Reporting Student

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Reporting Student Personnel Data

• An Overview of CEPI
• Functions and Applications
• May 2009
• Lynne Erickson, School Data Coordinator
• Doris Mann, Student Data Business Lead

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Great American Grump OutMay 7, 2009
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Primary Functions of CEPI

• Collect, manage and report on educational data
  about Michigans public schools
• Current State School Aid Act The Center shall
• (a) Coordinate the collection of all data
  required by state and federal law from all
  entities receiving funds under this act.
• (b) Collect data in the most efficient manner
  possible in order to reduce the administrative
  burden on reporting entities.

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Michigan Vision for Educational Data

• Collect Once.
• Store Once
• Use Many Times.

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Department of Management Budget?State Budget
Office?Center for Educational Performance and
Information

• School Data Team
• Financial Information Database (FID)
• School Infrastructure Database (SID)
• Educational Entity Master (EEM)
• Registry of Educational Personnel (REP)

• Student Data Team
• Single Record Student Database (SRSD)
• Michigan Student Data System (MSDS)

• Longitudinal
• Data Team
• Trend Analysis
• Reporting
• Graduation / Cohort
• Data Stores

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REP Registry of Educational Personnel

• 2009 - 2010 School Year

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What is the REP?

• CEPI coordinates data collection with ISDs, LEAs
  and PSAs
• Collects basis employment elements related to
  school personnel
• Name
• Assignment
• Grade/Educational Setting
• Certification
• Degrees Held
• Employment Status
• Two submissions each year
• First Business Day in December
• June 30

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Collects ELL and Migrant Data

• All instructional staff
• Subject by Program Area
• Administrators
• Paraprofessionals/Aides
• Support Staff such as recruiter, counselor,
  clerical support and non-clerical
• Educational Setting
• Data collected for regular school year and summer
  staff

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How are the data used?

• Data collected are used to meet state and federal
  government reporting requirements.
• Over 50 reports are developed with the REP Data.
• Reports include, but are not limited to
• Highly Qualified Status Reports
• Teacher Certification Audit for the Department of
  Education
• Title I Reports
• Special Education
• Migrant Reports
• Various reports to meet the Consolidated School
  Performance Report (CSPR) and Education Data
  Exchange Network (EDEN) requirements

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MSDS Michigan Student Data System

• 2009 -2010 School Year

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C3Characteristics, Components, Collections

• Characteristics
• Fields (data elements) associated with a student
• Components
• Logical groupings of characteristic
• Allows for making groups of characteristics
  conditionally required
• Collections
• A set of components submitted for a particular
  purpose within a particular timeframe

