Lynne Erickson School Data Coordinator/Education Consultant Michigan Association of School Personnel Administrators March 6, 2013

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

 EOY Deadline June 30  Open April 1 – July 1  Application will close July 1 because of deadline date falling on a Sunday  Fall 2013 – Deadline December 2  Open 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 ing CEPI  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 ed 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  Industrial Production Technology/Technicians  Building Maintenance  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 s sent May 2007  Then - About 10 items  Now in 2013 nearly 400 items are evaluated  Then – one per submission cycle  Now – three sets of s per submission cycle  Pre, Mid, Post  Then – “What is this all about?”  Now – “When will we receive our DQ ? 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)  s are sent to only when anomalies are found 24

 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

Local ID Course Code SCED Code REP Assignment Code Teacher Endorsement Codes

Click on the tabs at the bottom of the page for additional information: Prior to Secondary Codes CTE State Approved Program Codes Notes (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  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   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.   Include as much information as possible in your  District name & number  Phone number  Error messages received  Specific questions  Call: , select option 3