for Subject codes 01-22, unless grade=“14” or completion status shows audit or ongoing
56. Student Course Component CompletionStatus (required) 1 or 2 letter code Shows student’s status at completion of course Completed & passed, Completed & failed, withdrawn, Incomplete, Auditing, Tested Out, etc. Two codes “CS” and “OE” are for grade 14 students only
57. Student Course Component PIC (conditional) 1 PIC minimum required for each Component entry, 3 maximum for team teaching Not needed for Dual Enrollment, or CTE courses For Dual Enrollment, be sure to submit with CourseType=“07”, CTE, use “00” as SubjectAreaCode
58. Student Course Component VirtualDelivery (optional) Yes/No field Only needed when “Yes” Was this course, for this student, delivered virtually MentorTeacher (optional) Yes/No field Only needed when “Yes” Can only be reported when VirtualDelivery is “Yes” Was the PIC listed for a teacher acting as a mentor, rather than a teacher of record
59. WARNING! VirtualDelivery – is this particular course, for this particular student, delivered virtually? How are virtual vs non-virtual courses differentiated in your system Different course codes – Are they easy to tell? Different Section #, but same course codes – is there a marker in the section # No differentiation, 2 kids in same course & section, one online, one not Be SURE that how your vendor wants to set virtual markers works with how you organize your classes
60. Who & What is reported? Who is reported? K – 12 students need at least 1 course & PIC submitted Exceptions: Pre-K Adult Ed (even if 16-19) Special ed over 22 (as of 9/1) Shared Time, home-schooled & non-public
61. Who & What is reported? Part year students Enter or leave the School/District mid year If they are there long enough that the course(s) would be entered on their academic record, even if no grade is given, then they should be reported Very short-term students need not be reported
62. WARNING! Students who leave part way through the year How does your student record system retain information of students no longer attending your schools? Can it pull course and grade histories, and school and grade information, on ex-students the same way it does on current students? Make sure your vendor is aware that you need to retain data on past students within the school year and report them on TSDL DON’T WAIT
63. Who & What is reported? Elementary vs Secondary Elementary students Can use general grade level elementary course (Subject Area 73 courses) Can also use ungraded course for self-contained special ed. If specific course data is available, it can be reported, but isn’t required (subject areas 51-72)
64. Who & What is reported? Elementary vs Secondary Elementary students 73030 – K student 73031 – 1st grade … 73037 – 7th grade 73038 – 8th grade 73039 – non-grade differentiated education
65. Who & What is reported? Elementary vs Secondary Secondary Students Should report each course that is recorded on academic record, even if a final grade is not earned If it goes on the academic record, report it Needs subject – specific course codes (in 2012), area codes 00-22
66. Who & What is reported? Elementary vs Secondary K- 8, grades 6-8, elementary or secondary? Report them as you treat them 1 class all day with same teacher, report as elementary Hourly attendance, students change classes, graded in discreet classes, then it’s secondary
67. Who & What is reported? Special Cases Summer School – reported by providing District Reported in collection ended 8/31 of that year
68. WARNING! Summer school courses offered during this coming summer are expected to be reported with THIS submission by 8/31 Many summer school programs & teachers are not used to being “on-the-spot” with reporting of grades They need to be warned, followed up with to ensure all grades get reported ON TIME How are summer school classes recorded in your SMS? Same as others, or will special attention be needed? DON’T WAIT!
69. Who & What is reported? Resource teachers Pullout art, music, resource room may not be reported Itinerants Report all you can Not EVERY teacher will get reported
70. WARNING! Remember that ALL teachers are required to have student growth used as part of evaluation, even if they have no TSDL reporting for them Use building averages, testing results, etc. District determines, but must use something
71. Who & What is reported? Special Cases CTE courses (State approved) Don’t report AT ALL, or report with ’00’ subject code If reported, PIC not required However, if reported, all other rules must be met Non-State approved, submit as any other course
72. Who & What is reported? Special Cases Dual Enrollment & early/middle college – No PIC needed Grade changes after submission – can be submitted with appropriate AcademicYear, but not required Starting in 2011-12
73. Who & What is reported? Special Cases Cooperative Education Student taking courses in multiple districts PEPE district is responsible Cooperative agreements can specify who reports Make sure growth data gets back to educating district
74. WARNING! Cooperative ed students can be reported by whichever district the two decide on (remember that PEPE district is responsible) However, districts can ONLY report on their own buildings If reporting student’s grades at another district, use their teacher’s PIC, your building code Perhaps best if educating district reports, if you can get agreement
75. Who & What is reported? WHEN? Currently, all Districts must finish their submissions and certify by 8/31 Can submit multiple times, only 1 certification is required However, watch for changes between uploads if using multiple uploads
76. WARNING! 8/31 is after most Districts rollover their student record system Will grades, schools change at rollover? Can old grades, teachers, building assignments be accessed after rollover Make sure you understand what effect rollover will have on your District’s data availability and plan accordingly Also, consider summer vacations, accessibility of school year staff DON’T WAIT!
77. Questions Application Walkthrough
78. WARNING! Last Warning Error free is not the same as accurate! Pay attention to the reports for errors, know reasons for discrepancies Your staff will not like what is done with this submission Will want to blame the data Be ready to defend your report (I know, I know!) DON’T WAIT!!
79. Getting Help! http://www.michigan.gov/cepi/0,1607,7-113-986_50502_57560---,00.html www.michigan.gov/cepi Click on CEPI Applications in left column Click on Michigan Student Data System (MSDS) in the new menu Click on “Teacher Student Data Link” in center column, mid page, above words “TRAINING EVENTS”
80. Getting Help!
81. Getting Help! cepi@michigan.gov or (517) 335-0505, option 3 Consider joining MPAAA Spring Conference May 16 – 18, Grand Traverse Resort, Traverse City Fall LP Conference – September 12-13, Radison Hotel, Kalamazoo Fall UP Conference – September 19-20, Island Resort, Harris CEPI SRSD Listserv dickinsonr@grps.k12.mi.us or (616) 819-2085
82. Questions Thank You!