Counting All Students and Ed-Fi

1. Counting All Students and Ed-Fi Gayra Ostgaard, Project Manager | Data Analytics Tara Chapa | School Finance March 21, 2019

2. Where are we today? • Current student data collections are file uploads • Initially developed in early 1990’s • Separate collections • MARSS WES (Minnesota Automated Reporting Student System (MARSS) Web Edit System (WES) • Student Support Data Collections • Immigrant • SLIFE (students with limited interrupted formal education) • Active duty parent • Recently arrived English learners (RAEL) • Need even more student data Leading for educational excellence and equity, every day for every one.|education.mn.gov

3. What does the legislation require? • Maintains current categories for racial groups • Adds data disaggregation for ethnic groups: • Three of most populous American Indian groups • Seven of the most populous Asian groups and Karen • Seven of the most populous Hispanic groups • Five of the most populous African groups Leading for educational excellence and equity, every day for every one. | education.mn.gov

4. How will districts collect this data? • See 2019-20 Ethnic and Racial Demographic Designation Form • Stakeholder events Leading for educational excellence and equity, every day for every one.|education.mn.gov

5. New Form for 19-20 Racial Demographic Designation Leading for educational excellence and equity, every day for every one. | education.mn.gov

6. Form Page 2 Leading for educational excellence and equity, every day for every one. | education.mn.gov

7. How did we get to Ed-Fi? • Feasibility study • Ed-Fi chosen • Request for proposal (RFP) to find a contractor to assist with the transition to Ed-Fi • DoubleLine chosen • Mapped data items from • MARSS WES • Student Support Data Collections (SSDC) • New ancestry data items Leading for educational excellence and equity, every day for every one.|education.mn.gov

8. What exactly is Ed-Fi? • Ed-Fi is a technology that your current student information system (SIS) vendors are familiar with; many are already providing Ed-Fi to customers in other states. • It allows the transfer of detailed student information from a district or charter school to the Minnesota Department of Education (MDE) without the user creating an intermediary file. • This has the goal of eliminating separate file and spreadsheet uploads to different systems at MDE, e.g., MARSS WES, Student Support Data Collections. • More frequent and timely data sent to MDE. Leading for educational excellence and equity, every day for every one.|education.mn.gov

9. What are the timelines? • Implementation will occur in phases. • Phase 1: Five districts and charter schools are piloting a subset of the full list of data items and the Ed-Fi reporting in 2018-19. • Phase 2: Full set of data items will be reported via Ed-Fi starting in 2019-20. • All districts and charter schools will need to report student data via Ed-Fi no later than 2021-22. Leading for educational excellence and equity, every day for every one.|education.mn.gov

10. School Year 2018-19 • Collect Phase 1 data elements • Pilot with Community of Peace Charter School, Minnetonka Public Schools, Schoolcraft Charter School, St. Paul Public Schools, and Worthington Public Schools • Continue to provide data via current systems (MARSS WES, other uploads) • Comparisons/validations between current systems and Ed-Fi will be conducted Leading for educational excellence and equity, every day for every one. | education.mn.gov

11. Phase 1 Data Identity: name, birthdate, SSID (state student identification number) Demographic data: race/ethnic, ancestry, sex, language, economic status, active duty parent, recently arrived English learners (RAEL) Program: English learner (EL), special education, 504, independent study, homebound Enrollment: grade level, last location, status end, enrollment and withdrawal dates Leading for educational excellence and equity, every day for every one. | education.mn.gov

12. School Year 2019-20 • Collect Phase 2 data (all of MARSS + SSDC data items + additional data items) • Goal of 50 pecentof Minnesota districts report all Phase 2 data using Ed-Fi • Continue to provide data via current systems (MARSS WES, other uploads) • Comparisons/validations between current systems and Ed-Fi will be conducted • Process to certify a district will be established Leading for educational excellence and equity, every day for every one. | education.mn.gov

