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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
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: [email protected]
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