MSDS
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1. est 2012 2013 practices ichigan Student Data System MSDS Reporting for Trouble free Accountability Data ng Steps SUCCESS Pre Identification through Students Not Tested Submitting accurate data in the Michigan Student Data System MSDS is critical to clean assessment report ing and accountability data There are some important steps to success that districts can follow to help ensure data quality in the time period before during and after state assessments Step 1 Pre IDENTIFY STUDENTS FOR STATE ASSESSMENTS Pre identify students for state assessments using MSDS Early Roster or the Bureau of Assessment amp Account ability BAA Secure Site to receive student barcode labels Please note that all students in tested grades are expected to test Fall assessment pre ID runs from May through September each year Submit Early Roster Collection Vv Receive student barcode labels with accurate UIC when Early Roster is used to pre ID UIC conflicts between enrolled data and tested data are avoided Vv The Early Roster file must contain a valid Test Type in the BAA Component denoting which assessment a student should take in each tested subject Test Type can be changed later through the BAA Secure Site Vv Make sure students expected to advance to the next grade in the fall have their grade level promoted in the file you submit to Early Roster For spring assessments BAA pre ident2. 6
3. for those grades settings Schools reporting grade setting codes 00 14 that are the PEPE for even one student are expected to fulfill state accreditation system requirements MSDS Best Practices Students reported with a code of 14 are reclassified into a specific grade level based on their age as of December of the current school year The table below indicates the computed grade level for students reported with a code of 14 The computed grade indicates which grade level assessments must be administered to the student The decision about which assessment is appropriate for a student MEAP MEAP Access or MI Access is a decision for the student s Individualized Education Program IEP Team Example Michael Washington is reported in the MSDS Fall General Collection with a date of birth of January 4 2002 He is also reported with a code of 14 for grade level This student would have a computed age of 9 years for the 2012 13 state assessments He would be expected to take the third grade state assessments Student Age in Ungraded Program as of Dec 1 of current school year Jennifer Hughes is enrolled at Adams High School as asophomore By January Jennifer has earned enough credits to be considered a junior and takes the MME in March In the spring 2013 general collection she is still reported as grade 10 This student would appear on the MME Tested Roster as out of level and the district would need t
4. home schooled students and nonpublic students Nonpublic and home schooled students only attend public schools If your school has home schooled or nonpublic students enrolled it is essential that their MSDS record is reported with a residency code of e 04 Non Resident Nonpublic Student e 07 Non Resident Home Schooled e 08 Resident Nonpublic Student or e 15 Resident Home Schooled Failure to report homeschooled or nonpublic school students with the correct residency code will result in the students inclusion in district and school accountability regardless of FTE In the past FTE had to be used to determine which entity was accountable however now that PEPE has been fully implemented the PEPE is the accountable entity regardless of FTE Since PEPE is assigned only to public school students it is imperative that the residency codes are accurately reported to exclude homeschooled and nonpublic school students from accountability calculations MSDS Best Practices Melinda Jones is reported in the fall MSDS by District ABC with a resident code of 14 All other resident students The school she is enrolled in does not administer the MEAP test to her because she is a home schooled student who attends the public school only for music and computer classes Melinda would be included in accountability calculations because the district reported her with a code of 14 All Ot
5. 0 The school decides to assign all of Jessica s FTE to general education and her MSDS record shows no Section 52 or 53 FTE This student is placed into the Students with Disabilities subgroup for accountability calculations because she has been reported with a primary disability Paul Harris is reported with a primary disability in the Special Education Component of the MSDS for the fall 2012 collection He is reported with a Special Education Exit Date of October 7 2012 He would not be placed into the Students with Disabilities subgroup because he was no longer receiving services at the time of testing Reference a wl 2012 2013 MSDS Collection X K Details Manual ECONOMICALLY DISADVANTAGED Students are identified as Economically Disadvantaged in three ways 1 Supplemental Nutrition Eligibility 2 Direct Certification 3 Categorical Eligibility e Migrant e Homeless Once a student has been identified as Economically Disadvantaged they remain as such through the rest of the school year SCPI GE Rebecca Smith is reported in the MSDS as having Transitional Housing code 11 as her primary nighttime residence She is considered homeless and would be placed into the Economically Disadvantaged subgroup for the entire school year Reference eZ wh 2012 2013 MSDS Collection KX X Details Manual GRADE LEVEL Why it matters Reporting student grades appropriately is necessary to ensure students are a
