Best Practices for MSDS Accountability Steps to Success

Best Practices for MSDS & Accountability Steps to Success and Timeline for Accountability

The Michigan Student Data System (MSDS) • CEPI operates and collects the information by schools statewide. • Students are identified as unique individuals through the use of the UIC (Unique Identification Code). • Each collection in the MSDS is very important in its own way (fall/spring general, , EOY, TSDL, etc. ) • For accountability, the fall, spring, student record maintenance (SRM), and end-of-year (EOY) collections are CRITICAL. • Getting the student record submissions correct is a MUST to ensure that accountability is accurately attributed to your school and/or district.

The Michigan Student Data System (MSDS) • BAA uses the MSDS as it’s ONE source of student enrollment data and holds the data to be true once certain review/correction windows have passed. • BAA links assessment data from MEAP, MME, MI-Access, and MEAP-Access to MSDS records to build a picture of our students and ultimately, our schools and districts. • Schools and districts cannot change enrollment or demographic data in the BAA Secure Site. It must be done in the MSDS to take effect.

Why MSDS? • Strong need for clean data. • Strong need for data that is consistent for all uses (federal reporting, state reporting, district reporting, accountability). • Allows the state to collect the data once and use many times. • Provides an equitable route for data collection where the system is fair and the same rules are applied to everyone.

Steps for Success Essential Definitions and Updates

What is a PEPE? • “Primary Education Providing Entity” • Entity that is primarily responsible for the student’s education—i. e. the entity that we will hold accountable! • Determined by CEPI through business rules based somewhat on FTE, but also other provisions. • When deciding which school “gets” a student for accountability, we now look ONLY at the PEPE • 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

Homeschooled and Nonpublic Students Homeschooled students must have a student residency code reported of 07 or 15! Nonpublic school students must have a student residency code reported of 04 or 08! Without reporting the proper student residency codes, you could end up being held accountable for that student! Example: Johnny is homeschooled and takes gym class at East Lansing High School. ELHS reports Johnny in the MSDS with. 1 FTE. Since no one else is reporting Johnny elsewhere, ELHS becomes the PEPE for him. If ELHS uses “ 15” as his student residency code, ELHS will not be held accountable for Johnny.

Special Notes for SWD and LEP Students with Disabilities (SWD): Limited English Proficient (LEP) Students: All SWD students need the special education component submitted for them; this does NOT have to be submitted by the PEPE. 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.

Clarification and Changes to LEP Status • LEP exit codes 51 and 52 have been retired by CEPI. • Only exit codes 50 (proficient) and 53 (graduated) remain. • If a student is not exited using the valid LEP Exit Reason codes, the district must re-report the student as LEP in the following school year. • Failure to re-report the student will not remove the student from the district’s accountability calculations; however, it will negatively impact the district’s funding allocations (the rules for determining allocations and other funding sources are available through CEPI). • If a student is eligible for LEP services but the student/parent refuses services, report the LEP Instructional Program characteristic with code 15 (refused services).

MSDS Grade 14 Changes • The description for this grade is now “Special Education Transition” and may only be reported if all the following conditions are met: – The student with an IEP is attending a transition program, or is moving from a standard K-12 environment to a transition program. – The student with an IEP is 18 years of age or older as of December 1 of the current school year. – The student completed a high school 11 th grade state assessment in the current school year or any previous year. • If the student with an IEP is in a graded classroom for either special education or general education, report that grade. This includes shared time students who attend graded classrooms in other districts.

Grade 14 Changes • If the student with an IEP is only educated in an ungraded setting, report the most appropriate grade based on the student’s age as of December 1 of the current school year. • The table here is a guideline districts should follow when assigning a grade based on the student’s age as of December 1. Grade Age as of December 1 Under 5 - Early Childhood Under 5 K (Code 00) 5 or 6 1 (Code 01) 7 2 8 3 9 4 10 5 11 6 12 7 13 8 14 9 15 10 16 11 17 12 18 or 19

Steps for Success Activity Window Descriptions and Timeframes

Step 1: Accurate MSDS Collection Data • Make your fall/spring collections as accurate as possible!!! • Find your MSDS authorized user and befriend them. • Clean and accurate UICs • Accurate demographics • Accurate enrollment • Spring ‘ 13 general collection is to be certified by 3/27/13 • Student Record Maintenance to be accepted until 5/1/13 for submitting corrections (with an “as of” date of 3/21/13)

Step 2: Tested Roster (BAA Secure Site) • Tested Roster for MME and MI- • Access to open on 4/24/13 and close on 5/1/13 (tentative) Get your MSDS person and your instructional and assessment staff together to review the Tested Roster and Students Expected to Test data. • BE SURE YOU CHECK TESTED • Tested Roster is the first time ROSTER! you can see the demographic and enrollment information from MSDS alongside a list of who you tested.

