Reporting Student & Personnel Data

1. Reporting Student & Personnel Data An Overview of CEPI: Functions and Applications May 2009 Lynne Erickson, School Data Coordinator Doris Mann, Student Data Business Lead

2. Great American Grump OutMay 7, 2009

3. Collect, manage and report on educational data about Michigan’s public schools Current State School Aid Act “The Center shall… (a) Coordinate the collection of all data required by state and federal law from all entities receiving funds under this act. (b) Collect data in the most efficient manner possible in order to reduce the administrative burden on reporting entities.” Primary Functions of CEPI

4. Collect Once…. Store Once… Use Many Times. Michigan Vision for Educational Data

5. School Data Team Financial Information Database (FID) School Infrastructure Database (SID) Educational Entity Master (EEM) Registry of Educational Personnel (REP) Student Data Team Single Record Student Database (SRSD) Michigan Student Data System (MSDS) Department of Management & Budget↓State Budget Office↓Center for Educational Performance and Information • Longitudinal • Data Team • Trend Analysis • Reporting • Graduation / Cohort • Data Stores

6. 2009 - 2010 School Year REPRegistry of Educational Personnel 6

7. CEPI coordinates data collection with ISDs, LEAs and PSAs Collects basis employment elements related to school personnel Name Assignment Grade/Educational Setting Certification Degrees Held Employment Status Two submissions each year First Business Day in December June 30 What is the REP?

8. All instructional staff Subject by Program Area Administrators Paraprofessionals/Aides Support Staff such as recruiter, counselor, clerical support and non-clerical Educational Setting Data collected for regular school year and summer staff Collects ELL and Migrant Data

9. Data collected are used to meet state and federal government reporting requirements. Over 50 reports are developed with the REP Data. Reports include, but are not limited to: Highly Qualified Status Reports Teacher Certification Audit for the Department of Education Title I Reports Special Education Migrant Reports Various reports to meet the Consolidated School Performance Report (CSPR) and Education Data Exchange Network (EDEN) requirements How are the data used?

10. 2009 -2010 School Year MSDSMichigan Student Data System 10

11. Characteristics Fields (data elements) associated with a student Components Logical groupings of characteristic Allows for making groups of characteristics conditionally required Collections A set of components submitted for a particular purpose within a particular timeframe C3Characteristics, Components, Collections

12. collection REQUEST FOR UIC Component: Personal Core collection FALL GENERAL C3 - Example Characteristic: Student Last Name

13. General Collection Components Submitting Entity (R) Personal Core (R) Entity Demographics (R) Personal Demographics (R) FTE (O) Program Participation (O) Advanced/Accelerated (C) Personal Curriculum (C) Migrant (C) Homeless Demographics (C) Title I Services (C) LEP (C) Adult Education (C) + Initial IEP (C) Disciplinary Incident (C) + Special Education (C) Disciplinary Consequence (C) + Attendance (C) R – Required C – Conditional O – Optional + – Multi-valued

14. Submitting Entity Component Submitting Entity (R) Submitting Entity Type (R) This code is used by the system to identify which type of entity code will be reported in the Submitting Entity Code characteristic. Entity codes in EEM are unique within type categories. This characteristic identifies which category the system uses for validation of the submitting entity and to confirm user entity permissions. Submitting Entity (R) The entity responsible for the certification (if applicable) of the collection. Generally this is the entity receiving funding from the State. It may or may not be the entity that is directly providing education services to the student. 14

15. Personal Core Component Personal Core (R) Last Name (R) First Name (R) Date of Birth (R) Gender (R) Unique Identifier Code (R) Middle Name (O) Changed from Middle Initial to allow for full middle name. Initials are still accepted. Suffix (O) New data element collected to improve matching process. Multiple Birth Order (O) Changed to optional. Students not part of a multiple birth will not be reported with this characteristic. Format changed from numeric text (requiring leading zeros) to numeric. Historical data will be converted.

