Teacher-Student Data Link (TSDL) May 2, 2011 Lansing, MI Rob
Dickinson, Grand Rapids Public Schools
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Housekeeping: SB-CEU cards Lunch Questions Here Webinar
sites
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Agenda: 10:00 Intro & Overview 11:00 PIC & SCED codes
12:00 Lunch 1:00 Who to report and what to report on them 2:00
Application walkthrough 3:00 End
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What were here to do: Learn TSDL submission requirements What
needs to be done, and when Who needs to be reported, and what needs
to be reported on them Pitfalls to avoid
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What were NOT here to do: Debate merits of student growth in
teacher evaluations Argue the relevance/adequacy of funding for
this collection
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How we Got Here: MCL 380.1249 Districts are required to conduct
annual educator evaluations that include student growth as a
significant factor. Passed in 2009 as part of Michigans Race to the
Top application
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How we Got Here: $1.3 billion distributed to schools through
the State Fiscal Stabilization Fund Required that all Districts
report the effectiveness label generated by these evaluations in
their REP submission
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How we Got Here: State School Aid Act Section 94a Approximately
$5 per student to support the efforts of Districts to match
individual teacher and student records
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How we Got Here: June 2010 CEPI formed TSDL Workgroup LEA, ISD,
CEPI & MDE reps Met monthly, June November Hashed out details
Extremely collaborative effort
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How we Got Here: May 2011 TSDL collection goes Live Special
Thanks to Kathy Ott, Jackson ISD
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Definitions: CEPI Center for Educational Performance and
Information MSDS Michigan Student Data System Data reporting system
used by CEPI to collect student level data Several collections
during year, TSDL is just one
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Definitions: REP Registry of Educational Personnel Another
collection system used by CEPI to collect information on school
employees Teacher of record Certified teacher responsible for the
instruction the student received and providing the grade May not be
District employee Can report up to 3 per student/course
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Definitions: NCES National Center for Educational Statistics
Part of US Department of Education Produced lists of common course
codes SCED School Codes for the Exchange of Data Secondary and
prior-to-secondary versions
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Definitions: Schema List of data fields (characteristics) in a
data file & what rules each characteristic must follow Data
rules Business rules XML Extensible Markup Language Very flexible
format for transferring data files Difficult to display compared to
flat files Particular data fields can be present, absent, or
present many times
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Definitions: 3 Cs Characteristic Particular data element on a
record Component Group of characteristics always reported together
Different collections, the component stays the same Collection
Group of components always reported together
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Definitions: Required vs Conditional vs Optional Required
Characteristic MUST be submitted for EVERY record Conditional
Required for certain students, can be enforced by collection
application Optional Required for certain students, application
cant enforce.
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TSDL Student Course Component Data Characteristics Subject Area
Code (from SCED) Course Identifier Code (from SCED) Local Course ID
Local Course Title Local Course Section ID Course Type Academic
Year Credits Granted Course Grade (grade student received in class,
not students grade level) Completion Status PIC (from REP) Virtual
Delivery Mentor Teacher Some of these data elements may or may not
be required for your building and/or grade levels These are NOT the
actual field names
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Questions PIC and SCED Codes
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PIC code PIC Personnel Identification Code Issued by CEPI,
originally for use in REP UIC for school employees Follows employee
across Michigan 3 - 10 digit number actual number (no leading
zeros)
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PIC code Probably stored in your HR system Needs to be
cross-walked into Student management system Any staff member who
taught during 2010-11 school year.
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PIC code Exceptions: State approved CTE courses Post-Secondary
Courses Resource and Support teachers May include
non-employees
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WARNING!! Some HR systems - real time only Data may not be
stored on non- current teachers Start working NOW to find teachers
in SMS who may no longer be in your HR system Dont wait for
summer!
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PIC code Access from CEPI through REP system Each District
should have REP authorized user Contact for data Work through
mismatches START NOW!
