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Teacher-Student Data Link (TSDL) May 2, 2011 Lansing, MI Rob Dickinson, Grand Rapids Public Schools

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Housekeeping: SB-CEU cards Lunch Questions Here Webinar sites

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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

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What were 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

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What were NOT here to do: Debate merits of student growth in teacher evaluations Argue the relevance/adequacy of funding for this collection

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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 Michigans Race to the Top application

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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

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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

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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

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How we Got Here: May 2011 TSDL collection goes Live Special Thanks to Kathy Ott, Jackson ISD

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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

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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

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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

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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

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Definitions: 3 Cs 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

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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 cant enforce.

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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 students 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

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Questions PIC and SCED Codes

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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)

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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.

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PIC code Exceptions: State approved CTE courses Post-Secondary Courses Resource and Support teachers May include non-employees

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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 Dont wait for summer!

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PIC code Access from CEPI through REP system Each District should have REP authorized user Contact for data Work through mismatches START NOW!

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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

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PIC code Returns: Name Gender Birthdate SSN Teaching Credential License number PIC Can only be viewed by REP authorized users

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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

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PIC code Security agreement CEPI Website REP page Upload REP Data to CEPI Users & Training Guides also available

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PIC code

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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 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

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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.as p?pubid=2007341

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NCES SCED Codes Two data elements (characteristics): SCED Subject code 2 digit numeric string 01 English 02 Mathematics Required for 2011 year & on

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NCES SCED Codes Two data elements (characteristics): SCED course code 3 digit numeric string 001 9 th Grade English, Informal Math, etc. 002 10 th Grade English, General Math, etc.

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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

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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)

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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

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NCES SCED Codes

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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

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WARNING! Try to get REP assignment and cert stored in SMS system too! Compare these cert & assignment codes to HRs list of employees assignment & cert codes Two long standing, separate system, matched for the first time Data Quality reports No audits or adverse consequences YET

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WARNING! Watch for CEPI updates of crosswalk Encourage CEPI to highlight changes in new versions of crosswalk Thanks, Lynne!

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Questions Lunch

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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

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Who & What is reported? Submitting Entity Existing component District entity code Submit once per record

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Who & What is reported? Personal Core Component Existing component Identifies the student Name UIC etc Submit once per record

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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

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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

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WARNING! Students change schools & grades during year Requires additional student record for each grade & school where the course is recorded in the students academic record All course & instructor information in each record will be associated with the school in the School Demographics component

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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.

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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

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Student Course Component SubjectAreaCode (required) SCED Subject (2 digits) CourseIdentifierCode SCED Course (3 digits) Optional 2011, required 2012 LocalCourseId (required) Your Districts course code LocalCourseTitle (required) Your Districts course name

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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.

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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

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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

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WARNING! Carnegie Units 1 course taken for a full year = 1 credit. If your district uses another system to count credits towards graduation, youll need to translate to Carnegie. Can be done now!

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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

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Student Course Component CompletionStatus (required) 1 or 2 letter code Shows students 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

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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

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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

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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

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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

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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

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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 DONT WAIT

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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 isnt required (subject areas 51-72)

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Who & What is reported? Elementary vs Secondary Elementary students 73030 K student 73031 1 st grade 73037 7 th grade 73038 8 th grade 73039 non-grade differentiated education

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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

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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 its secondary

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Who & What is reported? Special Cases Summer School reported by providing District Reported in collection ended 8/31 of that year

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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? DONT WAIT!

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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

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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

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Who & What is reported? Special Cases CTE courses (State approved) Dont 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

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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

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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

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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 students grades at another district, use their teachers PIC, your building code Perhaps best if educating district reports, if you can get agreement

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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

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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 Districts data availability and plan accordingly Also, consider summer vacations, accessibility of school year staff DONT WAIT!

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Questions Application Walkthrough

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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!) DONT WAIT!!

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Getting Help! http://www.michigan.gov/cepi/0,1607,7-113- 986_50502_57560---,00.html http://www.michigan.gov/cepi/0,1607,7-113- 986_50502_57560---,00.html www.michigan.gov/cepi 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

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Getting Help!

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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 dickinsonr@grps.k12.mi.us

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Questions Thank You!