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C3 - Example
Characteristic Student Last Name
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General Collection Components
Submitting Entity (R)
Personal Core (R)
Entity Demographics (R)
Personal Demographics (R)
FTE (O)
Program Participation (O)
Personal Curriculum (C)
Advanced/Accelerated (C)
Homeless Demographics (C)
Migrant (C)
LEP (C)
Title I Services (C)
Initial IEP (C)
Adult Education (C)
Special Education (C)
Disciplinary Incident (C)
Disciplinary Consequence (C)
Attendance (C)
R Required C Conditional O Optional
Multi-valued
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Submitting Entity Component
Submitting Entity (R)
Submitting Entity Type (R) This code is used by
the system to identify which type of entity code
will be reported in the Submitting Entity Code
characteristic. Entity codes in EEM are unique
within type categories. This characteristic
identifies which category the system uses for
validation of the submitting entity and to
confirm user entity permissions.
Submitting Entity (R) The entity responsible for
the certification (if applicable) of the
collection. Generally this is the entity
receiving funding from the State. It may or may
not be the entity that is directly providing
education services to the student.
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Personal Core Component
Personal Core (R)
Last Name (R)
First Name (R)
Date of Birth (R)
Gender (R)
Unique Identifier Code (R)
Middle Name (O) Changed from Middle Initial to
allow for full middle name. Initials are still
accepted.
Suffix (O) New data element collected to improve
matching process.
Multiple Birth Order (O) Changed to optional.
Students not part of a multiple birth will not be
reported with this characteristic. Format changed
from numeric text (requiring leading zeros) to
numeric. Historical data will be converted.
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Entity Demographics Component
Entity Demographics (R)
Operating ISD Number (R)
Operating District Number (R)
School/Facility Number (O)
Local Student ID (O)
Grade or Setting (R)
Enrollment Date (O)
Enrollment Type (O) currently only used by MEDS
system
District Exit Status (R)
District Exit Date (O)
Exit Type (O) currently only used by MEDS system
Date of Count (R)
Student Residency (R)
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Personal Demographics Component
Personal Demographics (R)
Resident LEA Number (R)
Student Resident County (O) County in which the
student resides.
Country of Birth (C) The country where the
student was born. Default value is USA. Required
when student is identified as LEP or Immigrant.
Uses ISO country codes. Replaces City or Place
of Birth.
Year of Entry (C) Four-digit year when student
first entered school within the US. Required when
student is identified as LEP or immigrant. This
corresponds to the date of entry that was on the
English Language Proficiency Assessment (ELPA)
and ELPA Screener.
Street Address (C)
Street Address 2 (O) Added to correspond with
other state systems.
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Personal Demographics Component (continued)
Personal Demographics (R)
City (C)
State (C) Default value is MI. Added to better
correspond with other state systems.
Zip Code (C)
Race Ethnicity (R)
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Attendance Component
Attendance (C) The Attendance component is only
required when a student is exited and for the EOY
General Collection. Data formerly collected in
single SRSD Field 21 Attendance.
Days Attended (R) Actual number of days the
student was in attendance.
Total Possible Attendance (R) The total possible
days in attendance from the first day of school,
the date of new enrollment, or the beginning of a
program.
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FTE Component
FTE (O)
10/30 Day Rule (R) Yes/No format. Moved and
revised from SRSD Field 125 Program
Eligibility/Participation II.
General Education FTE (O)
Section 52 FTE (O)
Section 53 FTE (O)
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Program Participation Component
Program Participation (O) Combined and revised
from SRSD Field 29 Program Eligibility/Participat
ion and Field 125 Program Eligibility/Participati
on II.
Program Eligibility Participation (R) This field
is used to identify for which type of categorical
program/service the student is eligible and in
which s/he is enrolled in. Program codes are
taken from the Chart of Accounts. The Program
Participation Characteristic may be submitted
multiple times within the Program Participation
Component (once for each applicable program
code).
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Program Codes
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Program Codes (continued)
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Personal Curriculum Component
Personal Curriculum (C) Must be reported when
the student is reported with a code of 9300
(Personal Curriculum) in the Program Eligibility
Participation Characteristic (Program
Participation Component), otherwise may not be
submitted.
Personal Curriculum Credit Modification (R) The
academic area(s) for which the student has a
Personal Curriculum Credit Modification. May be
reported multiple times (once per academic area
code). Subject areas English/Language Arts
Mathematics Science Social Studies Visual,
Performing and Applied Arts World Languages
Health/Physical Education
Personal Curriculum Type (R) The reason for the
Personal Curriculum Credit Modification. May only
report one of the authorized reasons IEP
Transfer General Enhanced General Modified.
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Homeless Demographic Component
Homeless Demographic (C) Must be reported when
Street Address, City, or Zip Code are blank.
Optional otherwise.
Homeless (R) Revised from SRSD Field 34
Homeless. Valid codes are 10 Shelters 11
Transitional Housing 12 Awaiting Foster Care
Placement/Temporary Foster Care 13 Doubled-Up 14
Hotel/Motel 15 Unsheltered
Unaccompanied Youth (R) Yes/No format. Default
value is No. Student meets the criteria to be
considered an Unaccompanied Youth. An
unaccompanied youth is an individual who is not
in the physical custody of a parent or guardian
and who fits the McKinney-Vento definition of
homeless.
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LEP Component
LEP (C) Must be reported when the student is
reported with a code of 6840 (Limited English
Proficient) in the Program Eligibility
Participation Characteristic (Program
Participation Component), otherwise may not be
submitted.
Funding Participation (R)
LEP Instructional Program (R)
Home Language (R) Revised from SRSD Field 75
Primary Language. Uses ISO language codes (3
character, alpha format). May submit multiple
languages. First language submitted is students
primary language.
LEP Exit Reason (C)
LEP Exit Date (C)
LEP Re-entry Date (O)
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Initial IEP Component
Initial IEP (O) May only be reported once for any
single episode of special education services
and/or program. An episode begins when a student
not currently receiving special education
services or programs is referred for a special
education evaluation. The episode ends when the
student has been exited from special education
services. An exit is determined by IEP and/or
graduation or completion of K-12 education. An
error occurs when a subsequent Initial IEP
component is submitted for a student who has not
