MASTER SCHEDULE COLLECTION/
INSTRUCTIONAL PERSONNEL AND
LICENSURE COLLECTION
Licensure Workshop
August 1, 2011
Slide 66 updated April 2, 2014
AGENDA
Purpose of the collection Data elements in MSC Process for completion Deadlines
PURPOSE OF THE COLLECTION
STATE FISCAL STABILIZATION FUNDS (SFSF)
Data collected on MSC satisfies the data requirements of Indicator (b)
SFSF information on the VDOE website:http://www.doe.virginia.gov/school_finance/arra/stabilization/index.shtml
Specific information about Indicator (b) can be found in the Phase 2 application pages 59-63.
http://www.doe.virginia.gov/school_finance/arra/stabilization/va_sfsf-phase2_application.pdf
INDICATOR (b)(1)
Indicates which of the 12 elements described in section 640(e)(2)(D) of the America COMPETES Act are included in the State’s statewide longitudinal data system;
Element 8 – A teacher identifier system with the ability to match teachers to students
Element 9 – Student-level transcript information, including information on courses completed and grades earned
INDICATOR (b)(2)
Indicates whether the State provides student growth data on their current students and the students they taught in the previous year to at a minimum, teachers of reading/language arts and mathematics in grades in which the State administers assessments in those subjects in a manner that is timely and informs instructional programs
Current Students – Fall collection
Students they taught in the previous year – EOY collection
Output from MSC will include teacher-level rosters with student growth data included
INDICATOR (b)(3)
Indicates whether the state provides teachers of reading/language arts and mathematics in grades in which the state administers assessments in those subjects with reports of individual teacher impact on student achievement on those assessments.
Students they taught in the previous year – EOY collection
Output from MSC will include teacher-level rosters with student growth data included
OUTPUT OF MSC-IPAL
Student growth data will be made available to school divisions upon a successful data completion and fully verified EOY MSC and Fall MSC-IPAL Getting the teacher rosters with growth data in a
timely manner is dependent on completing the EOY MSC
IPAL reports that will be available through SSWS
Welcome other suggestions for useful reports
DATA ELEMENTS IN MSC-IPAL
A RECORD
SECTION TYPE
Records can be submitted all together or in parts following these guidelines:
A Record must accompany any of the other records
B and G Records can be submitted at any time C Record must be submitted before C, D, E or F
records D and E Records must be submitted together F Record must be submitted after C, D and E
Records H Records must only be submitted to change
information after all other records are successful
B RECORD
LOCAL PROVIDER ID
Locally defined identification number that must be unique within the division
Can be an Employee ID, Teacher ID or Tax ID
Do not use the teacher’s social security number for this ID
TEACHER/ADMINISTRATOR LICENSE PREFIX AND NUMBER
Includes the characters preceding the dash on the teacher's license
Number includes the numbers after the dash on the teacher’s license
Not required if the teacher does not have a license
TEACHER INFORMATION
Social Security Number Only needed when a teacher’s License Number is
not available First Name Middle Name Last Name Date of Birth
mm/dd/yyyy form Gender
Male (M)/Female (F)
RACE/ETHNICITY
Ethnic Flag Is the teacher Hispanic?
Yes (Y) No (N)
Can be left blank
Race Code Must be a valid code 1-33 4 is only valid if Ethnic Flag is blank 0 is only valid if Ethnic Flag is blank
FEDERAL REPORTING
FTE Full Time Equivalent dedicated to this
assignment or course Use X.XX reporting format
The decimal is not implied Must be greater than “0”
Title I Funded Position Yes (Y)/No (N)
High-Quality Professional Development Yes (Y)/No (N)
EXPERIENCE
Division Experience Number of years in the division
Virginia Experience Number of years experience within the
Commonwealth of Virginia Include public and private school experience
Total Years Experience Number of years experience in education Include public, private and out-of-state
experiences
Partial years need to be rounded to the nearest whole number
C RECORD
SECTION ID
A locally defined number that identifies a particular section
Must be unique within a school Example:
Algebra I: Course + Section
When coupled with the division and school, a unique identifier for the section is created
SERVING DIVISION
Three-digit state-assigned Division number that identifies the division, center or agency that provided the to the students
Serving Division may be different from the Reporting Division if you are submitting information for regional centers or private providers
SERVING SCHOOL
Four-digit state-assigned School number that identifies the school, center, program, or placement that provided the course to the students
WHAT ARE SCED CODES?
SCED are School Codes for the Exchange of Data
National Center for Education Statistics (NCES) published these codes so that school divisions could use them for reporting longitudinal data
SCED allows for the standardization of reporting courses across schools, divisions and states
More courses identified than in the Virginia Course Codes
Two manuals: Prior to Secondary and Secondary SCED Codes
WHAT ARE SCED CODES?
SCED is a means to communicate with the state NO REQUIREMENT for localities to use the SCED for
scheduling or in course catalogs When course information is sent to VDOE, use the
SCED code to describe the course
Time is on your side MSC will accept SCED codes OR existing VA Course
Codes for at least two years Without partial adoption, MSC becomes difficult to
compile
First draft of state crosswalk is complete and available on the MSC website
SCED SUBJECT AREA
NCES-assigned number that represents the general context category of the section
Examples: 1=English Language & Literature (secondary) 3=Life & Physical Science (secondary) 8=Physical, Health, and Safety Ed (secondary) 51=English Language & Literature (non-
secondary) 53=Life & Physical Science (non-secondary) 55=Fine and Performing Arts (non-secondary) 73=NonScheduled Elementary (non-secondary)
SCED COURSE IDENTIFIER
NCES-assigned number that represents general courses within the Subject Area
Examples: (51) 009 = Language Arts Laboratory (56) 401 = IB Language B (Chinese), Middle Yr
Prg (73) 032 = Self-Contained, Grade 2 (01) 001 = English/Lang Arts, Grade 9
Required if VA Course Code is blank
SCED COURSE LEVEL
A code to convey the level of rigor of the course
Examples: B = Basic or remedial G = General or regular E = Enriched or advanced H = Honors X = No specified level of rigor
SCED AVAILABLE CREDIT OR GRADE SPAN
For secondary courses (SCED Subject Areas 1-22), Available Credit identifies the amount of Carnegie unit credit available Example: 1.00
For non-secondary course (SCED Subject Areas 51-73), Grade Span indicates the grade level for which the course is appropriate. Example: 0305 = Course is appropriate for
students in Grades 3-5
SCED SEQUENCE
Code to describe the manner in which school systems may "break up" increasingly difficult or more complex information
Examples: Floral Design I-II Carpentry I-III
Report: part 'n' of 'm' parts
1 1 (part 1 of 1) 1 2 (part 1 of 2)
VA STATE COURSE CODE
4-digit (or 6-digit in some cases) valid course code from list of assignment codes
Required if SCED Course Identifier is blank
LOCAL COURSE INFORMATION
Local Course Code Locally Defined Optional
Local Course Title Locally Defined Optional
This field is recommended to produce more meaningful reports for your teachers!
D RECORD
SECTION ID
A locally defined number that identifies a particular section.
Must be unique within a school Example:
Algebra I: Course + Section
When coupled with the division and school, a unique identifier for the section is created
SERVING DIVISION
Three-digit state-assigned Division number that identifies the division, center or agency that provided the course to the students
SERVING SCHOOL
Four-digit state-assigned School number that identifies the school, center, program, or placement that provided the course to the students
TEACHER/ADMINISTRATOR LICENSE PREFIX AND NUMBER
Prefix includes the characters preceding the dash on the teacher's license
Number includes the numbers after the dash on the teacher’s license
Not required if the teacher does not have a license
LOCAL PROVIDER ID
Locally defined identification number that must be unique within the division
Can be an Employee ID, Teacher ID or Tax ID
Do not use the teacher’s social security number for this ID
Private providers and schools must have a Local Provider ID in your system
TEACHER ROLE CODE A code that describes the teachers role in this section
Codes: 1 = Teacher of Record (responsible for content and assignment of
grades) 2 = Other Teacher Whole Class Most of the Time (majority of the
time teaching all students in the class. i.e., team- teaching arrangement or "collaborative/inclusion")
3 = Other Teacher Whole Class Some of the Time (limited time teaching all students in the class. i.e., gifted specialist teaches periodically)
4 = Other Teacher Few Students (teaches, reinforces instruction, and/or provides intervention to a few students. May assist/teach in the general education class or may pull students out of the general education class for intervention. i.e., English language learners, students with disabilities, gifted/talented, etc.)
5 = Long Term Substitute 6 = Contracted Private Provider 9= Regular Substitute
DEFINED CLASS TYPE
Formerly Special Education Assignment Codes
Only codes that define the audience or recipient of the instruction can be used here
Necessary element to determine if the teacher in the section is "Highly Qualified" to teach the section
Example: Autism classroom = 7805
Who is receiving the instruction or services, not what is being taught
DEFINED CLASS TYPE CODES
7800 = Early Childhood Special Education (Ages 3-5) 7805 = Autism 7810 = Multiple Disabilities 7815 = Other Health Impairment 7822 = Intellectual Disability 7848 = Hearing Impairment 7850 = Visual Impairment 7855 = Deaf/Blind 7857 = Emotional Disturbance & Intellectual Disability 7860 = Specific Learning Disability & Intellectual Disability 7863 = Emotional Disturbance 7865 = Specific Learning Disabilities 7868 = Specific Learning Disability & Emotional Disturbance 7871 = Learning Disability, Emotional Disturbance & Intellectual Disability 7873 = Orthopedic Impairment 7874 = Traumatic Brain Injury 7875 = Speech/Language Impairment 7880 = Severe Disabilities 7882 = Non Categorical K-2 Developmental Delay Ages 5-8 7884 = Developmental Delay
HIGHLY QUALIFIED INFORMATION
Highly Qualified Code A flag to indicate if the teacher meets the federal
definition of being "Highly Qualified" in this section (Federal core subject and Special Education only)
Yes (Y), No (N) or (O) Out of State
Flexibility Criteria Flag A flag to indicate if the teacher meets the federal
definition of being "Highly Qualified" in this section by means of the flexibility criteria
Yes (Y) or No (N)
E RECORD
LOCAL PROVIDER ID
Locally defined identification number that must be unique within the division
Can be an Employee ID, Teacher ID or Tax ID
Do not use the teacher’s social security number for this ID
Private providers and schools must have a Local Provider ID in your system
PROVIDER NAME
The name of the person or school providing the instruction
Must be the name of a specific private school, contracting company or unlicensed individual
For individuals, use his/her first and last name and for others, use the company or school name
PROVIDER DESCRIPTION
Description of the services provided
Codes: 1 = Comprehensive Services Act placement 2 = Multi-divisional on-line provider 3 = LEA contract provider (on-line or not) 4 = Unlicensed individual (teacher, pupil
personnel service provider, administrator) 5 = Post secondary institution 6 = Locally licensed individual 7 = Other/Unknown
F RECORD
SECTION ID
A locally defined number that identifies a particular section.
Must be unique within a school Example:
Algebra I: Course + Section
When coupled with the division and school create a unique identifier for the section.
LOCAL PROVIDER ID
Locally defined identification number that must be unique within the division
Can be an Employee ID, Teacher ID or Tax ID
Do not use the teacher’s social security number for this ID
STATE TESTING ID (STI)
State Testing ID as assigned to student
LOCAL STUDENT ID
Locally defined
Optional
Must be unique within a school division
This field is recommended to produce more meaningful reports for your teachers!