Tested Roster: What to Review? üAll student answer documents. Missing documents MUST be reported at this time. üAccurate prohibited behavior and nonstandard accommodations flags are set. üMI-Access or MEAP-Access students are also reported as Special Education in MSDS. üReview student out-of-level designations. üStudent demographics (this is NOT appealable this at ANY OTHER TIME). üEnrollment (need to submit “move” requests for answer documents). üMake sure any entry/exit records are input in MSDS prior to close of SRM.

Step 3: Students Expected to Test (BAA Secure Site) • The Students Expected to Test report to open on 4/24/13 and close on 5/1/13 (tentative) • BE SURE TO CHECK THE STUDENTS EXPECTED TO TEST REPORT! • This report tells you every student for whom you are accountable for participation • Schools and districts are accountable for assessment participation for ALL SUBJECTS starting this school year • Review this report very carefully.

Students Expected to Test: Review? What to üReflects a complete list of all enrolled students at each PEPE; verify this information. üAre list? üCombine students showing on multiple rows (UIC problem) all new students included in this üTested üAre there any students who you believe exited showing on this list? If so, MSDS SRM is needed. üCorrect demographics? but not enrolled: SRM record üMI-Access need an students: demographics, enrollment, exit and grade level.

Step 4: Corrections in the MSDS • Schools will have until May 1 to review Tested Roster and Students Expected to Test for MME & MIAccess. – Fall ‘ 12 MEAP, MEAP-Access, and MI-Access TR closed on 12/4/12. • Please check for errors in your: – Enrollment information – Demographics *Any errors should be corrected using Student Record Maintenance (SRM) in the MSDS by 5/1/13 at 5: 00 PM with an “as of” date of 3/21/13. These dates are still tentative.

Step 5: Students Not Tested (BAA Secure Site) • Fall Students Not Tested was open 12/10 -12/20 – Spring Students Not Tested will be in early to mid-May. • This is the appropriate time to submit reasons why a student did not test. • Note that there a very limited number of valid reasons for a student to be exempted from the participation calculation. • SNT is not a time to fix errors with enrollment or demographics; must be done during Tested Roster/Students Expected to Test window.

Students Not Tested in Content Areas • After each test cycle, we process on average, 14, 000 issues where students have not been assessed in certain content areas! • Some issues submitted are handled automatically, depending on the type, AGAIN– only very few issue types are allowed for exemption. • All others are reviewed by our staff & usually takes a few weeks to process the issues.

General Comments about Assessment and MSDS Data for School Accountability • Create coordination between data and instructional staff, in order to ensure accuracy. • Timelines are FIRM. Please be mindful of them! Fair accountability means the same standards and rules applied equally to everyone. • Please read the weekly emails from BAA. Usually every Thursday afternoon a new announcement is sent out with important items relating to assessment and accountability.

Timeline for Accountability Order of Operations & Important Dates

Overview of the Accountability Timeline “As Of” Date Fall Count Day Data Processed for Accountability Students Not Tested Spring Fall Testing Count Day Tested Roster & Exp. To Testing MEAP Report/File Release Data Processed for Accountability Students Not Tested “As Of” Date Tested Roster & Exp. To Test Summer Accountability Release! MME Report/File Release

Important Dates for 2012 -2013 • Fall 2012 • Spring 2013 – Count Day: 10/3/12 – Count Day: 2/13/13 – Testing: 10/9 -10/26/12 (MEAP) – Testing: 3/5 -3/7/13 – “As Of” Date: 10/26/12 – “As Of” Date: 3/21/13 – Tested Roster/Exp. To Test: 11/28 -12/4/12 – Tested Roster/Exp. To Test: 4/24 -5/1/13 (tentative) – Students Not Tested: 12/10/12 -12/20/12 – Students Not Tested: Early to Mid-May

Resources Available to Help You • Biannually, the BAA and CEPI release an “Assessment and Accountability Data Timeline” • This resource is posted on each assessment’s main web page. – Link to Fall 2012 Timeline: http: //www. michigan. gov/documents/mde/Fal l_2012_Assessment_And_Accountability_Data_ Timeline_v 1_2_397833_7. pdf • Spring 2013 timeline will be available soon!

Resources Available to Help You • BAA Secure Manual – Detailed information and screenshots on Tested Roster, Students Expected to Test, and Students Not Tested. • MSDS Collection Details Manual – Detailed information regarding the fields in the MSDS, including those that are especially import for accountability puproses (student residency, resident district, etc. ). This is great to reference when reporting or reviewing your collection records. • We understand that these manuals are very long and detailed, however, they may be able to easily address your questions and/or concerns.

Resources Available to Help You • MSDS Best Practices Guide on our Website: http: //www. michigan. gov/documents/mde/MSDS_Best_Practices_400576_7. pdf • Produced by our staff to help understand the minutia of the assessment, accountability, and MSDS world.

We’re here to help, too! 877 -560 -8378, Option 6 -ORMDE-Accountability@Michigan. gov