The Educational Entity Master Explained...USED’s National Center for Educational Statistics ......

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The Educational Entity Master Explained

Presenters

Trevor Youngquist, Strategic Program Unit (CEPI)

Caitlin Groom, Business Integration Unit (CEPI)

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What’s so great about the EEM?

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The EEM provides the…

Who, what, where and why

for all educational entities in the State of Michigan

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Who are Michigan’s educational entities?

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What services do Michigan’s educational entities offer?

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Some questions that the EEM can answer…

Is the entity an elementary, middle or high school?

Does the entity offer virtual learning options?

Could the entity serve pupils with severe impairments?

Does the entity offer pupils before- and/or after-school activities?

Are there community services offered in the entity by DHHS?

Does the entity offer School-of-Choice options?

Does the entity offer all of its students free and reduced lunch (Community Eligibility

Provision)?

And so much more …

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Where are Michigan’s educational entities located?

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“Why doesn’t this work?!”

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Let’s take a deep dive!

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If you like seeing the numbers…

In August 2018, there were:

Approximately 5,700

open and active PK-20 entities in Michigan.

907 public (SEA, ISD, LEA, PSA) districts with

3415 public (ISD, LEA, PSA) schools.

655 nonpublic schools.

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CEPI, MDE and USED want to know, too!

EEM data is consumed by other agencies and applications

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MSDS

REP

FID

GADSID

EEM

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Data in the EEM

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• Entity Codes

• Entity Type

• Addresses

o Physical

o Mailing

o Web page

• Grades

• Educational settings

o Virtual

o Special education

o Alternative education

o Reportable program

o School of choice

• Shared education programs

(i.e. EMC, SEE, etc.)

• Administrative contacts

• Assessment contacts

• School emphasis

• Open and close date

• Charter information (for

Charter Schools)

• Community eligibility (for the

free/reduced lunch program)

• Research codes (i.e. NCES)

• NEW: Points of Pride

• And more …

What about entity codes?

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• Assigned in a hierarchy

• District code (ex: 82020 – the first two digits are the county code)

• Building code

• Entity codes are used in all CEPI collections and by MDE (such as MEGS+)

• Tied to NCES codes, which are issued at the federal level

• Are required to test students

DISTRICT CODE

BUILDING CODE

DUNS Number NCES NumberAgreement Number

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And what about entity types?

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• CEPI and MDE have definitions published on the CEPI EEM web page that explain every

categorization of educational entities in the State of Michigan.

• If any educational building/program in the state receives funding from MEGS+, TIA or the

federal government, it has a code and is classified in the EEM.

And what about entity types?

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Entities are classified in two ways:

• As “the legal entity that receives funds through [MDE]:”

I.e. ISD, PSA, LEA or “Other”

• As the type of learning facility:

I.e. School, Unique Education Provider or Non-Instructional Ancillary Facility

MORE ON ENTITY TYPES LATER…

District

(i.e. ISD, PSA, LEA)

SchoolNon-Instructional

Ancillary Facility

Unique Education

Provider (UEP)

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CENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATIONCENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATION


The public wants to know, too!



Everyone wants to know about entity contacts.

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Each district and its buildings have contacts.

Questions?

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Educational Settings


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SET BY:

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SET BY: YOU!


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GradesAuthorized and Actual

DevK (Full- or Part-time)

K-12**MSDS Grades 30 and 14 are not in EEM

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Educational SettingsAuthorized and Actual

• General Education

• Pre-Kindergarten

• Alternative

Education

• Special Education


Center Program

• Virtual…

• Health Center

• Family Resource

Center

• School of Choice

• Seat-Time Waiver

• Tuition-Based

Before- and After-

School Programs

• Free Before- and

After-School

Programs

Virtual Educational Settings in the EEM

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• Virtual educational settings were modified by MDE (per US-ED) in 2017

• The three virtual settings cannot be chosen in combination – they are discrete

settings

FTVirtual SuppVirtFaceVirt

Almost 100% > 50% < 50%

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PoP is a unique set of fields in the EEM

• The purpose of PoP is to showcase the programs and activities

that make each school in your district great

• All PoP fields are optional

• It is available for year-round updates

• Its data will soon display on the Parent Dashboard

• PoP will update on the Parent Dashboard approx. every quarter

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You may remember PoP as a free-form text field

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The EEM PoP form

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PoP data is entered per school in your district

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PoP fields include (pt. 1):

• What is your school's percentage of students in National Honor

Society?