6. 2 4 12 V For spring assessments AS OF date is 3 21 13 SRM deadline is unavailable at this time Step 6 COMPLETE STUDENTS Not TESTED The Students Not Tested window is the time for schools and districts to submit reasons as to why a student did not test It occurs after the Tested Roster window has closed Not Tested reasons are reviewed for possible accountability exemptions and are required for federal reporting Verifying Students Not Tested Submit a not tested reason for all students with a red N in the record Vv Records with red N s remaining at the close of the Students Not Tested window are automatically assigned a reason of Absent V Student demographics roster can no longer be changed during the Students Not Tested window BAA Secure Site User Manual pgs 104 115 Best Practices Michigan Student Database System MSDS Reporting for Trouble free Accountability Data The purpose of this document is to give districts an understanding of how data submitted in the Michigan Student Data System MSDS impacts accountability calculations and provide some specific student examples For accountability the focus on accurate MSDS data should be placed on student demographics including grade level and enrollment exit dates The demographic characteristics that impact accountability are detailed in the Student Demographics section on page 6 For the 2012 2013 school year the Bureau of Asses
7. abilities accurately is important for ensuring that student test scores are not invalidated when a student takes an alternate assessment and that the correct students are included in the SWD subgroup for accountability Students are considered SWD when they are reported in the MSDS Special Education Component with a Primary Disability A primary disability is required for students with an Individualized Educational Program IEP Section 52 or Section 53 Full Time Equivalent FTE values are not used in determining a student s SWD status This means a student reported with a primary disability code 10 Speech and Language Impairment with a full 1 0 general education FTE would still be considered part of the Students with Disabilities subgroup If a student exits special education services the student s record in MSDS must contain a Special Education Exit Reason and a Special Education Exit Date Students must have an exit date before the start of the testing window to be excluded from the Students with Disabilities subgroup for accountability For fall testing this date is 10 9 2012 for spring testing this date is 3 5 2013 MSDS Best Practices Examples Jessica Brown is reported in the Special Education Component of the MSDS with a Primary Disability of Speech and Language Impairment code 10 Her most recent IEP was held on June 1 She is only receiving support services for Speech and Language Impaired code 29
8. be reported at this time Verifying Tested Roster y Verify prohibited behavior PB and non standard accommodation NS flags are set accurately The result of PB and NS is invalid test scores y Verify students marked Out of Level are accurate This occurs when a student takes a different grade level test than the grade in which they were reported in MSDS V Submit Combine requests for students displaying on multiple rows Vv Submit Move requests for students listed that your school did not test For MME only all three answer documents must be coded to the same school for a student to get a valid score The sending school can either submit a Move request to get the student s Day 1 2 or 3 an swer document s moved out or the receiving school can submit a Missing Test request to get the missing answer document s moved in During the assessment window document the reason a student did not take one or more of the required grade level assessments but do NOT submit these reasons during Tested Roster Report this information during the Students Not Tested window Step 6 BAA Secure Site User Manual pgs 73 95 Step 4 Review STUDENTS EXPECTED TO Test REPORT The Students Expected to Test Report is available at the same time as Tested Roster and indicates which stu dents your school will be held accountable for partici pation in state assessments Verify