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PIC code REP system not always active CEPI created REP PIC
Service PIC Lookup and/or creation Separate authorization from rest
of REP 2 levels: Lookup only Lookup & creation authority
Current authorized users can use as well
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PIC code Returns: Name Gender Birthdate SSN Teaching Credential
License number PIC Can only be viewed by REP authorized users
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ATTENTION CTEIS Users! Gender & Birthdate Included for CTE
reporting Published specs ask for both data Rescinded for 2011
collection Not required for 2011 CTEIS reporting CTEIS Issue ONLY,
not a TSDL issue
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PIC code Security agreement CEPI Website REP page Upload REP
Data to CEPI Users & Training Guides also available
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PIC code
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NCES SCED Codes Two sets of codes: Prior-to-Secondary School
Course Code Classification System: School Codes for the Exchange of
Data (SCED) grades K-8 and 14
http://nces.ed.gov/pubsearch/pubsinfo.asp? pubid=2011801
http://nces.ed.gov/pubsearch/pubsinfo.asp? pubid=2011801 NOTE:
Subject Code 73 NOT in document Bookmarks, but is at end of Subject
Code 72
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NCES SCED Codes Two sets of codes: The Secondary School Course
Code Classification System: School Codes for the Exchange of Data
(SCED) grades 6-12 and 14 http://nces.ed.gov/pubsearch/pubsinfo.as
p?pubid=2007341
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NCES SCED Codes Two data elements (characteristics): SCED
Subject code 2 digit numeric string 01 English 02 Mathematics
Required for 2011 year & on
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NCES SCED Codes Two data elements (characteristics): SCED
course code 3 digit numeric string 001 9 th Grade English, Informal
Math, etc. 002 10 th Grade English, General Math, etc.
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NCES SCED Codes Two data elements (characteristics): SCED
Course code is data fragment Must have subject code with it to mean
anything Required for 2012 year & on
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WARNING! Make sure whoever writes reports from your SMS knows,
never report by SCED Course code alone ALWAYS use both Subject and
Course Codes together Consider storing as 1 field (ask your tech
people)
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NCES SCED Codes REP Assignment Code crosswalk Excel
Spreadsheet: SCED subject and Course code Course Title REP
Assignment Code List of allowed Certifications Excellent tool for
assigning NCES codes to local courses
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NCES SCED Codes
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Hundreds of courses to match, START SOON! Subject code ONLY
required for 2011 Course code allowed to be reported, but not
required Will be required in 2012
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WARNING! Try to get REP assignment and cert stored in SMS
system too! Compare these cert & assignment codes to HRs list
of employees assignment & cert codes Two long standing,
separate system, matched for the first time Data Quality reports No
audits or adverse consequences YET
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WARNING! Watch for CEPI updates of crosswalk Encourage CEPI to
highlight changes in new versions of crosswalk Thanks, Lynne!
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Questions Lunch
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Who & What is reported? TSDL Collection 4 Components:
Submitting Entity Personal Core School Demographics Student Course
Schema for each on CEPI MSDS webpage MSDS collection Matrix XML
schema on TSDL webpage
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Who & What is reported? Submitting Entity Existing
component District entity code Submit once per record
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Who & What is reported? Personal Core Component Existing
component Identifies the student Name UIC etc Submit once per
record
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WARNING! All students need UIC numbers for this submission No
blank records If new students this summer, use SRM to get new UIC
on student, then submit TSDL Also, demographic data WILL be changed
by this submission Pepe will update core data Non-core - last
entered Will not change PEPE or cohort data
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Who & What is reported? School Demographics Component New
component, existing characteristics District, school, grade, local
student ID Subset of Entity Demographics Excludes data from E.D.
not relevant to TSDL Submit once per record, not necessarily once
per student
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WARNING! Students change schools & grades during year
Requires additional student record for each grade & school
where the course is recorded in the students academic record All
course & instructor information in each record will be
associated with the school in the School Demographics
component
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WARNING! Students in self-contained special ed classrooms may
be reported in Grade 14 (ungraded special ed) for this count.
