Teacher Teacher-Student Data Link Teacher Teacher Student Data - - PowerPoint PPT Presentation

Teacher Teacher-Student Data Link Student Data Link Teacher Teacher Student Data Link Student Data Link (TSDL) (TSDL)

M 2 2011 L i MI May 2, 2011 – Lansing, MI Rob Dickinson, Grand Rapids Public Schools

Housekeeping: Housekeeping: Housekeeping: Housekeeping:

• SB CEU cards
• SB-CEU cards
• Lunch
• Questions
• H
• Here
• Webinar sites

Agenda: Agenda: Agenda: Agenda:

• 10:00 – Intro & Overview
• 10:00 Intro & Overview
• 11:00 – PIC & SCED codes
• 12:00 Lunch
• 12:00 – Lunch
• 1:00 – Who to report and what

t t th to report on them

• 2:00 – Application walkthrough
• 3:00 – End

What we’re here to do: What we’re here to do: What were here to do: What were here to do:

• Learn TSDL submission
• Learn TSDL submission

requirements

• Wh

d b d d

• What needs to be done, and

when

• Who needs to be reported,

and what needs to be reported

• n them
• Pitfalls to avoid

What we’re NOT here to do: What we’re NOT here to do: What were NOT here to do: What were NOT here to do:

• Debate merits of student
• Debate merits of student

growth in teacher evaluations

• Argue the relevance/adequacy
• f funding for this collection

How we Got Here: How we Got Here: How we Got Here: How we Got Here:

• MCL 380.1249 – Districts are

required to conduct annual educator evaluations that include student growth as a significant factor. g

• Passed in 2009 as part of
• Passed in 2009 as part of

Michigan’s Race to the Top application application

How we Got Here: How we Got Here: How we Got Here: How we Got Here:

• $1.3 billion distributed to
• $1.3 billion distributed to

schools through the State Fiscal Stabilization Fund Stabilization Fund

• Required that all Districts
• Required that all Districts

report the effectiveness label generated by these evaluations generated by these evaluations in their REP submission

How we Got Here: How we Got Here: How we Got Here: How we Got Here:

• State School Aid Act Section
• State School Aid Act Section

94a

• Approximately $5 per student

to support the efforts of to support the efforts of Districts to match individual teacher and student records teacher and student records

How we Got Here: How we Got Here: How we Got Here: How we Got Here:

• June 2010 – CEPI formed TSDL
• June 2010 CEPI formed TSDL

Workgroup

• LEA, ISD, CEPI & MDE reps
• Met monthly, June – November

y J

• Hashed out details
• Extremely collaborative effort

How we Got Here: How we Got Here: How we Got Here: How we Got Here:

• May 2011 – TSDL collection goes
• May 2011 TSDL collection goes

Live

• Special Thanks to Kathy Ott,

Jackson ISD J

Definitions: Definitions: Definitions: Definitions:

• CEPI
• Center for Educational Performance

and Information

• MSDS
• Mi hi

S d D S

• Michigan Student Data System
• Data reporting system used by CEPI to

collect student level data collect student level data

• Several collections during year,

TSDL is just one

Definitions: Definitions: Definitions: Definitions:

• REP
• Registry of Educational Personnel
• Another collection system used by

CEPI to collect information on school CEPI to collect information on school employees

• T

eacher of record

• Certified teacher responsible for the

p instruction the student received and providing the grade

• M

b Di i l

• May not be District employee
• Can report up to 3 per student/course

Definitions: Definitions: Definitions: Definitions:

• NCES
• NCES
• National Center for Educational

Statistics

• Part of US Department of Education
• Produced lists of common course

codes SCED codes – SCED

• School Codes for the Exchange of

Data

• Secondary and prior-to-secondary

versions

Definitions: Definitions: Definitions: Definitions:

• Schema
• List of data fields (characteristics) in a
• List of data fields (characteristics) in a

data file & what rules each characteristic must follow

• D

l

• Data rules
• Business rules
• XML
• Extensible Markup Language
• Very flexible format for transferring data

files

• Difficult to display compared to flat files
• Difficult to display compared to flat files
• Particular data fields can be present, absent,
• r present many times

Definitions: Definitions: Definitions: Definitions:

• 3 C’s
• 3 Cs
• Characteristic
• Particular data element on a record
• Component
• Group of characteristics always

reported together

• Different collections, the component

stays the same stays the same

• Collection
• Group of components always reported

p p y p together

Definitions: Definitions: Definitions: Definitions:

• Required vs Conditional vs

Optional Optional

• Required – Characteristic MUST be

submitted for EVERY record submitted for EVERY record

• Conditional – Required for certain
• Conditional Required for certain

students, can be enforced by collection application

• Optional – Required for certain

d li i ’ f students, application can’t enforce.