13. School Year 2020-21 • Continue to collect Phase 2 data elements statewide • Goal of 90 percent of Minnesota districts report all data using Ed-Fi • For districts that receive certification during 2019-20, only report using Ed-Fi beginning this school year • Continued comparisons/validations between current systems and Ed-Fi • MARSS statewide edit continues Leading for educational excellence and equity, every day for every one. | education.mn.gov

14. School Year 2021-22 • Goal of 100 percent of Minnesota districts report all data (Phase 2 data) using Ed-Fi • For districts that receive certification in a prior year, only report using Ed-Fi • Continued comparisons/validations between current systems and Ed-Fi • MARSS statewide edit continues Leading for educational excellence and equity, every day for every one. | education.mn.gov

15. School Year 2022-23 • Goal of 100percent of Minnesota districts report all data (Phase 2) using Ed-Fi • For districts that receive certification in a prior year, only report using Ed-Fi • Last year for MARSS WES • MARSS statewide edit continues Leading for educational excellence and equity, every day for every one. | education.mn.gov

16. What is the progress to date? • Working with partner schools and districts • Working directly with MDE program area staff whose program data will be collected using Ed-Fi in 2018-19 and 2019-20 • Conversations with MDE Data Governance Committee • Working with Ed-Fi implementation vendor (DoubleLine) • Working with Student Information System (SIS) vendors • Counting All Students/Ed-Fi webpages and regular updates Leading for educational excellence and equity, every day for every one. | education.mn.gov

17. What does this mean for you? • Students and Families > Programs and Initiatives > Counting All Students • Designed as a resource for families • Districts, Schools and Educators > Business and Finance > Counting All Students • Designed as a resource for schools and districts • Role documents Leading for educational excellence and equity, every day for every one. | education.mn.gov

18. Support for positions effected by Ed-Fi: • Positions directly effected by Ed-Fi will be: MARSS coordinator, supervisor of MARSS coordinator, information technology (IT) director and district administration. How can district staff in these roles support this transition? • Provide time for learning the new Ed-Fi interface and correcting errors. • Send them to training offered by the vendor and/or MDE. • Identify other district staff who will not only need access to Ed-Fi but their roles in Ed-Fi (i.e. read only or edit data). Leading for educational excellence and equity, every day for every one.|education.mn.gov

19. Vendor On-Boarding Process • Vendors will be provided a Sandbox in which to test their processes using “test” student data. • The next step is the Staging environment where the vendor/district will use real data and more extensive interaction with MDE edit processes can occur. • Once the district’s data in the Staging environment has reached a satisfactory level of quality as determined by MDE, Minnesota Information Technology (MNIT), and a designated district representative, MNIT will grant the vendor access to the Production environment. • A code is given to generate a Key and Secret to each phase. Leading for educational excellence and equity, every day for every one. | education.mn.gov

20. District On-Boarding Process • StagingPhase – testing of real district data. Data quality checks and counts will be executed in the staging environment and results will be reported back to SIS vendors. • ProductionPhase - submitting and validating real district data. Once both MARSS/Ed-Fi data is validated for a full year of MARSS timelines, a district becomes certified in Ed-Fi. Thus then solely able to report via Ed-Fi. • Important to note that districts will be given a key and secret to each phase in the on-boarding process. Once certified, given access to the Ed-Fi Validation Portal (EDVP). • If a district is switching SIS systems, district will need to go through on-boarding process to Ed-Fi certification once again… Leading for educational excellence and equity, every day for every one.|education.mn.gov

21. Who will have access to Ed-Fi? • Roles and level of Ed-Fi access will be determined by your district. • Assuming positions such as: MARSS coordinator, technology director and various level of administration will need access. Some may have edit rights; some reading rights. • Update: In order to have access to Ed-Fi, your district identified official with authority (IOwA) needs to give you prior authorization. After that, you can request access. • MARSS coordinators username and passwords will be grandfathered in, but still must have prior authorization from their IOwA person. Leading for educational excellence and equity, every day for every one.|education.mn.gov