been exited from a previous special education
episode.
Date of Parental Consent (R) This is the date on
which the entity received the signed Parental
Consent to Evaluate form. It is the beginning of
the timeline for completion of the initial IEP.
Timeliness of Initial IEP (O) Revised from SRSD
Field 39A Parental Consent to Evaluate and
Special Education Timeline to Complete Initial IEP
Result of Initial IEP (C) Revised from SRSD
Field 39B Field 39b Result of Initial IEP.
Days Beyond Timeline (C) Revised from SRSD Field
39C School Days Beyond Evaluation and Completion
of Initial IEP Timeline.
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Special Education Component
Special Education (C) Must be reported when a
student is reported as a special education
participant (code 8000) in the Program
Eligibility Participation Characteristic (Program
Participation Component) OR when FTE 0.00 is
reported in Section 52 FTE and Student Residency
contains "09 (section 24 Juvenile Detention),
otherwise may not be submitted.
Primary Disability (C)
Secondary Disability (C) Revised to allow
submission of both Legally Blind and Deaf
IEP Date (C)
Support Services (C)
Program Service Code (C)
Primary Educational Setting (C)
Placed By Another District IEP (C) Revised to
Yes/No format default value is No.
Special Education Exit Reason (C) Revised codes
30 IEP Team Determined no longer in need of
special ed services/programs, 31 Parent revoked
consent for student to receive special ed
services/programs.
Special Education Exit Date (C)
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Advanced/Accelerated Component
Advanced/Accelerated (C) Must be submitted when
the student is reported as a participant in
Advanced and Accelerated (code 3330) in the
Program Eligibility Participation Characteristic
(Program Participation Component), otherwise may
not be submitted.
Program Model (R) Type of advanced/accelerated
program(s) the student participated in. Multiple
programs may be reported (once per program type).
The first reported program is considered the
primary program in which the student
participated.
Special Program Options (R) Educational approach
used in the program (s) the student participated
in. Multiple codes may be reported (once per
code). The first reported approach is considered
the primary type in which the student
participated.
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Migrant Component
Migrant (C) Must be submitted when the student is
reported as a participant in Migrant program
(code 6301) in the Program Eligibility
Participation Characteristic (Program
Participation Component), otherwise may not be
reported. May be reported once per term type in
the Fall. The Spring and EOY collections may only
report Regular term type, therefore only one
Migrant component may be submitted during these
collection periods.
Migrant Qualifying Move Date (R)
Migrant Funding Source (R)
Migrant Term (R) The migrant program term being
reported. May be "Regular" or "Summer.
Migrant Instructional Services (O) Revised from
SRSD Field 85 Regular Term Instructional
Services and Field 87 Summer Term / Intersession
Instructional Services. Assigned codes to each
instructional service type aligned with the Chart
of Accounts. Multiple codes may be submitted.
Migrant Support Services (O) Revised from SRSD
Field 86 Regular Term Support Services and Field
88 Summer Term / Intersession Support Services.
Assigned codes to each instructional service type
aligned with the Chart of Accounts. Multiple
codes may be submitted.
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Title I Services Component
Title I Services (O) Must be submitted when the
student is reported as a participant in Title I
Targeted Assistance Program (code 6010) in the
Program Eligibility Participation Characteristic
(Program Participation Component), otherwise it
may not be submitted. When this component is
reported at least one code must be reported in
TASInstructionalServices or TASSupportServices.
TAS Instructional Services (C) Assigned codes to
align with the Chart of Accounts. Multiple codes
may be submitted.
TAS Support Services (C) Assigned codes to align
with the Chart of Accounts. Multiple codes may be
submitted.
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Adult Education Component
Adult Education (C) Must be submitted when the
student is reported as a participant in Adult
Education program (code 3310) in the Program
Eligibility Participation Characteristic (Program
Participation Component), otherwise may not be
submitted. May be submitted up to 3 times for
each AdultEdCountPeriod. Fall may contain JUL
and SEP count periods, Spring may only contain
FEB count period and EOY may only contain APR
count period.
Adult Education Funding (R)
Adult Education Count Period (R) Indentifies
which of the four adult education count periods
to which the data reported apply.
Adult FTE (R) The portion of the FTE applied to
the reported program code.
Adult FTE Program Code (R) Codes have been
revised to align with the Chart of Accounts.
Diploma Status (R)
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Disciplinary Incident Component
Disciplinary Incident (C) Must be reported when
District Exit Status characteristic is 10
Expelled otherwise optional. May be submitted
multiple times per student but only once for each
incident. Combines the data previously collected
in the student expulsion and special education
discipline sections of the SRSD. A warning will
be issued when a collection contains special
education students and does not report at least
one of those students with disciplinary incident
information.
Incident ID (R) Identification code or number
assigned by the reporting entity for this
incident. The same Incident ID should be reported
for all students involved in the incident.
Date of Incident (R) Date incident occurred.
Replaces SRSD Field 112 Date Incident Occurred.
Incident Type (R) Uses incident type codes from
SRSD Field 115 Incident Type.
Location of Incident (R) Uses location codes from
SRSD Field 116 Location of Incident
Time of Incident (R) Uses time codes from SRSD
Field 117 Time of Incident
Estimated Cost of Property Damage (C) Uses same
format as SRSD Field 118 Estimated Cost of
Property Damage.
Primary Victim of Incident (R) Uses same codes as
SRSD Field 119 Primary Victim of Incident.
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Disciplinary Consequence Component
Disciplinary Consequence (C)Required when
Disciplinary Incident component is reported and
may be submitted multiple times per student
and/or Incident ID. May be reported when
Disciplinary Incident component is not reported
within the same collection as long as the
incident ID has previously been submitted for
this student.
Incident ID (R)
Disciplinary Action (R) Code identifying the type
of disciplinary action taken as a consequence of
the incident. Actions In-School Suspension,
Out-of-School Suspension, Removal By Hearing
Officer (Special Ed only), Unilateral Removal
(Special Ed only), or Expulsion.
Start of Action (R) Date student disciplinary
action began. Similar to SRSD Field 113 Date
Expelled.
Length of Action (R) Number of days, in half-day
increments, assigned for this action. Similar to
SRSD Field 114 Length of Expulsion.
Follow up (C) Replaces SRSD Field 120 Follow-Up
after Expulsion. Required for Disciplinary Action
type 5-Expelled or when Length of Action is
10 days and the student is identified as a
special education participant.
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Migrant Curriculum Collection