16. Entity Demographics Component Entity Demographics (R) Operating ISD Number (R) Operating District Number (R) School/Facility Number (O) Local Student ID (O) Grade or Setting (R) Enrollment Date (O) Enrollment Type (O) currently only used by MEDS system District Exit Status (R) District Exit Date (O) Exit Type (O) currently only used by MEDS system Date of Count (R) Student Residency (R)

17. Personal Demographics Component Personal Demographics (R) Resident LEA Number (R) Student Resident County (O) County in which the student resides. Country of Birth (C) The country where the student was born. Default value is USA. Required when student is identified as LEP or Immigrant. Uses ISO country codes. Replaces “City or Place of Birth.” Year of Entry (C) Four-digit year when student first entered school within the US. Required when student is identified as LEP or immigrant. This corresponds to the date of entry that was on the English Language Proficiency Assessment (ELPA) and ELPA Screener. Street Address (C) Street Address 2 (O) Added to correspond with other state systems.

18. Personal Demographics Component (continued) Personal Demographics (R) City (C) State (C) Default value is “MI.” Added to better correspond with other state systems. Zip Code (C) Race Ethnicity (R)

19. Attendance Component Attendance (C) The Attendance component is only required when a student is exited and for the EOY General Collection. Data formerly collected in single SRSD Field 21: Attendance. Days Attended (R) Actual number of days the student was in attendance. Total Possible Attendance (R) The total possible days in attendance from the first day of school, the date of new enrollment, or the beginning of a program.

20. FTE Component FTE (O) 10/30 Day Rule (R) Yes/No format. Moved and revised from SRSD Field 125: Program Eligibility/Participation II. General Education FTE (O) Section 52 FTE (O) Section 53 FTE (O)

21. Program Participation Component Program Participation (O) Combined and revised from SRSD Field 29: Program Eligibility/Participation and Field 125: Program Eligibility/Participation II. Program Eligibility Participation (R) This field is used to identify for which type of categorical program/service the student is eligible and in which s/he is enrolled in. Program codes are taken from the Chart of Accounts. The Program Participation Characteristic may be submitted multiple times within the Program Participation Component (once for each applicable program code).

22. Program Codes

23. Program Codes (continued)

24. Personal Curriculum Component Personal Curriculum (C) Must be reported when the student is reported with a code of 9300 (Personal Curriculum) in the Program Eligibility Participation Characteristic (Program Participation Component), otherwise may not be submitted. Personal Curriculum Credit Modification (R) The academic area(s) for which the student has a Personal Curriculum Credit Modification. May be reported multiple times (once per academic area code). Subject areas: English/Language Arts; Mathematics; Science; Social Studies; Visual, Performing and Applied Arts; World Languages; Health/Physical Education Personal Curriculum Type (R) The reason for the Personal Curriculum Credit Modification. May only report one of the authorized reasons: IEP; Transfer; General Enhanced; General Modified.

25. Homeless Demographic Component Homeless Demographic (C) Must be reported when Street Address, City, or Zip Code are blank. Optional otherwise. Homeless (R) Revised from SRSD Field 34: Homeless. Valid codes are: 10 Shelters 11 Transitional Housing 12 Awaiting Foster Care Placement/Temporary Foster Care 13 Doubled-Up 14 Hotel/Motel 15 Unsheltered Unaccompanied Youth (R) Yes/No format. Default value is “No”. Student meets the criteria to be considered an Unaccompanied Youth. An unaccompanied youth is an individual who is not in the physical custody of a parent or guardian and who fits the McKinney-Vento definition of homeless.

26. LEP Component LEP (C) Must be reported when the student is reported with a code of 6840 (Limited English Proficient) in the Program Eligibility Participation Characteristic (Program Participation Component), otherwise may not be submitted. Funding Participation (R) LEP Instructional Program (R) Home Language (R) Revised from SRSD Field 75: Primary Language. Uses ISO language codes (3 character, alpha format). May submit multiple languages. First language submitted is student’s primary language. LEP Exit Reason (C) LEP Exit Date (C) LEP Re-entry Date (O)

27. Initial IEP Component Initial IEP (O) May only be reported once for any single episode of special education services and/or program. An episode begins when a student not currently receiving special education services or programs is referred for a special education evaluation. The episode ends when the student has been exited from special education services. An exit is determined by IEP and/or graduation or completion of K-12 education. An error occurs when a subsequent Initial IEP component is submitted for a student who has not been exited from a previous special education episode. Date of Parental Consent (R) This is the date on which the entity received the signed Parental Consent to Evaluate form. It is the beginning of the timeline for completion of the initial IEP. Timeliness of Initial IEP (O) Revised from SRSD Field 39A: Parental Consent to Evaluate and Special Education Timeline to Complete Initial IEP Result of Initial IEP (C) Revised from SRSD Field 39B: Field 39b: Result of Initial IEP. Days Beyond Timeline (C) Revised from SRSD Field 39C: School Days Beyond Evaluation and Completion of Initial IEP Timeline.

28. Special Education Component Special Education (C) Must be reported when a student is reported as a special education participant (code 8000) in the Program Eligibility Participation Characteristic (Program Participation Component) OR when FTE > 0.00 is reported in Section 52 FTE and Student Residency contains "09“ (section 24 Juvenile Detention), otherwise may not be submitted. Primary Disability (C) Secondary Disability (C) Revised to allow submission of both Legally Blind and Deaf IEP Date (C) Support Services (C) Program Service Code (C) Primary Educational Setting (C) Placed By Another District IEP (C) Revised to Yes/No format; default value is “No.” Special Education Exit Reason (C) Revised codes: 30 – IEP Team Determined no longer in need of special ed services/programs, 31 – Parent revoked consent for student to receive special ed services/programs. Special Education Exit Date (C)

29. Advanced/Accelerated Component Advanced/Accelerated (C) Must be submitted when the student is reported as a participant in Advanced and Accelerated (code 3330) in the Program Eligibility Participation Characteristic (Program Participation Component), otherwise may not be submitted. Program Model (R) Type of advanced/accelerated program(s) the student participated in. Multiple programs may be reported (once per program type). The first reported program is considered the primary program in which the student participated. Special Program Options (R) Educational approach used in the program (s) the student participated in. Multiple codes may be reported (once per code). The first reported approach is considered the primary type in which the student participated.

30. Migrant Component Migrant (C) Must be submitted when the student is reported as a participant in Migrant program (code 6301) in the Program Eligibility Participation Characteristic (Program Participation Component), otherwise may not be reported. May be reported once per term type in the Fall. The Spring and EOY collections may only report “Regular” term type, therefore only one Migrant component may be submitted during these collection periods. Migrant Qualifying Move Date (R) Migrant Funding Source (R) Migrant Term (R) The migrant program term being reported. May be "Regular" or "Summer“. Migrant Instructional Services (O) Revised from SRSD Field 85: Regular Term Instructional Services and Field 87: Summer Term / Intersession Instructional Services. Assigned codes to each instructional service type aligned with the Chart of Accounts. Multiple codes may be submitted. Migrant Support Services (O) Revised from SRSD Field 86: Regular Term Support Services and Field 88: Summer Term / Intersession Support Services. Assigned codes to each instructional service type aligned with the Chart of Accounts. Multiple codes may be submitted.

31. Title I Services Component Title I Services (O) Must be submitted when the student is reported as a participant in Title I Targeted Assistance Program (code 6010) in the Program Eligibility Participation Characteristic (Program Participation Component), otherwise it may not be submitted. When this component is reported at least one code must be reported in TASInstructionalServices or TASSupportServices. TAS Instructional Services (C) Assigned codes to align with the Chart of Accounts. Multiple codes may be submitted. TAS Support Services (C) Assigned codes to align with the Chart of Accounts. Multiple codes may be submitted. 31

32. Adult Education Component Adult Education (C) Must be submitted when the student is reported as a participant in Adult Education program (code 3310) in the Program Eligibility Participation Characteristic (Program Participation Component), otherwise may not be submitted. May be submitted up to 3 times for each AdultEdCountPeriod. Fall may contain JUL and SEP count periods, Spring may only contain FEB count period and EOY may only contain APR count period. Adult Education Funding (R) Adult Education Count Period (R) Indentifies which of the four adult education count periods to which the data reported apply. Adult FTE (R) The portion of the FTE applied to the reported program code. Adult FTE Program Code (R) Codes have been revised to align with the Chart of Accounts. Diploma Status (R) 32

33. Disciplinary Incident Component Disciplinary Incident (C) Must be reported when District Exit Status characteristic is “10 – Expelled” otherwise optional. May be submitted multiple times per student but only once for each incident. Combines the data previously collected in the student expulsion and special education discipline sections of the SRSD. A warning will be issued when a collection contains special education students and does not report at least one of those students with disciplinary incident information. Incident ID (R) Identification code or number assigned by the reporting entity for this incident. The same Incident ID should be reported for all students involved in the incident. Date of Incident (R) Date incident occurred. Replaces SRSD Field 112: Date Incident Occurred. Incident Type (R) Uses incident type codes from SRSD Field 115: Incident Type. Location of Incident (R) Uses location codes from SRSD Field 116: Location of Incident Time of Incident (R) Uses time codes from SRSD Field 117: Time of Incident Estimated Cost of Property Damage (C) Uses same format as SRSD Field 118: Estimated Cost of Property Damage. Primary Victim of Incident (R) Uses same codes as SRSD Field 119: Primary Victim of Incident. 33

34. Disciplinary Consequence Component Disciplinary Consequence (C)Required when Disciplinary Incident component is reported and may be submitted multiple times per student and/or Incident ID. May be reported when Disciplinary Incident component is not reported within the same collection as long as the incident ID has previously been submitted for this student. Incident ID (R) Disciplinary Action (R) Code identifying the type of disciplinary action taken as a consequence of the incident. Actions: In-School Suspension, Out-of-School Suspension, Removal By Hearing Officer (Special Ed only), Unilateral Removal (Special Ed only), or Expulsion. Start of Action (R) Date student disciplinary action began. Similar to SRSD Field 113: Date Expelled. Length of Action (R) Number of days, in half-day increments, assigned for this action. Similar to SRSD Field 114: Length of Expulsion. Follow up (C) Replaces SRSD Field 120: Follow-Up after Expulsion. Required for Disciplinary Action type “5-Expelled” or when Length of Action is > 10 days and the student is identified as a special education participant. 34

35. Migrant Curriculum Collection 2009-2010 School Year Anticipated launch late winter / early spring 35

36. Summer 2009 Complete application design and development System Integration Testing with MEDS State User Acceptance Testing (UAT) General Collection district training and UAT Fall / Early Winter 2009 MSDS loaded with historical data (SRSD data conversion complete) SRSD retired Migrant Curriculum Collection district UAT Late Winter 2009 / Early Spring 2010 Migrant Curriculum Collection opens July 2010 Migrant Curriculum Collection closes for program year (all migrant students’ curriculum must be reported) Migrant Curriculum Collection Development Timeline

37. Migrant Curriculum Components Submitting Entity (R) Personal Core (R) Entity Demographics (R) Personal Demographics (O) Migrant Curriculum Courses (R) + R – Required C – Conditional O – Optional + – Multi-valued 37 37

38. Submitting Entity Component Submitting Entity (R) same component used in General Collections Submitting Entity Type (R) Submitting Entity (R) 38 38

39. Personal Core Component Personal Core (R) same component used in General Collections Last Name (R) First Name (R) Date of Birth (R) Gender (R) Unique Identifier Code (R) Middle Name (O) Suffix (O) Multiple Birth Order (O) 39

40. Entity Demographics Component Entity Demographics (R) same component used in General Collections Operating ISD Number (R) Operating District Number (R) School/Facility Number (O) Local Student ID (O) Grade or Setting (R) Enrollment Date (O) Enrollment Type (O) currently only used by MEDS system District Exit Status (R) District Exit Date (O) Exit Type (O) currently only used by MEDS system Date of Count (R) Student Residency (R) 40

41. Personal Demographics Component Personal Demographics (O) same component used in General Collections Resident LEA Number (R) Student Resident County (O) Country of Birth (C) Year of Entry (C) Street Address (C) Street Address 2 (O) City (C) State (C) Zip Code (C) Race Ethnicity (R) 41

