Teacher-Student-Data-Link-TSDL-Guide-PowerSchool-Procedures1

Teacher Student Data Link (TSDL) Guide PowerSchool The limited population of students for the TSDL collection includes: • Migrant education participants • Dual enrollment participants (including Early Middle College) • Advanced and accerlerated learning (AP/IB) participants • Virtual/online learning participants For students participating in one or more of these four categories, the student’s entire TSDL record must still be provided IMPORTANT: The Michigan Teacher Student Data Link collection MUST be run prior to completing the PowerSchool End of Year Process to ensure that students are reported in the proper grade and building Created by the MISD State Reporting Team May 2018 Teacher Student Data Link (TSDL) Guide Contents Introduction Whom Do We Report? Documentation and Resources CEPI PowerSchool Macomb PowerSchool State Reporting Web Site Important TSDL Reminders Setup District Setup – District Info District Setup – Exclude a School from TSDL District Setup – Michigan TSDL Completion Status Completion Status Codes 10 District Setup – Courses 11 District Setup – Courses 16 School Setup – Michigan TSDL Store Code 17 School Setup – Sections 19 School Setup – Sections 21 School Setup - Staf 23 School Setup - Staf 24 School Setup – Final Grade Setup 25 School Setup – Storing Grades 26 School Setup – Average Final Grades 27 School Setup – Average Final Grades 30 Student – All Enrollments 32 Manually Updating Student’s Completion Status 32 Manually Updating Student’s Virtual Delivery Method 34 Manually Updating Student’s Exclude From Teacher-Student Data Link Status 36 Contents i Teacher Student Data Link (TSDL) Guide Student – Historical Grades 38 Student – Historical Grades – College Credits 39 Student – Historical Grades – College Credits 40 40 Reports 41 Understanding the Report Output Table 41 Report Descriptions 42 MI MSDS Setup Validation 43 Selection Criteria 43 Report Input 43 Report Output 45 MI Teacher Student Data Link (TSDL) Validation 46 Selection Criteria 46 Student Selection 46 Course Selection 46 Report Input 47 Report Output 48 MI Teacher Student Data Link (TSDL) Collection 50 Selection Criteria 50 Generate Reports 53 Report Input 55 Report Output 57 Completion Status Codes 71 Subject Area Codes 72 Course Identifier Codes 73 Course Types 74 Gotchas, Reminders, and Best Practices 75 Contents ii Teacher Student Data Link (TSDL) Guide Introduction Introduction Teacher Student Data Link (TSDL) Guide Whom Do We Report? Migrant Students All migrant-eligible students in grades through 12 are required to be reported Migrant students' eligibility data will be imported from the Migrant Education Data System (MEDS) into MSDS on a nightly basis Districts are required to submit all course information for these students whether or not they are receiving migrant services from the district, no matter how long the students have been in the district after the start of the new school year It is expected that at least one teacher will be reported for each student The Migrant Student List Report, which identifies migrant-eligible students in your district, is available through the General Reports drop-down on the Home page of MSDS This list includes students reported by your district in general and SRM collections who have been flagged as migrant Other migrant students not taking high school courses also need to have course data reported in TSDL as any other non-migrant student would be reported Migrant-eligible students must have course information submitted in the Ongoing TSDL within 10 days of the migrant-eligible student enrolling in the district and within 10 days of the migrant-eligible student exiting the district regardless of how long the student is in the district Dual Enrollment/Early Middle College Students All courses for students participating in a dual enrollment and/or Early/Middle College program are required to be reported Report post-secondary courses with code "07" (Dual Enrollment/Early Middle College) in the Course Type characteristic Only the specific college course should be reported with the dual enrollment code Advanced and accelerated learning (AP/IB) participants All courses for students participating in an advanced/accelerated learning program, such as Advanced Placement (AP) or International Baccalaureate (IB), are required to be reported For the advanced courses, be sure to report the appropriate code in the Course Type characteristic Virtual/online learning participants All courses for students participating in one or more virtual/online course are required to be reported For the virtual/online courses, be sure to report the appropriate code in the Virtual Method characteristic All other students Students that not meet at least one of the above four criterion are not required to be reported in TSDL However, if your local student information system does not have the capability to exclude these students, you may report them The exception is Adult Education participants The system will generate a field-level error when students are reported with Grade or Setting code "20" (adult