22. Link to Ed-Fi Leading for educational excellence and equity, every day for every one.|education.mn.gov

23. Login to Ed-Fi Leading for educational excellence and equity, every day for every one.|education.mn.gov

24. What will the Ed-Fi portal look like? Landing Page • Single Sign-On: MDE User Account • School Year Selection • District Selection • District Administration can post announcements on landing page. Leading for educational excellence and equity, every day for every one.|education.mn.gov

25. How will the data be edited? Validation Report • A validation report entry is added each time the district runs a Validation, with latest run on top. • Collection refers to a group of validation rules. Right now we expect a Fall Collection and an End-of-Year Collection. • Collection label is a link to drill-down to a list of errors. • Export button downloads a comma-separated values (CSV) file with a list of validation report entries. • Validate button launches a new data validation process. Leading for educational excellence and equity, every day for every one. | education.mn.gov

26. Validation Launch Process The Validate button will launch a pop-up window which prompts the user to choose a school year (defaults to the school year selected) and a collection (defaults to a particular collection based on the current date) to run against the district’s data. Leading for educational excellence and equity, every day for every one. | education.mn.gov

27. How will I know which records erred? Validation Error Report • Validation error details report may be very long, so it supports pagination, sorting and column filters. • Exportbutton will download a CSV file with a list of error details report entries. Leading for educational excellence and equity, every day for every one. | education.mn.gov

28. Report Page Leading for educational excellence and equity, every day for every one.|education.mn.gov

29. How will Notification of Change Student Enrollment (NCSE) work? • Receiving district enters student into their SIS • Selects the Notification of Change in Student Enrollment Report and enters the prior district of enrollment • Can also request assessment results, immunizations and/or cumulative folder and individualized education program (IEP) • The NCSE report is posted to the prior district’s portal Leading for educational excellence and equity, every day for every one.|education.mn.gov

30. Change of Enrollment Report Enrolled Students Leading for educational excellence and equity, every day for every one.|education.mn.gov

31. Change of Enrollment Records Request Dialogue Leading for educational excellence and equity, every day for every one.|education.mn.gov

32. Change of Enrollment Records Request Sender Dialogue Leading for educational excellence and equity, every day for every one.|education.mn.gov

33. Notification of Change in Student Enrollment (NCSE) Leading for educational excellence and equity, every day for every one.|education.mn.gov

34. Residents Enrolled Elsewhere Residents enrolled elsewhere Count of residents enrolled by district Drop-down list of students Ability to filter and sort on columns Leading for educational excellence and equity, every day for every one.|education.mn.gov

35. Residents Enrolled Elsewhere Report Leading for educational excellence and equity, every day for every one.|education.mn.gov

36. Residents Enrolled Elsewhere Student Detail Report Leading for educational excellence and equity, every day for every one.|education.mn.gov

37. More Demographic Data Counts Ancestry ethnic origin and race counts Enrollments by school Active duty parent Migrant Homeless American Indian (state counts) English learner SLIFE Recently arrived English learner 504 counts Immigrant Leading for educational excellence and equity, every day for every one.|education.mn.gov

38. Demographic Data Counts: Student Characteristics Leading for educational excellence and equity, every day for every one.|education.mn.gov

39. Demographic Data Counts: Program Participation Leading for educational excellence and equity, every day for every one.|education.mn.gov

40. What can I expect my first year of Ed-Fi? Support from your SIS and MDE. Completing the district on-boarding process to Ed-Fi certification. Dual reporting of MARSS WES and Ed-Fi. Collect and input the extended ancestry data on students and student‘s family. Leading for educational excellence and equity, every day for every one.|education.mn.gov

41. MARSS WES Application – Current DRAFT There are two edit processes available – process codes 1 and 2 Select District

42. MARSS WES Application – Current (2) DRAFT Process Code 1 runs the validations on the uploaded AB files Select District Upload AB Files