Certain Course grades, completion statuses will only be available
if you use 14.
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Who & What is reported? Student Course Component New
Component Courses taken, grades achieved (if applicable), Teacher
of record, for each course recorded on students academic record
Submit at least once per record
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Student Course Component SubjectAreaCode (required) SCED
Subject (2 digits) CourseIdentifierCode SCED Course (3 digits)
Optional 2011, required 2012 LocalCourseId (required) Your
Districts course code LocalCourseTitle (required) Your Districts
course name
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WARNING! LocalCourseTitle Be sure how your student record
system stores this information Is it static, or kept by schoolyear?
If you change a course name for next year, will references to the
course from prior years now have that new name? If you submit
multiple times, and LocalCourseTitle changes, it will create a
duplicate record in TSDL.
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Student Course Component CourseSectionId(optional) The section
# the student took CourseType (required) 2 digit code (numeric
string) Normal Class, or one of several types of advanced course 01
regular (default) Others - AP, Honors, IB, Dual Enrollment
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Student Course Component Academic Year (optional) Allows for
updating grades from previous years Not needed for current year
entries CreditsGranted (conditional) Credit granted for this course
in Carnegie Units Required for Subject codes 01-22, unless grade=14
or completion status shows audit or ongoing
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WARNING! Carnegie Units 1 course taken for a full year = 1
credit. If your district uses another system to count credits
towards graduation, youll need to translate to Carnegie. Can be
done now!
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Student Course Component CourseGrade (conditional) Final grade
given to student for this course Should match format of what goes
on academic records Required for Subject codes 01-22, unless
grade=14 or completion status shows audit or ongoing
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Student Course Component CompletionStatus (required) 1 or 2
letter code Shows students status at completion of course Completed
& passed, Completed & failed, withdrawn, Incomplete,
Auditing, Tested Out, etc. Two codes CS and OE are for grade 14
students only
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Student Course Component PIC (conditional) 1 PIC minimum
required for each Component entry, 3 maximum for team teaching Not
needed for Dual Enrollment, or CTE courses For Dual Enrollment, be
sure to submit with CourseType=07, CTE, use 00 as
SubjectAreaCode
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Student Course Component VirtualDelivery (optional) Yes/No
field Only needed when Yes Was this course, for this student,
delivered virtually MentorTeacher (optional) Yes/No field Only
needed when Yes Can only be reported when VirtualDelivery is Yes
Was the PIC listed for a teacher acting as a mentor, rather than a
teacher of record
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WARNING! VirtualDelivery is this particular course, for this
particular student, delivered virtually? How are virtual vs
non-virtual courses differentiated in your system Different course
codes Are they easy to tell? Different Section #, but same course
codes is there a marker in the section # No differentiation, 2 kids
in same course & section, one online, one not Be SURE that how
your vendor wants to set virtual markers works with how you
organize your classes
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Who & What is reported? Who is reported? K 12 students need
at least 1 course & PIC submitted Exceptions: Pre-K Adult Ed
(even if 16-19) Special ed over 22 (as of 9/1) Shared Time,
home-schooled & non-public
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Who & What is reported? Part year students Enter or leave
the School/District mid year If they are there long enough that the
course(s) would be entered on their academic record, even if no
grade is given, then they should be reported Very short-term
students need not be reported
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WARNING! Students who leave part way through the year How does
your student record system retain information of students no longer
attending your schools? Can it pull course and grade histories, and
school and grade information, on ex-students the same way it does
on current students? Make sure your vendor is aware that you need
to retain data on past students within the school year and report
them on TSDL DONT WAIT
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Who & What is reported? Elementary vs Secondary Elementary
students Can use general grade level elementary course (Subject
Area 73 courses) Can also use ungraded course for self-contained
special ed. If specific course data is available, it can be
reported, but isnt required (subject areas 51-72)
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Who & What is reported? Elementary vs Secondary Elementary
students 73030 K student 73031 1 st grade 73037 7 th grade 73038 8
th grade 73039 non-grade differentiated education
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Who & What is reported? Elementary vs Secondary Secondary
Students Should report each course that is recorded on academic
record, even if a final grade is not earned If it goes on the
academic record, report it Needs subject specific course codes (in
2012), area codes 00-22
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Who & What is reported? Elementary vs Secondary K- 8,
grades 6-8, elementary or secondary? Report them as you treat them
1 class all day with same teacher, report as elementary Hourly
attendance, students change classes, graded in discreet classes,
then its secondary
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Who & What is reported? Special Cases Summer School
reported by providing District Reported in collection ended 8/31 of
that year
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WARNING! Summer school courses offered during this coming
summer are expected to be reported with THIS submission by 8/31
Many summer school programs & teachers are not used to being
on-the-spot with reporting of grades They need to be warned,
followed up with to ensure all grades get reported ON TIME How are
summer school classes recorded in your SMS? Same as others, or will
special attention be needed? DONT WAIT!