education) Introduction Documentation and Resources CEPI CEPI > MSDS > TEACHER STUDENT DATA LINK https://www.michigan.gov/cepi/0,1607,7-113-986_50502_57560 -,00.html Documentation and Resources PowerSchool While logged into PowerSchool, click on the Help link in the upper right corner of the page, then click on State Reporting Help PowerSchool State Reporting Online Documentation will be available Macomb PowerSchool State Reporting Web Site http://powerschool.misd.net/State_Reporting/TSDL.html Teacher Student Data Link (TSDL) Guide – PowerSchool Procedures Teacher Student Date Link (TSDL) Checklist – PowerSchool Procedures Important TSDL Reminders The Michigan Teacher Student Data Link collection MUST be run prior to completing the End of Year Process to ensure that students Documentation and Resources are reported in the proper grade and building  Student must have had an active enrollment during the current school year  Student grade must be associated with a section number  Student grade must be associated with a grade scale  K-8 students are not required to have a stored grade and will automatically export with a completion status of CP  The TSDL report interface has an option for “Elementary ungraded withdrawal” where you can choose WP or WE or WF but this is only for students that left school or a class before the actual ending date Documentation and Resources Setup The following pages must be set up prior to running the Michigan Teacher Student Data Link Reports District Setup – District Info The following data elements are required for district setup Start Page > District Office > District > District Info Verify that your District Information is correct (Name of District, District Number, etc.) In the State Report Information field, verify that your Operating ISD/ESA Number is selected and the proper Count Dates are entered MI Teacher Student Data Link (TSDL) Collection District Setup – Exclude a School from TSDL The following data elements are required to exclude a school from being exported in the MI Teacher Student Data Link (TSDL) Collection Start Page > District Office > District > Schools/School Info > Edit School > Michigan State Information Exclude From Teacher Student Data Link field Select Yes from the dropdown menu, Submit This will exclude the school from being exported in the MI Teacher Student Data Link (TSDL) Collection MI Teacher Student Data Link (TSDL) Collection Item # Data Element Description [Table]FieldName 27 Completion Status This field contains the code identifying the student's standing for this course when the student is no longer a participant Calculated [S_MI_CC_TSDL_X]CompletionStatus This field is determined using the Grade Mapping table record for the grade scale, District Setup > Grade Scales If the Completion Status field is not blank, then the Completion Status value is extracted MI Teacher Student Data Link (TSDL) Collection • AU – The student attended the course without expecting or receiving credit • TO – The student took a test and received credit without having to take the course • OE – The special education student is reported in grade or setting 14 and is expected to continue in this same course next year This requires the use of Subject Area Code "73" and Course Section ID "039" This status may also be used for any non-special education migrant student who is expected to continue in this same course and will be reported in a later submission when the course is completed • CP – The student completed the course, meeting at least the minimum expectations 65 Item # Data Element Completion Status - continued MI Teacher Student Data Link (TSDL) Collection Description • CF – The student completed the course but did not meet the minimum expectations for passing • CS – the special education student has completed or aged out of the course A course grade and credit are not applicable • WE – the student withdrew or exited the course before completion • WP – At the time the student withdrew or exited the course, he/she was passing the course • WF - At the time the student withdrew or exited the course, he/she was failing the course • I – At the time of this reporting, the student must meet additional requirements to receive a grade or credit for the course • ER – This status allows districts to mark a record that was submitted in error in a previous certified collection of the TSDL Courses marked with this Completion Status will not be included in any reporting of TSDL data and will be considered as not submitted [Table]FieldName Calculated [S_MI_CC_TSDL_X]CompletionStatus 66 Item # Data Element Description [Table]FieldName 28 College Credit This contains the Section 64b college credits [S_MI_SGR_TSDL_X]collegeCredits 29 PIC The Personnel Identification Code (PIC), as assigned in the Registry of Educational Personnel (REP), for each teacher responsible for some or all of the instruction of this course [S_MI_SSF_TSDL_X]repPIC [S_MI_SEC_TSDL_X]coTeacher1 [S_MI_SEC_TSDL_X]coTeacher2 A maximum of PICs per student and course may be reported This field value is extracted from the Sections page, School Setup > Sections MI Teacher Student Data Link (TSDL) