REP: What’s New in 2013

1. Michigan Association of School Personnel Administrators March 6, 2013 REP: What’s New in 2013 Lynne Erickson School Data Coordinator/Education Consultant

2. CEPI Overview • Welcome • Timeline • Updates for EOY 2013 • Educator Effectiveness • Professional Development • Teacher-Student Data Link • Data Quality • Questions

3. Submission Dates • EOY 2013 - Deadline June 30 • Open April 1 – July 1 • Application will close July 1 because of deadline date falling on a Sunday • Fall 2013 – Deadline December 2 • Open September 1 – December 2

4. 2012-2013 Collection and Submission Dates

6. REP Security is Important • CEPI takes security seriously • REP deals with confidential data • REP has a 20-minute timeout feature • Only authorized users may access the REP • Districts may have multiple authorized users • Submit a REP Security Agreement for each user to obtain access

7. REP Security is Important • Keep your login and password secure. • Do not ever share your login and password with anyone! • The Security Agreement form must be signed by the superintendent or chief administrator for the district as listed in the EEM. • Remove authorized users when appropriate. • Job responsibilities change • Leave district

8. Protect your Confidential Data • Protect private and personally identifiable information about your staff members • At the office • Lock your computer when away from your desk • Keep personally identifiable data secure at all times • Remove users who leave the district • Do not share login and passwords between team members • When emailing CEPI • Email is not secure • Do not include • Passwords • Login IDs • Social Security Numbers • PIC with name or date of birth • If CEPI needs the name we will contact your office.

9. So What is Okay • PICs may be emailed as long as name, SSN or date of birth are NOT included • Issues with SSNs or duplicate records • Call CEPI directly • When in doubt – call us • We are team to working to protect your confidential data

10. REP Authorized User Roles

11. PIC Search • Located within the REP Application • The REP PIC service is an online application that allows authorized users to obtain PICs for staff members at any time. • The REP PIC Service includes the following data: • First and Last Name (Middle Name when available) • Gender • Date of Birth • Social Security Number • Michigan Credential License Number (when available) • Personnel Identification Code

12. EOY 2013 • Field 20: Educator Effectiveness • Effectiveness labels • 01 Highly Effective • 02 Effective • 08 Minimally Effective • 03 Ineffective • Option Two: Framework for Educator Evaluation • Labels from Option Two are no longer available

13. EOY 2013 Updates • Field 20: Educator Effectiveness Business Rule Updates • Exemptions • School Nurse (000NY or Y*0NY) • Employee reported on leave (Code 7) (on leave directly to retirement or termination from district) • Employee reported as deceased (Code 14) (deceased) • Report exit code in Field 25: Employment Status • Report termination date in Field 26: Date of Termination • Assignment code requirements are provided in Field 20

14. Assignment Code Updates • New Assignment Codes • 000FS American Sign Language • 000FK Arabic (update from 000FY) • Assignment Codes Retired • 00533 Industrial Production Technology/Technicians • 00541 Building Maintenance • 00544 Electro Mechanical Technology

15. Professional Development • Field 24: New Teacher Professional Development • Hours taken to Days provided • Days of professional development provided by district • New Teachers only (those reported with 97 or 98 in Field 25) • New teacher means in the first three years in the profession of teaching in a classroom • Two categories • Classroom Management • Instructional Delivery

16. Assignment vs Endorsement • Endorsement – Approved program in a specific subject area/group from an approved teacher preparation institution • Assignment – Subject area taught by teacher or position held by staff member

17. 00SUB or 00PARTo use or not to use – That is the question?? • 00SUB – Day-to-Day Substitute Teacher • Must be state requirements • Used for short term assignments for teachers • Illness; conferences; provide short term coverage for a classroom (up to 90 days) • 00PAR –Day-to-Day Substitute Paraprofessional/Aide • Used for short term assignments for paraprofessionals/aides • Illness; conferences; provide short term coverage • All Other Substitute Assignment • Report appropriate assignment code for the position being covered by the substitute (e.g. bus driver, secretary)

18. REP Submission Reports • New Format – Drill Down • Report User’s Guide available • Advantages to Users • Select Submission Cycle • Select level • District • School/Facility • Select Report • Select Format • PDF • Excel • Direct View

19. Points to Remember • Data are displayed on reports as submitted by the district's authorized user. • Reports are management tools that you can use to review your district staffing data. • Current submission cycle reports are populated as the data are submitted. • Reports help with your submission’s data quality. • Serve as a record of your data submission.

20. Data Quality Then and Now • First DQ emails sent May 2007 • Then - About 10 items • Now in 2013 nearly 400 items are evaluated • Then – one email per submission cycle • Now – three sets of emails per submission cycle • Pre, Mid, Post • Then – “What is this email all about?” • Now – “When will we receive our DQ Email? I want to check my work.” “Can I have one more day to input data?” Result – More accurate reporting; more accurate data; more accurate picture of your school data. Remember, your data are only as accurate your report it.

21. Why is the Quality Data an Important Focus? • REP Data are used for numerous federal reports • Educational Data Exchange Network (EDEN) Reports • Highly Qualified Status • REP Data are used for numerous state reports • Teacher Certification Validation • Highly Qualified Status • Educator Effectiveness Report • REP Data are used for data requests and ad-hoc reports • Researchers • Media • Governor’s Office • Public Consumption • REP Summary Reports posted on CEPI’s Web site • Bulletin 1014 • MI School Data

22. What CEPI is doing to help you improve your data quality… • Almost 400 different Data Quality (DQ) queries are run multiple times throughout the collection cycle. • DQ checks are increasing as more issues come to light. • Not all are reported back to the users. • DQ process has provided helpful information: • Changes and additions to the REP FAQs • Clarifications to the data field descriptions • Additional application programming edits • Help in making those “Green Check Marked” records more accurate

23. “YOUR DATA ARE NOT NECESSARILY WRONG!” The goal of our data quality process is finding ANOMALIES, not ERRORS An ERROR is: “a deviation from accuracy or correctness” An ANOMALY is: “an odd, peculiar or strange condition, situation, quality, etc.” (definitions from Dictionary.com)

24. CEPI Data Quality – Process • Data Quality runs are done at three points in the collection • Before the collection opens (pre) • During the collection (mid) • After the collection closes (post) • Emails are sent to only when anomalies are found

25. Data Quality • Is Up To Your Team • Remember, your data are only as accurate your report it.

26. Teacher – Student Data Link (TSDL) • New collection, started with School Year 2010/11 via the Michigan Student Data System (MSDS) • Connect students with teachers • Includes courses taken and grades earned • Use PIC from the REP system • Needed to comply with the America Competes Act • Section 6401 (e)(2)(D) • But – how does this affect me – the REP authorized user?

27. You Know Personnel Data • Work with your student data team to ensure accuracy in reporting of teachers • PICs are required for the data submission • As new employees enter your school district, provide PICs to student team for MSDS • Your district will receive data quality checks • REP and MSDS validation will ensure that teachers are correctly connected between systems. • Next submission – Summer 2013

28. TSDL Collection - Who to Report • Students • All students who receive a grade • Shared Time, Non-Public not reported • All courses resulting in a grade • For secondary, this includes any courses that would show up on the transcript • Includes Incompletes • Teachers • Teacher of Record: • The certificated teacher who provides instruction, who tests and quizzes, who evaluates the pupil’s performance and gives the pupil a grade • Instructional vs support teachers • Resource teachers not reported • This may be a mentor teacher for certain virtual delivery methods • Pull out teachers can be, but not required • Can have multiple teachers; Must have one per student

29. What tools are available? • REP Crosswalk • Download REP Data File • Employee Listing by District Report • PIC Search • REP Submission Report • Detailed Assignment Code Summary Report

30. REP Crosswalk

31. REP Crosswalk Click on the tabs at the bottom of the page for additional information: Prior to Secondary Codes CTE State Approved Program Codes Notes (Definitions and Contact Information) Updates for Secondary, Prior to Secondary & CTE Codes

32. How can I Help the Student Team? • Obtain Multiple PICs • XML Download of REP Data file • District authorized users may download a complete file of each submission beginning with Fall 2003. • XML format may be opened in any text editor program such as Notepad or Microsoft Word • May be imported into a Microsoft Access Database or Excel spreadsheet • Filter the data desired • Employee Listing by District • Smaller file with only partial data • Personnel Identification Code (PIC) • Complete Name • Date of Birth • Gender • Credential License Number (if reported) • Download and save on your computer • Open as text document or into Excel • Complete instructions are in the REP User’s Guide

33. Get Connected! • Join the REP Listserv • Information available on the CEPI Web page • www.michigan.gov/cepi • Why? • Important updates • Provides support from other users • Provides practical strategies from peers • Keeps you informed

34. CEPI Customer Support Team • Ready to answer your questions • Available 7:30 a.m. to 5:00 p.m. • E-mail: CEPI@michigan.gov • Include as much information as possible in your e-mail • District name & number • Phone number • Error messages received • Specific questions • Call: 517-335-0505, select option 3

35. Questions & Discussion