9. below The lack of a UIC or an incorrect UIC will prevent the updating of student demographics which will result in inaccurate reporting and inaccurate accountability information It will also prevent the verification of the student s grade level which will cause the student s tests to be marked out of level and his her scores will be invalidated References BAA Secure Site User Manual p 98 103 Student Demographics Why it matters Reporting student demographics accurately is important for ensuring that the school data reflects the actual student population for accountability purposes Inaccurate reporting may result in inaccurate identification of accountability subgroups The demographic data that will be loaded from MSDS to the BAA Secure Site is based on the student s unique identification code UIC and includes the data in the table below For certain fields the demographic data will come from the Updates Taken from PEPE Only Updates Takes from Any Entity Primary Education Providing Entity PEPE For other fields BAA will update the demographics based on a submission from any entity not just the PEPE Please see the table below This means if a student is identified as a student with a disability SWD LEP economically disadvantaged homeless or migrant by ANY district BAA will apply the flag to the student s record even if the PEPE does not identify him her with that characteristic This c
10. dministered the appropriate grade level tests and to ensure student scores are not invalidated due to a conflict between tested grade and enrolled grade State assessments exist for grades 3 9 administered each fall and for grade 11 administered each spring Students must participate in the assessment s appropriate for their grade level Students not tested count against the required 95 participation rate Out of Level If a student s reported grade in MSDS is different from the grade level test he she took the student is considered to have tested out of level and the test score will be invalidated Students with invalidated scores count as not tested Note on MME Districts are responsible for accurate reporting of grade 11 students whether local grade assignment policy is based on credits earned or number of years Some grade 12 students will be required to take the Michigan Merit Examination MME For grade 12 eligibility questions please see the Frequently Asked Question FAQ link provided in the reference section below In MSDS students can be reported in Kindergarten code 00 through grade 12 code 12 as well as grades 14 ungraded program special education only 20 adult education and 30 early childhood Students reported with codes of 00 02 Kindergarten through second grade 10 20 and 30 are not used in accountability calculations because there currently are no state assessments
11. ethnicity categories listed above will be used For an explanation of how the categories reported in MSDS correspond to the new federal race ethnicity categories please visit the interpretation document provided in reference section below Examples John Smith is reported in the MSDS with the racial ethnic code for Black or African American 001000 He will be placed in the Black or African American subgroup for accountability calculations Sally Jones is reported in the MSDS with the racial ethnic codes for Asian and White 010010 She will be placed in the Multiracial subgroup for accountability calculations Ralph Wiggum is reported in the MSDS with the racial ethnic codes for White and Hispanic or Latino 000011 He will be placed in the Hispanic or Latino subgroup for accountability calculations Reference eZ wi 2012 2013 MSDS Collection xx X Details Manual Interpretation of Race and Ethnicity Data from School Districts LimiteD ENGLISH Proricient LEP When a student is reported as being eligible for LEP services the student is considered LEP for the entire school year in which they were reported and will continue to be considered LEP until he she is exited from LEP services using an LEP Exit Reason code of 50 Proficient All other LEP Exit Reason codes do not remove a student s LEP status Students with Exit Reason codes of 51 or 53 Student Left School Student Graduated w
12. hange is intended to procure more accurate data for accountability especially in reference to SWDs so that test scores for students who took an alternate assessment are not invalidated simply because the PEPE entity did not submit the special education component but another entity did Each of these demographic characteristics are detailed later in this guide Student demographics will be uploaded to the BAA Secure Site as indicated above just prior to the Tested Roster review period For fall Tested Roster for MEAP MEAP lt Access and MI Access will open November 28 2012 once BAA has imported data from MSDS after the MSDS team has run closeout procedures on the certified data Race Ethnicity Students with Disabilities SWD Economically Disadvantaged MSDS Best Practices For accurate assessment reporting and accountability calculations BAA needs accurate student demographics enrollment and exit dates through the AS OF date that represents the end of the testing window for fall this date is 10 26 12 for spring this date 1s 3 21 12 An SRM record should only be needed to add students to your enrollment submit exit dates or change demographics for students who were erroneously reported in the fall general collection or who had a demographic status change between the count day and the AS OF date for fall this is 10 3 12 10 26 12 for spring this date is 2 13 13 3 21 13 Timelines For acc
