Best Practices: MSDS & Accountability

1. Best Practices: MSDS & Accountability Steps to Success

2. Michigan Student Data System (MSDS) • MDE’s ONE SOURCE for student demographic and enrollment data; our single source of truth. • Fall collection is ending right now • Getting your information correct in the MSDS is CRITICALfor successful accountability. • We no longer allow schools/districts to change data in the BAA Secure Site. MSDS = VERY IMPORTANT!

3. Why MSDS? • Need clean data • Need data that is the same for all uses (federal reporting, state reporting, district reporting, accountability) • Collect once, use many times • Need a FAIR system for accountability, with the same rules applied equally to everyone

4. Steps to Success Getting to clean accountability Fall 2011 (specific information) General steps applicable to all collections

5. Step #1: Accurate MSDS collection • Step #1: Make your fall collection as accurate as possible • Find your MSDS authorized user and befriend them • Clean and accurate UICs • Accurate demographics • Accurate enrollment • Collection must be certified by 11/23/11. • Student Record Maintenance can be submitted until 12/5/11 to make corrections (with an “as of” date of 10/28/11)

6. What is a PEPE? • Primary Education Providing Entity. • Entity that is primarily responsible for the student’s education—i.e. the entity we will hold accountable! • Determined by CEPI through business rules • When deciding which school “gets” a student for accountability, we now look ONLY at the PEPE • No FTE rule • Home school and nonpublic school students: must report with correct residency code • All public school students have a PEPE, regardless of FTE, and we will hold that PEPE accountable—even “part-time” students

7. Step #2: Tested Roster • Tested Roster opened on Tuesday, November 29thand closes Monday, December 5 at 5PM. • BE SURE YOU CHECK TESTED ROSTER! • Get your MSDS person and your instructional and assessment people together to review the Tested Roster data • Tested Roster is the first time you can see the demographic and enrollment information from MSDS alongside a list of who you tested.

8. Tested Roster: What to review? • All student answer documents. Missing documents must be reported at this time. • Accurate prohibited behavior and nonstandard accommodations flags are set. • MI-Access or MEAP-Access students are also reported as Special Education. • Note: MI-Access Tested Roster does not open until AFTER SRM closes; so you need to check your Students Expected to Test report to make sure all SWD designations are correct. • Out-of-level designation (also Students Expected to Test) • Student demographics (you may NOT appeal this at ANY OTHER TIME) • Enrollment (need to submit “move” requests)

9. Step #3: Students Expected to Test • The Students Expected to Test report will opened on Tuesday, November 29th • BE SURE TO CHECK THE STUDENTS EXPECTED TO TEST REPORT! • This report tells you every student for whom you are accountable for participation. • Review this report VERY CAREFULLY. • MI-Access students: This report is the only place you can view demographics, enrollment, and grade level prior to the close of the SRM window. Make sure you review all data on MI-Access students and make necessary updates.

10. Expected to Test: What to review? • Reflects a complete list of all enrolled students at each PEPE (FTE no longer matters); verify this information. • Are all new students included in this list? • Are there any students who you believe exited showing on this list? If so, MSDS SRM is needed. • Correct demographics? • Combine students showing on multiple rows (UIC problem) • Tested but not enrolled: need an SRM record • MI-Access students: demographics, enrollment, exit and grade level.

11. Step #4: Corrections in the MSDS • You will have from November 29th to December 5th to review Tested Roster and Students Expected to Test. • If you notice errors in: • Enrollment information • Demographics • You MUST correct these errors using Student Record Maintenance (SRM) in the MSDS by December 5, 2011 at 5:00OPM (with an “as of” date of 10/28/11)

12. Step #5: Students Not Tested • This window opens in early January; it is a time to submit reasons why a student did not test. • NOTE: There are a very limited number of valid reasons for a student to be exempted from the participation calculation. • “If it moves, test it” is a better strategy • SNT is not a time to fix errors with enrollment or demographics; must be done during Tested Roster/Students Expected to Test.

13. A few key enhancements • Special Education: all SWD students need the special education component submitted for them; this does NOT have to be submitted by the PEPE • LEP: once a student is determined to be LEP eligible, they remain LEP-eligible until (and only when) they are exited because they obtained proficiency. • Make sure that students are reported in each collection as LEP. • Fall collection—need to re-report students as LEP unless they were exited. • Consolidated collection this year

14. General Comments • We are producing a guide to the MSDS and Accountability, to help with this reporting. • Create coordination between data and instructional staff, in order to ensure accuracy. • Timelines are FIRM. Be mindful of them! Fair accountability means the same standards and rules applied equally to everyone. • Read the emails from BAA  • Feel free to contact us with questions or concerns.

15. MI School Data Portal www.mischooldata.org