Lynne EricksonSchool Data Coordinator/Education Consultant

Michigan Association of School Personnel

AdministratorsMarch 6, 2013

Welcome Timeline Updates for EOY 2013 Educator Effectiveness Professional Development Teacher-Student Data Link Data Quality Questions

EOY 2013 - Deadline June 30Open April 1 – July 1Application will close July 1

because of deadline date falling on a Sunday

Fall 2013 – Deadline December 2Open September 1 – December 2

CEPI takes security seriously REP deals with confidential data REP has a 20-minute timeout

feature Only authorized users may access

the REP Districts may have multiple authorized users Submit a REP Security Agreement for each

user to obtain access

Keep your login and password secure. Do not ever share your login and password

with anyone! The Security Agreement form must be

signed by the superintendent or chief administrator for the district as listed in the EEM.

Remove authorized users when appropriate. Job responsibilities change Leave district

Protect private and personally identifiable information about your staff members

At the office Lock your computer when away from your desk Keep personally identifiable data secure at all times Remove users who leave the district Do not share login and passwords between team members

When emailing CEPI Email is not secure Do not include

Passwords Login IDs Social Security Numbers PIC with name or date of birth

If CEPI needs the name we will contact your office.

PICs may be emailed as long as name, SSN or date of birth are NOT included

Issues with SSNs or duplicate records Call CEPI directly

When in doubt – call us We are team to working to protect your

confidential data

Located within the REP Application The REP PIC service is an online application

that allows authorized users to obtain PICs for staff members at any time.

The REP PIC Service includes the following data: First and Last Name (Middle Name when available) Gender Date of Birth Social Security Number Michigan Credential License Number (when available) Personnel Identification Code

Field 20: Educator Effectiveness Effectiveness labels

01 Highly Effective 02 Effective 08 Minimally Effective 03 Ineffective

Option Two: Framework for Educator Evaluation Labels from Option Two are no longer

available

Field 20: Educator Effectiveness Business Rule Updates Exemptions School Nurse (000NY or Y*0NY) Employee reported on leave (Code 7) (on leave

directly to retirement or termination from district) Employee reported as deceased (Code 14)

(deceased) Report exit code in Field 25: Employment Status Report termination date in Field 26: Date of

Termination Assignment code requirements are provided in Field

20

New Assignment Codes 000FS American Sign Language 000FK Arabic (update from 000FY)

Assignment Codes Retired 00533 Industrial Production

Technology/Technicians 00541 Building Maintenance 00544 Electro Mechanical Technology

Field 24: New Teacher Professional Development Hours taken to Days provided Days of professional development provided by

district New Teachers only

(those reported with 97 or 98 in Field 25) New teacher means in the first three years in the

profession of teaching in a classroom Two categories

Classroom Management Instructional Delivery

Endorsement – Approved program in a specific subject area/group from an approved teacher preparation institution

Assignment – Subject area taught by teacher or position held by staff member

00SUB – Day-to-Day Substitute Teacher Must be state requirements Used for short term assignments for teachers

Illness; conferences; provide short term coverage for a classroom (up to 90 days)

00PAR –Day-to-Day Substitute Paraprofessional/Aide Used for short term assignments for

paraprofessionals/aides Illness; conferences; provide short term coverage

All Other Substitute Assignment Report appropriate assignment code for the position

being covered by the substitute (e.g. bus driver, secretary)

New Format – Drill Down Report User’s Guide available

Advantages to Users Select Submission Cycle Select level

District School/Facility

Select Report Select Format

PDF Excel Direct View

Data are displayed on reports as submitted by the district's authorized user.

Reports are management tools that you can use to review your district staffing data.

Current submission cycle reports are populated as the data are submitted.

Reports help with your submission’s data quality.

Serve as a record of your data submission.