FINAL GRADE
Locally defined
Most recent or final grade for the student for this Section ID
Final Grades are currently required only for students in Grades 6-12
FINAL GRADE CODES
Any numeric value between 0 and 100 A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F = Failed, P = Passed E = Meets or exceeds expectations* N = Does not meet expectations* NP = Not Passed (should not be used in place of F) W = Withdrawal WP = Withdrawal Passing WF = Withdrawal Failing NG = no grade awarded regardless of reason GLP = grade level promoted* GLR = grade level retained*
* limited to sections in elementary schools where a final grade is not awarded
VIRTUAL COURSE INDICATOR
Indicates whether or not the course is taken via virtual means to include online courses, or courses taken via satellite between schools
Codes 1 = School sponsored/coordinated 2 = Student coordinated
DUAL ENROLLMENT FLAG
Indicates whether or not the course taken is a dual enrollment course
Yes (Y) or No (N)
G RECORD
G RECORD
Local Provider ID Must be unique within the division Must have the same Local Provider ID as in the B
Record
Serving Division
Serving School
G RECORD (CONTINUED)
Teacher/Administrator License Prefix Same as license prefix for Local Provider in the B
Record
Teacher/Administrator License Number Same as license number for Local Provider in the B
Record
Teacher Role Code 7 = Pupil Personnel Service Provider 8 = Administrator
G RECORD (CONTINUED)
Virginia Assignment Codes 0025 - Library Media Specialist – Elementary 0097 - Principal – Middle School 0098 - Assistant Principal – Middle School 0099 - Principal – Elementary 0100 - Assistant Principal – Elementary 0101 - Principal – Secondary 0102 - Assistant Principal – Secondary 0103 - Elementary Guidance 0104 - Secondary Guidance 0105 - Coordinator of Guidance 0106 - Middle School Guidance 0108 - Planning 0109 - Coordination 0112 - Gifted Education
G RECORD (CONTINUED)
Virginia Assignment Codes 0120 - Non-teaching Assignment 0131 - Library Media Specialist – Secondary 0134 - Audio-Visual Specialist (Non-librarian) 0152 - Materials Specialist (Non-librarian) 0154 - Athletic Director 1105 - Reading Specialist 1199 - Activity Sponsor 3100 - Mathematics Specialist for Elementary and Middle Education 7801 - Department Chairperson – Special Education 7875 - Speech/Language Impairment 7885 - Cooperative Office Education Coordination 7900 - School Psychologist 7902 - School Social Worker 7910 - Education Consultant Clinics
G RECORD (CONTINUED)
Division Administrative Experience Number of years as an administrator in the division
Virginia Administrative Experience Number of years experience as an administrator within
the Commonwealth of Virginia Include public and private school experience
Total Years Administrative Experience Number of years experience as an administrator in
education Include public, private and out-of-state experiences
Partial years need to be rounded to the nearest whole number
H RECORD
H RECORD
Will be used to submit changes to the Highly Qualified Code and Flexibility Criteria flag in IPAL Similar to the changes that have been made in the IPAL
SSWS application An “AH” file will be submitted without any other
records after the MSC collection is successful
H RECORD ELEMENTS
Section ID Must match a Section ID provided in the C Record
Serving Division Must match the Serving Division provided in the C
Record
Serving School Must match the Serving School provided in the C
Record
H RECORD ELEMENTS (CONTINUED)
Local Provider ID Must be a Local Provider ID provided in the D Record
Highly Qualified Code “Y”, “O” or “N” Make sure to correct all classes with the same SCED
Code or you will get an error
Flexibility Criteria Flag “Y” or “N”
PROCESS FOR COMPLETION OF MSC
PROCESS FOR COMPLETION
For MSC, data can be submitted in parts “Parts” must be complete records “A” records are always required Certain combinations of B through G records can be
submitted together H records can be submitted after a successful
submission of B-G records to update Highly Qualified information
All parts must be successful
Superintendent must certify the data are correct DO NOT TAKE THIS LIGHTLY Teachers should only be linked to students they teach
PROCESS FOR COMPLETION
Several departments within your school division will have to work together to get this collection accomplished Human Resources Technology/Data Management Special Education Pupil Personnel Service Providers (Guidance
Counselors)
Working together will ensure that this transition is as easy as possible
PROCESS FOR COMPLETION
What is happening to IPAL? Hand entry for IPAL information will no longer be
accepted; it must be submitted through the B and D Records in the MSC
IPAL reports will still be available through SSWS As with all VDOE data collections, the LEAs have
total control over how the data is stored within their school division
DEADLINES
DEADLINES
End-of-Year MSC Window opens: June 10, 2011 Window closes: September 30, 2011 Supt certification due: September 30, 2011 B and G Records are not collected
Fall MSC-IPAL Window opens: August 15, 2011 Successful Completion due: November 15, 2011 Window closes: January 31, 2012 Supt certification due: January 31, 2012 B and G Records are collected
CONTACT INFORMATION
Master Schedule Collection web site: http://www.doe.virginia.gov/info_management/data_collection/master_schedule_collection/index.shtml
Contact us by email: [email protected]
Contact us by phone: (804) 225-3909
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