Best Practices: Best Practices:

MSDS & MSDS & Accountability Accountability

Steps to Success

Michigan Student Data System (MSDS)

0MDE’s ONE SOURCE for student demographic and enrollment data; our single source of truth.

0Fall collection is ending right now0Getting your information correct in the MSDS is

CRITICAL for successful accountability.0We no longer allow schools/districts to change data in

the BAA Secure Site.

MSDS = VERY IMPORTANT!

Why MSDS?

0Need clean data0Need data that is the same for all uses (federal

reporting, state reporting, district reporting, accountability)

0Collect once, use many times0Need a FAIR system for accountability, with the same

rules applied equally to everyone

Steps to SuccessGetting to clean accountability

Fall 2011 (specific information)

General steps applicable to all collections

Step #1: Accurate MSDS collection

0Step #1: Make your fall collection as accurate as possible0 Find your MSDS authorized user and befriend them0 Clean and accurate UICs0 Accurate demographics0 Accurate enrollment0 Collection must be certified by 11/23/11.0 Student Record Maintenance can be submitted until

12/5/11 to make corrections (with an “as of” date of 10/28/11)

What is a PEPE?0Primary Education Providing Entity. 0Entity that is primarily responsible for the student’s

education—i.e. the entity we will hold accountable!0Determined by CEPI through business rules0When deciding which school “gets” a student for

accountability, we now look ONLY at the PEPE0 No FTE rule0 Home school and nonpublic school students: must

report with correct residency code0 All public school students have a PEPE, regardless of

FTE, and we will hold that PEPE accountable—even “part-time” students

Step #2: Tested Roster

0Tested Roster opened on Tuesday, November 29th and closes Monday, December 5 at 5PM.

0BE SURE YOU CHECK TESTED ROSTER!0Get your MSDS person and your instructional and

assessment people together to review the Tested Roster data

0Tested Roster is the first time you can see the demographic and enrollment information from MSDS alongside a list of who you tested.

Tested Roster: What to review?

0 All student answer documents. Missing documents must be reported at this time.

0 Accurate prohibited behavior and nonstandard accommodations flags are set.

0 MI-Access or MEAP-Access students are also reported as Special Education.0 Note: MI-Access Tested Roster does not open until AFTER SRM

closes; so you need to check your Students Expected to Test report to make sure all SWD designations are correct.

0 Out-of-level designation (also Students Expected to Test)0 Student demographics (you may NOT appeal this at ANY

OTHER TIME)0 Enrollment (need to submit “move” requests)

Step #3: Students Expected to Test

0 The Students Expected to Test report will opened on Tuesday, November 29th

0 BE SURE TO CHECK THE STUDENTS EXPECTED TO TEST REPORT!

0 This report tells you every student for whom you are accountable for participation.

0 Review this report VERY CAREFULLY. 0 MI-Access students: This report is the only place you can

view demographics, enrollment, and grade level prior to the close of the SRM window. Make sure you review all data on MI-Access students and make necessary updates.

Expected to Test: What to review?

0Reflects a complete list of all enrolled students at each PEPE (FTE no longer matters); verify this information.0 Are all new students included in this list?0 Are there any students who you believe exited showing

on this list? If so, MSDS SRM is needed.0 Correct demographics?0 Combine students showing on multiple rows (UIC

problem)0 Tested but not enrolled: need an SRM record0 MI-Access students: demographics, enrollment, exit and

grade level.

Step #4: Corrections in the MSDS

0You will have from November 29th to December 5th to review Tested Roster and Students Expected to Test.

0 If you notice errors in:0 Enrollment information0 Demographics

0You MUST correct these errors using Student Record Maintenance (SRM) in the MSDS by December 5, 2011 at 5:00OPM (with an “as of” date of 10/28/11)

Step #5: Students Not Tested

0This window opens in early January; it is a time to submit reasons why a student did not test.

0NOTE: There are a very limited number of valid reasons for a student to be exempted from the participation calculation.

0 “If it moves, test it” is a better strategy0SNT is not a time to fix errors with enrollment or

demographics; must be done during Tested Roster/Students Expected to Test.

A few key enhancements0Special Education: all SWD students need the special

education component submitted for them; this does NOT have to be submitted by the PEPE

0LEP: once a student is determined to be LEP eligible, they remain LEP-eligible until (and only when) they are exited because they obtained proficiency. 0 Make sure that students are reported in each collection

as LEP.0 Fall collection—need to re-report students as LEP

unless they were exited.

0Consolidated collection this year

General Comments0We are producing a guide to the MSDS and

Accountability, to help with this reporting.0Create coordination between data and instructional

staff, in order to ensure accuracy.0Timelines are FIRM. Be mindful of them! Fair

accountability means the same standards and rules applied equally to everyone.

0Read the emails from BAA 0Feel free to contact us with questions or concerns.

MI School Data Portal

www.mischooldata.org