13. her Resident Students instead of code 15 Home Schooled Resident Reference KR SHARED EDUCATIONAL ENTITIES SPECIALIZED SHARED EDUCATIONAL Entities SEEs S2E2s 2012 2013 MSDS Collection Details Manual SEEs are schools that enroll specific groups of students from more than one district A SEE provides educational services in a single location S2E2s are non instructional ancillary facilities that provide educational services in multiple classrooms inside of existing schools under a cooperative agreement between two or more districts For more information about SEEs or S2E2s please see the link in the reference section on the next page Students enrolled in a SEE need to be reported in MSDS in the school where they are enrolled and receive Services Students participating in an S2E2 agreement need to be reported in the school where they receive their instruction not at the S2E2 Additionally these students need to have the S2E2 building code reported in the new S2E2 characteristic in MSDS Please see the S2E2 reporting document in reference section below for more information Example Sally Smith is a student in the Awesome Alternative Education School building code 12345 Awesome Alternative Education School serves students from five districts and all five districts agree to establish Awesome Alternative Education as a SEE The SEE building code remains 12345 School Example Facility Number Exam
14. ifies students us ing the most recent certified MSDS data This occurs in December All grade 11 and eligible grade 12 students are pre identified for the Michigan Merit Examination MME if the alternate assessment is appropriate re assign the student s to the MI Access test cycle in the BAA Secure Site BAA Secure Site User Manual pgs 18 63 Step 2 SUBMIT ACCURATE GENERAL COLLECTION Data iN MSDS District assessment coordinators must work with MSDS authorized users to ensure UICs used to pre ID students are the same UICs submitted for students in the general collection When students are submitted in the Fall Spring MSDS General Collection the data submitted should reflect the most recent student de mographics and program participation eligibility Data from the MSDS General Collections are used to build the base student demographic file used for accountabil ity calculations The base file can be altered by submit ting Student Record Maintenance Step 5 Step 3 VERIFY TESTED ROSTER Tested Roster opens after the state receives a file of assessment results from the scoring contractor and links those results to MSDS data from the Fall Spring General Collection The data is then loaded in the BAA Secure Site and displayed for schools and districts Verifying Tested Roster is critical check to make sure all student answer documents appear on the tested roster Missing answer docu ments or missing students must
15. ill still count in the school s accountability calculations until the school is no longer considered the Primary Education Providing Entity PEPE for that student If a student is not exited using the LEP Exit Reason code of 50 the district must re report the student in the following school year Failure to re report the student will not remove the student from the district s accountability calculations however it will negatively impact the district s funding allocations the rules for determining allocations and other funding sources are not contained in this manual Examples Mike Chang is reported in the LEP component of MSDS with a LEP Instructional Program as participating in English As a Second Language ESL Instruction code 09 No data are submitted in the LEP Exit Reason or LEP Exit date fields This student would be placed in the LEP subgroup for accountability calculations Yuri Gagarin is reported in the LEP component of MSDS with a LEP Instructional Program as Refused Services code 16 Yuri is also reported as exiting LEP on September 27 2012 because of a Parent Request code 52 Yuri would be placed in the LEP subgroup because the exit reason was not Student scored in the proficient range on the ELP test code 50 Reference XKR 2012 2013 MSDS Collection Details Manual MSDS Best Practices STUDENT S WITH DISABILITIES SWD Why it matters Reporting students with dis
16. ing the Students Expected to Test Report is critical The report dis plays student demographics as reported in the Fall Spring General Collection Verifying Students Expected to Test y Verify student demographics including grade level y Check for missing UICs y Check for students with an Enrolled UIC Tested UIC conflict v Check for new students and exited students Submit an enrollment or exit record in MSDS if needed y Verify students with MI Access or MEAP Access answer documents are flagged as Special Education y Changes to the Students Expected to Test Report can only be accomplished through MSDS by submitting SRM BAA Secure Site User Manual pgs 98 103 Step 5 SuBMIT NEEDED STUDENT RECORD MAINTENANCE IN MSDS Submit a Student Record Maintenance SRM record to update student demographics or enrollment changes that happened after the Fall Spring student count day It is vital that student exits expulsions are reported otherwise you will be held accountable for these students y Demographic and enrollment changes are only taken from MSDS un assigning a student in the BAA Secure Site does not mean you are no longer accountable for that student you must submit an SRM record to make these changes V SRM must have an AS OF date within a specific date range and submitted before the SRM deadline for accountability purposes v For fall assessments AS OF date is 10 26 12 SRM deadline 1
17. nd spring general collections as a base file and will update the base file with any SRM submitted with an appropriate AS OF date and certified by the deadline MSDS Best Practices e For fall 2012 assessments the AS OF date is between 10 3 2012 10 26 2012 e For spring 2013 assessments the AS OF date is between 2 13 2013 3 21 2013 Reference T wi A Aa y Unique Identification Code UIC 2012 2013 MSDS Collection Details Manual Why It Matters The American Recovery and Reinvestment Act ARRA requires that states have the capability of linking assessment data to student demographics and program participation data and requires states to track student data over time longitudinally Michigan meets these federal and state legislative requirements through its use of MSDS as the source system for student data and its use of the UIC to uniquely identify students All public school students must have a UIC in MSDS and now must have a UIC to be pre identified on the BAA Secure Site so we hope the number of missing UICs and inconsistencies between the UIC the student tested under and the UIC listed in MSDS will be greatly reduced Jo ensure you have resolved all UIC issues please use the Students Expected to Test Report For detailed instructions on how to use the Students Expected to Test Report to identify these students please visit the link included in the reference section
18. nt record in MSDS to report the new student Doing so will ensure the student is attributed to the correct building for accountability purposes Mary Johnson is reported in the fall MSDS by District A with a District Exit Date of October 1 and by District B as enrolled as of October 5 This student would not be expected to participate in fall testing at District A because she exited prior to the start of the fall testing window however she may count in District A s proficiency calculations if she had attended District A for the prior full academic year FAY FAY is calculated by examining the three most recent MSDS collections for 2012 2013 accountability this equals fall 2011 spring 2012 and end of year 2012 If a student was reported as enrolled in all three collections with the same PEPE District the student will be included in the districts accountability calculations for proficiency References 2 wi 2012 2013 MSDS Collection XK Details Manual RESIDENCY CODES The vast majority of students enrolled in public schools and districts are reported with residency codes that hold the public school and district accountable for student achievement MSDS Best Practices There are two types of students who may attend a public school and take non essential curriculum or advanced placement courses and who if reported correctly will be excluded from accountability calculations These two student types are
19. o submit an SRM record with an AS OF date on or before 3 21 2013 prior to the Spring SRM deadline If SRM to report her in grade 11 is not submitted her MME score will be invalidated as out of level References 2012 2013 MSDS Collection Details Manual High School Grade Assignment for Accountability Calculations FAQ Computed Grade MSDS Best Practices 11 ENROLLMENT AND Exit RECORDS Why it matters Reporting student enrollment and exit records is important so that the appropriate school is held accountable for the students it provided instruction to Without timely enrollment and exit records for a student a school could be held accountable for his her assessments and results Students are only dropped from a district s enrollment when a district exit record exists for that student with an exit status other than code 19 Expected to continue in the same school district and a District Exit Date before the beginning of the testing window For fall this date is 10 9 2012 for spring it is 3 5 2013 Students who are expelled from the district without receiving further services must have an exit record with a reported status of 10 permanently expelled and a valid exit date Helpful Hint if a student is changing schools within the same district a District Exit Reason and District Exit Date are not required however the school receiving the student may wish to submit an SRM enrollme