TSDL Student Course Component TSDL Student Course Component Data Characteristics Data Characteristics

 Subject Area Code (from SCED)  Subject Area Code (from SCED)  Course Identifier Code (from SCED)  Local Course ID  Local Course Title  Local Course Section ID  Course Type  Academic

Year C d G d

 Credits Granted  Course Grade (grade student received in class, not student’s grade level)  Completion Status  PIC (from REP)  PIC (from REP)  Virtual Delivery  Mentor T

eacher

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

Q i Questions PIC and SCED Codes

PIC code PIC code PIC code PIC code

• PIC
• PIC
• Personnel Identification Code
• Issued by CEPI, originally for use in

y , g y REP

• UIC for school employees
• F ll

l Mi hi

• Follows employee across Michigan
• 3 - 10 digit number
• actual number (no leading zeros)
• actual number (no leading zeros)

PIC code PIC code PIC code PIC code

• Probably stored in your HR
• Probably stored in your HR

system

• Needs to be cross-walked into

Student management system g y

• Any staff member who taught
• Any staff member who taught

during 2010-11 school year.

PIC code PIC code PIC code PIC code

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

WARNING!! WARNING!! WARNING!! WARNING!!

• Some HR systems - real time only
• Some HR systems real time only
• Data may not be stored on non-
• Data may not be stored on non

current teachers

• Start working NOW to find

teachers in SMS who may no teachers in SMS who may no longer be in your HR system

• Don’t wait for summer!

PIC code PIC code PIC code PIC code

• Access from CEPI through REP

system system

• Each District should have REP
• Each District should have REP

authorized user

• Contact for data
• Work through mismatches
• START NOW!

PIC code PIC code PIC code PIC code

• REP system not always active
• REP system not always active
• CEPI created REP PIC Service
• PIC Lookup and/or creation
• 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 well

PIC code PIC code PIC code PIC code

• Returns:
• Returns:
• Name
• Gender
• Gender
• Birthdate
• SSN
• SSN
• T

eaching Credential License number

• PIC
• PIC
• Can only be viewed by REP authorized

y y users

ATTENTION CTEIS Users! ATTENTION CTEIS Users! ATTENTION CTEIS Users! ATTENTION CTEIS Users!

• Gender & Birthdate
• Included for CTE reporting
• Published specs ask for both data
• R

i d d f 2011 ll ti

• Rescinded for 2011 collection
• Not required for 2011 CTEIS reporting
• Not required for 2011 CTEIS reporting
• CTEIS Issue ONLY, not a TSDL issue

PIC code PIC code PIC code PIC code

• Security agreement
• Security agreement
• CEPI Website
• REP page
• “Upload REP Data to CEPI”
• User’s & Training Guides also

available

PIC code PIC code PIC code PIC code

PIC code PIC code PIC code PIC code

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• T

wo sets of codes:

• T

wo sets of codes:

• “Prior-to-Secondary School Course

Code Classification System: School y Codes for the Exchange of Data (SCED)” – grades K-8 and 14

• http://nces.ed.gov/pubsearch/pubsinfo.asp?

pubid=2011801 pubid 2011801

• NOTE: Subject Code 73 NOT in
• NOTE: Subject Code 73 NOT in

document Bookmarks, but is at end of Subject Code 72

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• T

wo sets of codes:

• T

wo sets of codes:

• “The Secondary School Course

Code Classification System: School y Codes for the Exchange of Data (SCED)” – grades 6-12 and 14

• http://nces.ed.gov/pubsearch/pubsinfo.a

sp?pubid=2007341 sp?pubid=2007341

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• T

wo data elements

• T

wo data elements (characteristics):

• SCED Subject code

j

• 2 digit numeric string
• 01 – English
• 02 – Mathematics
• R

i d f 2011 &

• Required for 2011 year & on

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• T

wo data elements

• T

wo data elements (characteristics):

• SCED course code
• 3 digit numeric string
• 001 – 9th Grade English, Informal Math,

etc.

