Best Practices for MSDS

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Best Practices for MSDS Accountability

• Steps to Success and Timeline for Accountability

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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.

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The Michigan Student Data System (MSDS)

• BAA uses the MSDS as its 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.

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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.

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Steps for Success

• Essential Definitions and Updates

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What is a PEPE?

• Primary Education Providing Entity
• Entity that is primarily responsible for the
  students educationi.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
  accountableeven part-time students

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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.

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Special Notes for SWD and LEP Students
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 collectionneed
  to re-report students as LEP unless they were
  exited.

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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 districts accountability
  calculations however, it will negatively impact
  the districts 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).

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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 11th 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.

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Grade 14 Changes
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

• If the student with an IEP is only educated in an
  ungraded setting, report the most appropriate
  grade based on the students 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
  students age as of December 1.

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Steps for Success

• Activity Window Descriptions and Timeframes

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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)

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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)
• BE SURE YOU CHECK TESTED ROSTER!
• Get your MSDS person and your instructional and
  assessment staff together to review the Tested
  Roster and Students Expected to Test data.
• Tested Roster is the first time you can see the
  demographic and enrollment information from MSDS
  alongside a list of who you tested.

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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 in MSDS.
• Review student out-of-level designations.
• Student demographics (this is NOT appealable this
  at ANY OTHER TIME).
• Enrollment (need to submit move requests for
  answer documents).
• Make sure any entry/exit records are input in
  MSDS prior to close of SRM.

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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.

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Students Expected to Test What to Review?

• Reflects a complete list of all enrolled students
  at each PEPE 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.

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Step 4 Corrections in the MSDS

• Schools will have until May 1 to review Tested
  Roster and Students Expected to Test for MME
  MI-Access.
• 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
  500 PM with an as of date of 3/21/13. These
  dates are still tentative.

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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 are 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.

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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.

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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.

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Timeline for Accountability

• Order of Operations Important Dates

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Overview of the Accountability Timeline

• Summer Accountability Release!

Spring Fall
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Important Dates for 2012-2013

• Fall 2012
• Count Day 10/3/12
• Testing 10/9-10/26/12 (MEAP)
• As Of Date 10/26/12
• Tested Roster/Exp. To Test 11/28-12/4/12
• Students Not Tested 12/10/12-12/20/12

• Spring 2013
• Count Day 2/13/13
• Testing 3/5-3/7/13
• As Of Date 3/21/13
• Tested Roster/Exp. To Test 4/24-5/1/13
  (tentative)
• Students Not Tested Early to Mid-May

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Resources Available to Help You

• Biannually, the BAA and CEPI release an
  Assessment and Accountability Data Timeline
• This resource is posted on each assessments main
  web page.
• Link to Fall 2012 Timeline http//www.michigan.
  gov/documents/mde/Fall_2012_Assessment_And_Account
  ability_Data_Timeline_v1_2_397833_7.pdf
• Spring 2013 timeline will be available soon!

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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.

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Resources Available to Help You

• MSDS Best Practices Guide on our Website
• http//www.michigan.gov/documents/mde/MSDS_Best_P
  ractices_400576_7.pdf
• Produced by our staff to help understand the
  minutia of the assessment, accountability, and
  MSDS world.

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Were here to help, too!

• 877-560-8378, Option 6 -OR-
• MDE-Accountability_at_Michigan.gov