42. Migrant Curriculum Courses Component Migrant Curriculum Courses Component Migrant Curriculum Courses Component Migrant Curriculum Courses (R) Record must include at least one instance of this component; may contain multiple instances per student record (once per course) Migrant Curriculum Courses (R) Record must include at least one instance of this component; may contain multiple instances per student record (once per course) Migrant Curriculum Courses (R) Record must include at least one instance of this component; may contain multiple instances per student record (once per course) Subject Area Code (R) Two-digit code from Secondary School Course Classification System: School Codes for the Exchange of Data (SCED) or State assigned elementary course code. Course Identifier Code (R) Three-digit code from SCED or State assigned elementary course identifier code. Local Course Title (R) The course name given by the local district (free form text). Course Type (R) Two-digit code that gives an indication of the general nature and difficulty of instruction provided throughout a course. Valid Codes: 01-Regular (Default); 02-Honors; 03-Pre-Advanced (prep for AP); 04-Advanced Placement (AP); 05-International Baccalaureate; 06-Not Applicable; 00-Other 42 42

43. Published by the US Department of Education, National Center for Education Statistics (NCES) Provides the codes needed to complete both the "SubjectAreaCode" and the "CourseIdentifierCode" characteristics First 2 digits are the "SubjectAreaCode" and the last 3 digits are the "CourseIdentifierCode" Provides descriptions of each course. Available to order or view online through the NCES Web site http://www.nces.ed.gov or by calling toll free 1-877-4ED-PUBS Secondary School Course Classification System: School Codes for the Exchange of Data (SCED)

44. Subject Area Codes (SubjectAreaCode): 91 English Language and Literature (elementary) 92 Mathematics (elementary) 93 Life and Physical Sciences (elementary) 94 Social Sciences and History (elementary) 95 Fine and Performing Arts (elementary) 96 Foreign Language and Literature (elementary) 98 Physical, Health, and Safety Education (elementary) 90 Computer and Information Sciences (elementary) 99 Miscellaneous (elementary) Grade Codes (CourseIdentifierCode): 000 Kindergarten 001 First grade 002 Second grade 003 Third grade 004 Fourth grade 005 Fifth grade 006 Sixth grade 007 Seventh grade 008 Eighth grade State Assigned Course Codes for Elementary Grades

45. Migrant Curriculum Courses Component Migrant Curriculum Courses Component Migrant Curriculum Courses Component Migrant Curriculum Courses (R) Migrant Curriculum Courses (R) continued Academic Year (R) Academic year in which the student last attended the course (e.g. 2004-2005) Course Section (R) Two-digit code describing the duration of the course. Valid Codes: 01-Full Year; 02- Section A: the first of two equal segments into which the course is divided; 03-Section B: the second of two equal segments into which the course is divided Term Type (R) Four-digit code identifying the prescribed span of time that a course is provided. Valid Codes: 0827 -Full school year 0834 -Intersession 0835 -Long session 0832 -Mini-term 0830 -Quarter 0831 -Quinmester 0828 -Semester 0833 -Summer term 0829 -Trimester 0837 -Twelve month 9999 -Other 45 45

46. Migrant Curriculum Courses Component Migrant Curriculum Courses Component Migrant Curriculum Courses Component Migrant Curriculum Courses (R) Migrant Curriculum Courses (R) continued Clock Hours (R) The number of clock hours to date that the student has completed. Must be greater than or equal to 0.00 and less than or equal to 1080.00. Grade to Date (C) For courses that have NOT been completed (or credit granted), a percentage (rounded to the nearest whole number) of student performance for the grade-to-date that the student has completed at the time of withdrawal. Must be reported when Final Grade is not reported. Value must be within the range of 0-100. Credits Granted (R) The credits granted to the student in Carnegie units for completing a given course or a section of a course (e.g., 1.0, .50, .33, .25, .20). Must be a value within the range of 0.00-9.99. Final Grade (C) Final grade granted to the student upon completion of the course. (Free form text) 46 46

47. Need Help? • Contact our Customer Support Team • E-mail: CEPI@michigan.gov • Call: 517-335-0505, select Option 3

49. CEPI Customer Support CEPI@Michigan.gov (517) 335-0505 Questions will be routed to the appropriate CEPI personnel. To be involved in UAT: E-mail customer support with “UAT TESTER REQUEST” in the subject line. Include your name, district and contact information. Also tell us what areas you are particularly interested in testing and when you are available. Contact Information

50. Thank You!