Teacher-Student Data Link (TSDL)

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