• Does your school offer a Student Mentorship program?

• Does your school offer students access to recess?

• Which, if any, Advanced Placement classes does your school offer?

• What world languages does your school offer?

• What music classes does your school offer?

• What arts classes does your school offer?

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PoP fields include (pt. 2):

• What clubs are offered at your school?

• What sports are offered at your school?

• What Comprehensive Support Services does the school offer?

• Does your school partner with other agencies to share data in

support of student issues?

• What surveys are used at your school?

• What Early Learning and Development opportunities are offered

by the district?

• What Out-of-School Time (Before and After School Programming)

Learning opportunities are offered by the district?

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Your district’s PoP settings in the “Points of Pride List”

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(SOON) SET BY:

School EmphasisUsed to determine school type by

MDE and USED based on student

population served

• General Education

• Alternative

Education


• CTE/Vocational

• Early Childhood?

• None of the above?

Questions?

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82015


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MSDS Out of Level GradeThis characteristic is retired, beginning in the 2018-19

school year


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MSDS Out of Level GradeAn error will be returned if Grades Actual do not align with student

grades submitted (K-12)

An error will be returned if Educational Settings Actual do not align

for the following MSDS grades:

MSDS Grade 14 = EEM Ed Setting “SpecEd” and/or “SpecEdCtPr”

MSDS Grade 30 = EEM Ed Setting “PK”

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MEGS+ TISS ReportTitle I application submissions rely on EEM entities,

names, grades and CEP information.


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CEPI Collection Re-OpensAny re-open request must be signed by the lead

administrator currently listed in the EEM

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CEPI Security FormsAny security form must be signed by the lead



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Data Hubs SecurityAgreements and security verifications leverage the lead


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Speaking of the Data Hubs…

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EEM data is provided to a student information system via the hubs• Participating districts can opt-in to receiving data from the EEM

• Changes to EEM data are pushed to district’s hub database

• EEM data is critical for using MSDS error-checking capabilities

Speaking of the Data Hubs…

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Other uses for EEM data provided by the hubs:• EEM data provided by the hubs can be leveraged in other systems

• Using EEM data is another way to validate contact information

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Questions?

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Break! Think good thoughts…

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EEM Advice… for everyone!

I’m not an EEM user…

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…What should I care about?

Entity information gets displayed and reported

everywhere.

Superintendents, principals and/or business office

staff should be double-checking for accuracy.

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The EEM and the Parent Dashboard


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Federal audits of directory data from the EEM

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USED’s National Center for Educational Statistics


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The new District Entity Overview tool

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EEM district reports

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Lists the details about

every entity in the state

by ISD (easier to view)

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Anyone can

generate these

reports!

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For future reference, the report

also shows the time and date

that it was downloaded

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EEM authorized user access in your district

Refer to the Authorized User Mailing (Fall and EOY)

Or call CEPI Customer Support to learn who is authorized in your district

(517) 335-0505 ext. 3

Questions?

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I am an EEM user…

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…How can I help?

EEM authorized user access in your district

Open your “List of

Entities.” Select your

district from the list.

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From this page, click the

“Authorized Users List” button to

view who has access to edit your

district and its buildings’ profiles

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Entity Authorized Users have

the sole permission to view,

edit and submit changes for

your entities

I am an EEM user…

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…Where do I start?

EEM user guides and support material

www.michigan.gov/CEPI

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CEPI EEM web page

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Important documents,

including the CEPI

calendar

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EEM technical and

training material

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EEM technical and

training material

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I am an EEM user…

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…How do I know what this data field means?

EEM Glossary and EEM Help

Click the “?” symbol to

reveal more information

about each characteristic

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Click the “?” symbol to

reveal more information

about each characteristic

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Click on the “?” to learn

about any characteristic

and who to contact with

questions

I am an EEM user…

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…How do I know what this data field means?

EEM Glossary and EEM Help

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I am an EEM user…

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…How do I add a new entity?