• 002 – 10th Grade English, General

Math, etc. ,

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• T

wo data elements

• T

wo data elements (characteristics):

• SCED Course code is data

‘fragment’

• Must have subject code with it to

mean anything

• Required for 2012 year & on

WARNING! WARNING! WARNING! WARNING!

• Make sure whoever writes reports
• Make sure whoever writes reports

from your SMS knows, never report by SCED Course code p y alone

• ALWAYS use both Subject and

Course Codes together

• Consider storing as 1 field (ask

g ( your tech people)

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• REP Assignment Code crosswalk
• REP Assignment Code crosswalk
• Excel Spreadsheet:
• SCED subject and Course code

j

• Course Title
• REP Assignment Code
• List of allowed Certifications
• E

ll t t l f i i NCES

• Excellent tool for assigning NCES

codes to local courses

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

NCES SCED Codes NCES SCED Codes NCES SCED Codes NCES SCED Codes

• Hundreds of courses to match,
• Hundreds of courses to match,

START SOON!

• Subject code ONLY required for

2011

• Course code allowed to be
• Course code allowed to be

reported, but not required

• Will be required in 2012

WARNING! WARNING! WARNING! WARNING!

• Try to get REP assignment and cert stored in

y g g SMS system too!

• Compare these cert & assignment codes to
• 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 for the first time

• Data Quality reports
• No audits or adverse consequences

YET

WARNING! WARNING! WARNING! WARNING!

• Watch for CEPI updates of crosswalk

p

• Encourage CEPI to highlight changes in new

versions of crosswalk versions of crosswalk

• Thanks, Lynne!

a s, y e!

Q i Questions Lunch

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• TSDL Collection
• TSDL Collection
• 4 Components:
• Submitting Entity
• Submitting Entity
• Personal Core
• School Demographics
• School Demographics
• Student Course
• Schema for each on CEPI MSDS
• Schema for each on CEPI MSDS

webpage

• “MSDS collection Matrix”
• MSDS collection Matrix
• XML schema on TSDL webpage

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Submitting Entity
• Submitting Entity
• Existing component
• District entity code
• Submit once per record

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Personal Core Component
• Personal Core Component
• Existing component
• Identifies the student
• Name
• UIC
• etc
• Submit once per record

WARNING! WARNING! WARNING! WARNING!

• All students need UIC numbers for this

submission

• No blank records
• If new students this summer use SRM to get new
• If new students this summer, use SRM to get new

UIC on student, then submit TSDL

• Also demographic data WILL be changed by
• 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
• Will not change PEPE or cohort data

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• School Demographics Component
• 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 TSDL

• Submit once per record not
• Submit once per record, not

necessarily once per student

WARNING! WARNING! WARNING! WARNING!

• Students change schools & grades during

g g g year

• Requires additional student record for each
• 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 record will be associated with the school in the School Demographics component

WARNING! WARNING! WARNING! WARNING!

• Students in self-contained special ed

p 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’.

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Student Course Component
• Student Course Component
• New Component
• Courses taken, grades achieved (if

applicable), T eacher of record, for pp ) each course recorded on students academic record

• Submit at least once per record

Student Course Component Student Course Component Student Course Component Student Course Component

• SubjectAreaCode (required)
• SubjectAreaCode (required)
• SCED Subject (2 digits)
• CourseIdentifierCode
• CourseIdentifierCode
• SCED Course (3 digits)
• Optional 2011, required 2012
• Optional 2011, required 2012
• LocalCourseId (required)
• Your District’s course code
• Your Districts course code
• LocalCourseTitle (required)
• Your District’s course name
• Your Districts course name

WARNING! WARNING! WARNING! 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
• 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 duplicate record in TSDL.