20. ormation about PEPE assignment or requesting a PEPE change please select the link in the reference section on the next page Note on Shared Time Students PEPE is not assigned for homeschooled and nonpublic school students therefore a public school in which a nonpublic or homeschooled students attends part time will be that student s PEPE by default unless the public school ensures the correct Student Residency code is entered for these students in MSDS Reference KR 2012 2013 MSDS Collection Details Manual MSDS Best Practices Certification Date A certification date is applied when the authorized MSDS user approves the data submitted for a general collection SRM is certified automatically upon its submission To be applied to accountability calculations SRM with an appropriate AS OF date must be submitted and certified by the deadline Records certified after the deadline will not considered in accountability calculations e For the fall collection the certification deadline is 12 4 12 e For the spring collection the certification deadline is TBD Reference T wil e et fie ae 4 2012 2013 MSDS Collection Details Manual AS OF Date The AS OF date is submitted with each Student Record Maintenance SRM collection It is the date that the record being reported became effective For accountability calculations BAA will pull MSDS data from the fall a
21. ple Disney District offers Special Education services to all districts within the Magic Kingdom ISD Tommy Thompson is a resident of Epcot District but requires special services and attends school in a classroom in Cheerful Elementary building code 55555 within the Disney District The districts sending students to the Disney District Special Education Program decide to participate in the Sending Scores Back program Therefore they work with the districts within the Magic Kingdom ISD to establish the Disney District Special Education Program as a Specialized Shared Educational Entity and are assigned a code of 98765 for this S2E2 Disney District continues to report Tommy Thompson in Cheerful Elementary however they also report Tommy with the S2E2 code in the new S2E2 characteristic that indicates scores for this student will be sent back to the resident district in Tommy s case this would be Epcot District Reference XKR Shared Educational Entity Information S2E2 Student Reporting Guidance Operating Resident Specialized District District SEE Code Code Code S2E2 Smith Sally 12345 00001 00003 This MSDS field will remain empty the building code is designated as a SEE rer eee a oe ae Baa Boaalaa Beneles Basion MSDS Best Practices MSDS Best Practices Questions or comments about this document Should be directed to E mail MDE Accountability michigan gov Contact 517 560 8378 option
22. sment and Accountability BAA will use student data from the Fall 2012 and Spring 2013 MSDS General Collection Districts may also submit student record maintenance SRM to update or correct demographic information submitted in a general collection To be considered in accountability calculations SRM must have an AS OF date within a specific date range and must be certified before the published deadline Please see the AS OF Date and Certification Date sections below for the specific dates and deadlines for 2012 2013 This guide outlines the data variables used in accountability calculations and explains how AS OF dates certification dates unique identification codes and the assignment of the Primary Education Providing Entity PEPE can impact accountability designations Primary Education Providing Entity PEPE Why It Matters PEPE is used to calculate feeder school and full academic year FAY and is also used in attributing graduation cohort and accountability determinations to a particular entity The PEPE is the entity that bears primary responsibility for a student s educational outcomes and is the only entity that can update a student s MSDS core data such as UIC Name Date of Birth Gender The Center for Educational Performance and Information CEPI calculates a PEPE district and PEPE building for every public school student submitted in MSDS using the PEPE assignment process For more inf
23. urate assessment reporting and accountability calculations BAA needs clean student demographics including grade level and student enrollment exit dates through the AS OP date that represents the end of the testing window for fall this date is 10 26 12 for spring this date is 3 21 13 An SRM record should only be needed to add students to your enrollment to submit exit dates or to change demographics that were either erroneously reported in the general collection or for those students who had a demographic change between the count date and the AS OF date MSDS Best Practices Race ETHNICITY Race ethnicity is used to determine student membership in one of the racial ethnic subgroups identified in current accountability systems These subgroups are Black or African American American Indian or Alaska Native Asian Native Hawaiian or Pacific Islander Hispanic or Latino White Multiracial oo ee Sy Sy Se Students may belong only to one of the ethnic subgroups Students reported in the MSDS as more than one race ethnicity will be automatically included in the Multiracial subgroup Students reported in MSDS as having more than one race ethnicity where one of the ethnicities reported is Hispanic or Latino will be included in the Hispanic or Latino subgroup only The second reference below has actual MSDS coding examples for various racial ethnic reporting scenarios For accountability purposes the race
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