43. MARSS WES Application – Current (3) DRAFT Once validated, a variety of reports are available to check the data Select District Upload AB Files View Reports

44. MARSS WES Application – Current (4) DRAFT Process Code 2 submits the data for MDE to use for the statewide edit and other applications Select District Upload AB Files View Reports Submitting Data

45. MARSS WES Application – Dual Transmission DRAFT There are four edit processes available – process codes 1, 2, 4 and 5 Select District

46. MARSS WES Application – Dual Transmission (2) DRAFT Selecting ‘Run Edit using EDFI data’ runs process code 4 Select District Select Ed-Fi data

47. MARSS WES Application – Dual Transmission (3) DRAFT The same reports are available as with the AB file transmission Select District Select Ed-Fi data View Reports

48. MARSS WES Application – Dual Transmission (4) DRAFT Process code 5 submits the data to a companion database for comparison purposes Select District Select Ed-Fi data View Reports Submitting Data for Comparison

49. FAQs: • Q: What happens in the first year of Dual Reporting via Ed-Fi & MARSS WES? • A: When logging into your MARSS WES site, you’ll be able to upload your A and B files as normal. You will also log into the Ed-Fi portal to review the first set of errors. From the Ed-Fi portal, you will be able to link over to MARSS WES to run the edit using the Ed-Fi data. • Q: How will I review my edits, prior to submitting? • A: Your edits will run, as normal, via the MARSS WES system (as seen in previous slide) – both during dual reporting and even for a period of time after you are certified just with Ed-Fi. MARSS WES is not anticipated to go away for some time. • Q: When can I begin using my extended 19-20 Ancestry Form? • A: You can begin using the ancestry form now orwait until the 19-20 school year begins, it’s up to your district. MDE will not collect the data until your district is on-boarded with Ed-Fi, more specifically phase two and/or the staging environment of the certification process. • Also, please note the ancestry forms should be filed somewhere where it can be retrieved if the family wants to see a copy and/or update it or if the data would be audited by MDE. The cumulative folder would be fine. The form should be available for audit by MDE for at least three years after the student graduates or leaves the district, whichever is later. • Q: If my district collects the extended ancestry data electronically, how/where can I review that information in my student system? • A: Most vendors have updated their software to include or reflect the extended ancestry form. If questions on this, please contact your vendor. They are fully aware of this new update!  Leading for educational excellence and equity, every day for every one.|education.mn.gov

50. FAQs Q: I'm afraid of losing all the MARSS Wes reports.  Will similar reports be available with Ed-Fi?  A: The local and statewide MARSS WES reports will continue for the next five years. Eventually, some will be transitioned to Ed-Fi as programming time allows. Some of the counts will also be available through the Ed-Fi portal in addition to new counts for data that is not currently collected via MARSS WES: migrant, homeless, immigrant, active duty parent. Q: When dual reporting, will there be extra time required by me to review discrepancies, or is it literally just another button for me to click?  A: MDE anticipates this extra step during dual reporting year to take a few extra minutes. Extra time to review and correct the data will differ by each district; as far as the size of the district and therefore the amount of data as well as the comfort level of the MARSS coordinator. The edits posted in the Ed-Fi portal will not completely duplicate those included in the MARSS WES edit. Remember the edits posted in the Ed-Fi portal will primarily be the new extended data, whereas your MARSS WES edits will still include your normal MARSS data. The Ed-Fi submissions (both during and after transitioning to Ed-Fi reporting) will need to be edited using the MARSS WES local edit. There will be a button in the Ed-Fi portal that will take the MARSS coordinator to the MARSS WES edit screen. During the dual reporting year, you will still need to run the MARSS WES edit twice; once using your A and B files and once using the Ed-Fi data. Leading for educational excellence and equity, every day for every one.|education.mn.gov