Student Course Component Student Course Component Student Course Component Student Course Component

• CourseSectionId(optional)
• CourseSectionId(optional)
• The section # the student took
• CourseType (required)
• 2 digit code (numeric string)
• 2 digit code (numeric string)
• Normal Class, or one of several

types of advanced course yp

• 01 – regular (default)
• Others - AP, Honors, IB, Dual

, , , Enrollment

Student Course Component Student Course Component Student Course Component Student Course Component

• Academic

Year (optional)

• Academic

Year (optional)

• Allows for updating grades from

previous years p y

• Not needed for current year entries
• CreditsGranted (conditional)
• Credit granted for this course in

C i U i Carnegie Units

• Required for Subject codes 01-22,

unless grade=“14” or completion unless grade 14 or completion status shows audit or ongoing

WARNING! WARNING! WARNING! WARNING!

• Carnegie Units – 1 course taken for a full

g year = 1 credit.

• If your district uses another system to count
• If your district uses another system to count

credits towards graduation, you’ll need to translate to Carnegie.

• Can be done now!

Student Course Component Student Course Component Student Course Component Student Course Component

• CourseGrade (conditional)
• CourseGrade (conditional)
• Final grade given to student for this

course

• Should match format of what goes

g

• n academic records
• Required for Subject codes 01-22,

unless grade=“14” or completion status shows audit or ongoing status shows audit or ongoing

Student Course Component Student Course Component Student Course Component Student Course Component

• CompletionStatus (required)
• CompletionStatus (required)
• 1 or 2 letter code
• Shows student’s status at
• Shows students status at

completion of course

• Completed & passed, Completed &

p p p failed, withdrawn, Incomplete, Auditing, T ested Out, etc.

• T

d “CS” d “OE” f

• Two codes “CS” and “OE” are for

grade 14 students only

Student Course Component Student Course Component Student Course Component Student Course Component

• PIC (conditional)
• PIC (conditional)
• 1 PIC minimum required for each

Component entry, 3 maximum for p y team teaching

• Not needed for Dual Enrollment, or

CTE courses

• For Dual Enrollment, be sure to

submit with CourseType=“07” CTE submit with CourseType= 07 , CTE, use “00” as SubjectAreaCode

Student Course Component Student Course Component Student Course Component Student Course Component

• VirtualDelivery (optional)
• Yes/No field
• Yes/No field
• Only needed when “Yes”
• Was this course, for this student,

delivered virtually

• MentorT

eacher (optional)

• MentorT

eacher (optional)

• Yes/No field
• Only needed when “Yes”
• Only needed when Yes
• Can only be reported when

VirtualDelivery is “Yes”

• Was the PIC listed for a teacher acting as
• Was the PIC listed for a teacher acting as

a mentor, rather than a teacher of record

WARNING! WARNING! WARNING! WARNING!

• VirtualDelivery – is this particular course, for

this particular student delivered virtually? 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
• 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 virtual markers works with how you organize your classes

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Who is reported?
• Who is reported?
• K – 12 students need at least 1 course

& PIC submitted

• Exceptions:

p

• Pre-K
• Adult Ed (even if 16-19)
• S

i l d 22 ( f 9/1)

• Special ed over 22 (as of 9/1)
• Shared Time, home-schooled & non-public

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Part year students
• Part year students
• Enter or leave the School/District mid

year y

• If they are there long enough that the

y g g course(s) would be entered on their academic record, even if no grade is given then they should be reported given, then they should be reported

• Very short-term students need not be
• Very short term students need not be

reported

WARNING! WARNING! WARNING! WARNING!

• Students who leave part way through the year
• How does your student record system retain

information of students no longer attending your schools? schools?

• Can it pull course and grade histories, and school

and grade information on ex-students the same way and grade information, on ex-students the same way it does on current students?

• Make sure your vendor is aware that you need to
• 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

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Elementary vs Secondary
• Elementary vs Secondary
• Elementary students
• Can use general grade level
• Can use general grade level

elementary course (Subject Area 73 courses)

• Can also use ungraded course for

self-contained special ed.