First DQ emails sent May 2007 Then - About 10 items Now in 2013 nearly 400 items are evaluated Then – one email per submission cycle Now – three sets of emails per submission cycle

Pre, Mid, Post Then – “What is this email all about?” Now – “When will we receive our DQ Email? I want

to check my work.” “Can I have one more day to input data?”

Result – More accurate reporting; more accurate data; more accurate picture of your school data.

Remember, your data are only as accurate your report it.

REP Data are used for numerous federal reports Educational Data Exchange Network (EDEN) Reports Highly Qualified Status

REP Data are used for numerous state reports Teacher Certification Validation Highly Qualified Status Educator Effectiveness Report

REP Data are used for data requests and ad-hoc reports Researchers Media Governor’s Office

Public Consumption REP Summary Reports posted on CEPI’s Web site Bulletin 1014 MI School Data

Almost 400 different Data Quality (DQ) queries are run multiple times throughout the collection cycle.

DQ checks are increasing as more issues come to light.

Not all are reported back to the users. DQ process has provided helpful information:

Changes and additions to the REP FAQs Clarifications to the data field descriptions Additional application programming edits Help in making those “Green Check

Marked” records more accurate

The goal of our data quality process is finding ANOMALIES, not ERRORS

An ERROR is: “a deviation from accuracy or

correctness”

An ANOMALY is: “an odd, peculiar or strange condition,

situation, quality, etc.”(definitions from Dictionary.com)

23

Data Quality runs are done at three points in the collection Before the collection opens (pre)

During the collection (mid) After the collection closes (post)

Emails are sent to only when anomalies are found24

Is Up To Your Team

Remember, your data are only as accurate your report it.

New collection, started with School Year 2010/11 via the Michigan Student Data System (MSDS)

Connect students with teachers Includes courses taken and grades earned Use PIC from the REP system Needed to comply with the America Competes

Act Section 6401 (e)(2)(D)

But – how does this affect me – the REP authorized user?

Work with your student data team to ensure accuracy in reporting of teachers

PICs are required for the data submission As new employees enter your school

district, provide PICs to student team for MSDS

Your district will receive data quality checks REP and MSDS validation will ensure that

teachers are correctly connected between systems.

Next submission – Summer 2013

Students All students who receive a grade

Shared Time, Non-Public not reported All courses resulting in a grade

For secondary, this includes any courses that would show up on the transcript

Includes Incompletes Teachers

Teacher of Record: The certificated teacher who provides instruction,

who tests and quizzes, who evaluates the pupil’s performance and gives the pupil a grade

Instructional vs support teachers Resource teachers not reported

This may be a mentor teacher for certain virtual delivery methods

Pull out teachers can be, but not required Can have multiple teachers; Must have one per student

REP Crosswalk Download REP Data File Employee Listing by District Report PIC Search REP Submission Report

Detailed Assignment Code Summary Report

Click on the tabs at the bottom of the page for additional information: Prior to Secondary Codes

CTE State Approved Program CodesNotes (Definitions and Contact Information)Updates for Secondary, Prior to Secondary & CTE Codes

Obtain Multiple PICs XML Download of REP Data file

District authorized users may download a complete file of each submission beginning with Fall 2003.

XML format may be opened in any text editor program such as Notepad or Microsoft Word

May be imported into a Microsoft Access Database or Excel spreadsheet

Filter the data desired Employee Listing by District

Smaller file with only partial data Personnel Identification Code (PIC) Complete Name Date of Birth Gender Credential License Number (if reported) Download and save on your computer Open as text document or into Excel

Complete instructions are in the REP User’s Guide

Join the REP Listserv Information available on the CEPI Web

page www.michigan.gov/cepi Why?

Important updates Provides support from other users Provides practical strategies from peers Keeps you informed

Ready to answer your questions Available 7:30 a.m. to 5:00 p.m. E-mail: CEPI@michigan.gov

Include as much information as possible in your e-mail District name & number Phone number Error messages received Specific questions

Call: 517-335-0505, select option 3