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Who & What is reported? Resource teachers Pullout art,
music, resource room may not be reported Itinerants Report all you
can Not EVERY teacher will get reported
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WARNING! Remember that ALL teachers are required to have
student growth used as part of evaluation, even if they have no
TSDL reporting for them Use building averages, testing results,
etc. District determines, but must use something
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Who & What is reported? Special Cases CTE courses (State
approved) Dont report AT ALL, or report with 00 subject code If
reported, PIC not required However, if reported, all other rules
must be met Non-State approved, submit as any other course
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Who & What is reported? Special Cases Dual Enrollment &
early/middle college No PIC needed Grade changes after submission
can be submitted with appropriate AcademicYear, but not required
Starting in 2011-12
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Who & What is reported? Special Cases Cooperative Education
Student taking courses in multiple districts PEPE district is
responsible Cooperative agreements can specify who reports Make
sure growth data gets back to educating district
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WARNING! Cooperative ed students can be reported by whichever
district the two decide on (remember that PEPE district is
responsible) However, districts can ONLY report on their own
buildings If reporting students grades at another district, use
their teachers PIC, your building code Perhaps best if educating
district reports, if you can get agreement
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Who & What is reported? WHEN? Currently, all Districts must
finish their submissions and certify by 8/31 Can submit multiple
times, only 1 certification is required However, watch for changes
between uploads if using multiple uploads
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WARNING! 8/31 is after most Districts rollover their student
record system Will grades, schools change at rollover? Can old
grades, teachers, building assignments be accessed after rollover
Make sure you understand what effect rollover will have on your
Districts data availability and plan accordingly Also, consider
summer vacations, accessibility of school year staff DONT
WAIT!
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Questions Application Walkthrough
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WARNING! Last Warning Error free is not the same as accurate!
Pay attention to the reports for errors, know reasons for
discrepancies Your staff will not like what is done with this
submission Will want to blame the data Be ready to defend your
report (I know, I know!) DONT WAIT!!
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Getting Help! http://www.michigan.gov/cepi/0,1607,7-113-
986_50502_57560---,00.html
http://www.michigan.gov/cepi/0,1607,7-113-
986_50502_57560---,00.html www.michigan.gov/cepi
www.michigan.gov/cepi Click on CEPI Applications in left column
Click on Michigan Student Data System (MSDS) in the new menu Click
on Teacher Student Data Link in center column, mid page, above
words TRAINING EVENTS
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Getting Help!
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[email protected] or (517) 335-0505, option 3 Consider joining
MPAAA Spring Conference May 16 18, Grand Traverse Resort, Traverse
City Fall LP Conference September 12-13, Radison Hotel, Kalamazoo
Fall UP Conference September 19-20, Island Resort, Harris CEPI SRSD
Listserv [email protected] or (616) 819-2085
[email protected]