• If

f d l bl

• If specific course data is available, it

can be reported, but isn’t required (subject areas 51 72) (subject areas 51-72)

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Elementary vs Secondary
• Elementary vs Secondary
• Elementary students
• 73030 – K student
• 73030 – K student
• 73031 – 1st grade
• …
• 73037 – 7th grade
• 73038 – 8th grade
• 73038 – 8

grade

• 73039 – non-grade differentiated

education

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Elementary vs Secondary
• S

d S d

• Secondary Students
• Sh

ld t h th t i

• Should report each course that is

recorded on academic record, even if a final grade is not earned g

• If it goes on the academic record,

g report it

• Needs subject – specific course codes

(in 2012), area codes 00-22

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Elementary vs Secondary
• K 8

d 6 8 l t

• K- 8, grades 6-8, elementary or

secondary?

• Report them as you treat them
• 1 class all day with same teacher, report as

y , p elementary

• H

l d d h

• Hourly attendance, students change

classes, graded in discreet classes, then it’s secondary

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Special Cases
• Summer School – reported by

providing District p g

• Reported in collection ended
• Reported in collection ended

8/31 of that year

WARNING! WARNING! WARNING! WARNING!

• Summer school courses offered during this coming

summer are expected to be reported with THIS p p submission by 8/31

• Many summer school programs & teachers are not
• 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
• They need to be warned, followed up with to ensure

all grades get reported ON TIME

• How are summer school classes recorded in your
• How are summer school classes recorded in your

SMS? Same as others, or will special attention be needed?

• DON’T WAIT!

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Resource teachers
• Pullout art, music, resource

room may not be reported

• Itinerants
• Report all you can
• Report all you can
• Not EVERY teacher will get
• Not EVERY teacher will get

reported

WARNING! WARNING! WARNING! WARNING!

• Remember that ALL teachers are

required to have student growth used as required to have student growth used as part of evaluation, even if they have no TSDL reporting for them p g

• Use building averages, testing results, etc.
• District determines, but must use

hi something

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Special Cases
• CTE courses (State approved)
• Don’t report AT ALL, or report with

’00’ b d ’00’ subject code

• If reported, PIC not required
• H

f d ll h l

• However, if reported, all other rules

must be met

• Non State approved submit as any
• Non-State approved, submit as any
• ther course

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Special Cases
• Dual Enrollment & early/middle

college – No PIC needed

• Grade changes after submission –

b b d h can be submitted with appropriate AcademicYear, but not required

• S

2011 12

• Starting in 2011-12

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• Special Cases
• Cooperative Education
• Student taking courses in multiple

districts

• PEPE district is responsible
• C

f

• Cooperative agreements can specify

who reports

• Make sure growth data gets back to
• Make sure growth data gets back to

educating district

WARNING! WARNING! WARNING! WARNING!

• Cooperative ed students can be reported by

whichever district the two decide on whichever district the two decide on (remember that PEPE district is responsible)

• However, districts can ONLY report on their
• wn 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 can get agreement

Who & What is reported? Who & What is reported? Who & What is reported? Who & What is reported?

• WHEN?
• Currently, all Districts must finish their

b i i d tif b 8/31 submissions and certify by 8/31

• Can submit multiple times only 1
• Can submit multiple times, only 1

certification is required

• However, watch for changes between

uploads if using multiple uploads

WARNING! WARNING! WARNING! WARNING!

• 8/31 is after most Districts rollover their student

record system y

• 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 accordingly

• Also, consider summer vacations, accessibility of

h l ff school year staff

• DON’T WAIT!

Q i Questions Application Walkthrough

WARNING! WARNING! WARNING! WARNING!

• Last Warning
• Error free is not the same as accurate!
• P

i h f k

• 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
• Be ready to defend your report
• (I know, I know!) DON’T WAIT!!

Getting Help! Getting Help! Getting Help! 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

pp

• Click on Michigan Student Data System (MSDS)

in the new menu in the new menu

• Click on “Teacher Student Data Link” in center

column mid page above words “TRAINING column, mid page, above words TRAINING EVENTS”

Getting Help! Getting Help! Getting Help! Getting Help!

Getting Help! Getting Help! Getting Help! Getting Help!

• cepi@michigan.gov or (517) 335-0505, option 3
• Consider joining MPAAA
• Consider joining MPAAA
• Spring Conference May 16 – 18, Grand Traverse Resort,

Traverse City 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

Q i Questions Thank You!