• 2009-2010 School Year
• Anticipated launch late winter / early spring

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Migrant Curriculum Collection Development
Timeline

• Summer 2009
• Complete application design and development
• System Integration Testing with MEDS
• State User Acceptance Testing (UAT)
• General Collection district training and UAT
• Fall / Early Winter 2009
• MSDS loaded with historical data (SRSD data
  conversion complete)
• SRSD retired
• Migrant Curriculum Collection district UAT
• Late Winter 2009 / Early Spring 2010
• Migrant Curriculum Collection opens
• July 2010
• Migrant Curriculum Collection closes for program
  year (all migrant students curriculum must be
  reported)

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Migrant Curriculum Components
Submitting Entity (R)
Personal Core (R)
Entity Demographics (R)
Personal Demographics (O)
Migrant Curriculum Courses (R)
R Required C Conditional O Optional
Multi-valued
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Submitting Entity Component
Submitting Entity (R) same component used in
General Collections
Submitting Entity Type (R)
Submitting Entity (R)
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Personal Core Component
Personal Core (R) same component used in
General Collections
Last Name (R)
First Name (R)
Date of Birth (R)
Gender (R)
Unique Identifier Code (R)
Middle Name (O)
Suffix (O)
Multiple Birth Order (O)
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Entity Demographics Component
Entity Demographics (R) same component used in
General Collections
Operating ISD Number (R)
Operating District Number (R)
School/Facility Number (O)
Local Student ID (O)
Grade or Setting (R)
Enrollment Date (O)
Enrollment Type (O) currently only used by MEDS
system
District Exit Status (R)
District Exit Date (O)
Exit Type (O) currently only used by MEDS system
Date of Count (R)
Student Residency (R)
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Personal Demographics Component
Personal Demographics (O) same component used
in General Collections
Resident LEA Number (R)
Student Resident County (O)
Country of Birth (C)
Year of Entry (C)
Street Address (C)
Street Address 2 (O)
City (C)
State (C)
Zip Code (C)
Race Ethnicity (R)
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Migrant Curriculum Courses Component
Migrant Curriculum Courses Component
Migrant Curriculum Courses Component
Migrant Curriculum Courses (R) Record must
include at least one instance of this component
may contain multiple instances per student record
(once per course)
Migrant Curriculum Courses (R) Record must
include at least one instance of this component
may contain multiple instances per student record
(once per course)
Migrant Curriculum Courses (R) Record must
include at least one instance of this component
may contain multiple instances per student record
(once per course)
Subject Area Code (R) Two-digit code from
Secondary School Course Classification System
School Codes for the Exchange of Data (SCED) or
State assigned elementary course code.
Course Identifier Code (R) Three-digit code from
SCED or State assigned elementary course
identifier code.
Local Course Title (R) The course name given by
the local district (free form text).
Course Type (R) Two-digit code that gives an
indication of the general nature and difficulty
of instruction provided throughout a
course. Valid Codes 01-Regular (Default)
02-Honors 03-Pre-Advanced (prep for AP)
04-Advanced Placement (AP) 05-International
Baccalaureate 06-Not Applicable 00-Other
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Secondary School Course Classification System
School Codes for the Exchange of Data (SCED)