Begin with the EEM Definitions document

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Remember that entity types are important…

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School

• Issues state assessments

• Has a separate administrative path from other entities, with some exceptions

• Has a discrete set of educators, with some exceptions

• Is accountable as the PEPE and (if it has grade 12) graduates students


Ancillary Facility

Unique Education

Provider (UEP)


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Unique Education Provider

• Does not issue assessments, graduate students or act as the PEPE

• Often used for adult learning, PK or supplemental learning


Ancillary Facility

Unique Education

Provider (UEP)

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Non-Instructional Ancillary Facility (i.e. bus garages, food service centers, district-

owned athletic facilities)


Ancillary Facility

Unique Education

Provider (UEP)

To add a new entity,or not add a new entity – that is the question!

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When to not request a new code:

• Entity name change

• Location change

• The grade span of the school changed by three grades or less

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When to not request a new code:

• Two entities merge with essentially the same grade span and

educational concentration

• An LEA school becomes a PSA school

• An alternative education/virtual program exists within another entity

that is run by the same administration


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When an entity code could be warranted:

• A new program with a separate administration and educator staff is

being established

• Adding or removing 4+ grades

• Close the entity, open new one

• If a graduation rate will be added, a new code will be requested

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When an entity code could be warranted:

• The School Emphasis changes

• If an entity splits 50/50 (same grade spans); close both entities, request

two new codes

• Reporting an educational program offered in the admin building – pupils

and finances should not be reported as “00000”

• A pre-Kindergarten entity exists within another entity and needs to be

reported separately

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Yellow/white fields can

be edited by you; grey

are edited by others

How do I add a new entity to the EEM?

Step 1: Submit a form to add the entity

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Wait, hold on!

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Did we mention how important open dates are?

• Open dates set in the past present a gap in reporting

• If an entity is opened prior to 6/30, the district will have to report all

required data for the entity for the school year

• Ideally, the open date for an entity should be set to the beginning of the

school year in which the program will start (7/1)

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Step 2: EEM state admin contact

Let’s talk…

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Step 3: EEM state admin reviewThe addition of new entities are subject to business rules from USED and

MDE, such as:

- Entities that are programmatically the same with similar lead admin may

not warrant a new entity code

- Entity codes cannot be re-opened

- Alternative education programs operated within another school with

shared classrooms and curriculum does not need its own entity code

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Step 4: Decision

Good news!

Questions?

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I am an EEM user…

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…How do I close an entity?

Refer to the CEPI EEM web page instructional material

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Step 1: Submit a close request

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Step 1: Submit a close request

Wait, hold on!

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With closing entities, keep in mind…

• Codes cannot be re-opened

• Entities cannot be closed with a past date unless no reporting has

occurred

• Closing the entity after 6/30/2018 will require reporting for the next

school year in SID, REP, MSDS and FID

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Let’s talk!

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Step 3: EEM state admin review

• Entity closures adhere to business rules from USED and MDE

• CEPI may also need to validate that no recent data submissions have

occurred from the entity subject to closure

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Step 4: Decision

Good news!

I am an EEM user…

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…What are some best practices

for keeping my entities updated?

Check EEM information for accuracy before fall, spring

and end-of-year reporting

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I am an EEM user…

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Think ahead to deferred transactions

I am an EEM user…

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Review the “high-stake” fields

The District Entity Overview includes the fields used for determining

important information reported to USED and MDE

• Lead Administrator

• School Emphasis

• Grades

• Educational Settings

• Early Childhood Programs

• Alt Ed for

Suspended/Expelled

• Web address

• Physical address

• Mailing address

• Main telephone

• Magnet Status

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I am an EEM user…

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Validate physical and mailing addresses

The EEM uses USPS

address validation.

Questions?

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In conclusion…

Let us know how we can help!We’re actively working to improve the EEM.

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We’re here to help!Caitlin Groom, EEM Business Lead (CEPI)

[email protected]

Trevor Youngquist, Technical Integration Analyst (CEPI)

[email protected]

CEPI Customer [email protected] or (517) 335-0505 ext. 3

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The Educational Entity Master Explained...USED’s National Center for Educational Statistics ......

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