• Published by the US Department of Education,
  National Center for Education Statistics (NCES)
• Provides the codes needed to complete both the
  "SubjectAreaCode" and the "CourseIdentifierCode"
  characteristics
• First 2 digits are the "SubjectAreaCode" and the
  last 3 digits are the "CourseIdentifierCode"
• Provides descriptions of each course.
• Available to order or view online through the
  NCES Web site
• http//www.nces.ed.gov
• or by calling toll free 1-877-4ED-PUBS

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State Assigned Course Codes for Elementary Grades

• Subject Area Codes (SubjectAreaCode)
• 91 English Language and Literature (elementary)
• 92 Mathematics (elementary)
• 93 Life and Physical Sciences (elementary)
• 94 Social Sciences and History (elementary)
• 95 Fine and Performing Arts (elementary)
• 96 Foreign Language and Literature (elementary)
• 98 Physical, Health, and Safety Education
  (elementary)
• 90 Computer and Information Sciences
  (elementary)
• 99 Miscellaneous (elementary)

• Grade Codes (CourseIdentifierCode)
• 000 Kindergarten
• 001 First grade
• 002 Second grade
• 003 Third grade
• 004 Fourth grade
• 005 Fifth grade
• 006 Sixth grade
• 007 Seventh grade
• 008 Eighth grade

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Migrant Curriculum Courses Component
Migrant Curriculum Courses Component
Migrant Curriculum Courses Component
Migrant Curriculum Courses (R)
Migrant Curriculum Courses (R) continued
Academic Year (R) Academic year in which the
student last attended the course (e.g. 2004-2005)
Course Section (R) Two-digit code describing the
duration of the course. Valid Codes 01-Full
Year 02- Section A the first of two equal
segments into which the course is divided
03-Section B the second of two equal segments
into which the course is divided
Term Type (R) Four-digit code identifying the
prescribed span of time that a course is
provided. Valid Codes 0827 -Full school year
0834 -Intersession 0835 -Long session 0832
-Mini-term 0830 -Quarter 0831 -Quinmester
0828 -Semester 0833 -Summer term 0829
-Trimester 0837 -Twelve month 9999 -Other
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Migrant Curriculum Courses Component
Migrant Curriculum Courses Component
Migrant Curriculum Courses Component
Migrant Curriculum Courses (R)
Migrant Curriculum Courses (R) continued
Clock Hours (R) The number of clock hours to
date that the student has completed. Must be
greater than or equal to 0.00 and less than or
equal to 1080.00.
Grade to Date (C) For courses that have NOT been
completed (or credit granted), a percentage
(rounded to the nearest whole number) of student
performance for the grade-to-date that the
student has completed at the time of withdrawal.
Must be reported when Final Grade is not
reported. Value must be within the range of 0-100.
Credits Granted (R) The credits granted to the
student in Carnegie units for completing a given
course or a section of a course (e.g., 1.0, .50,
.33, .25, .20). Must be a value within the range
of 0.00-9.99.
Final Grade (C) Final grade granted to the
student upon completion of the course. (Free form
text)
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Need Help?

• Contact our Customer Support Team
• E-mail CEPI_at_michigan.gov
• Call 517-335-0505, select Option 3

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Contact Information

• CEPI Customer Support
• CEPI_at_Michigan.gov
• [phone]
• Questions will be routed to the appropriate CEPI
  personnel.
• To be involved in UAT
• E-mail customer support with UAT TESTER REQUEST
  in the subject line.
• Include your name, district and contact
  information.
• Also tell us what areas you are particularly
  interested in testing and when you are available.

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Thank You!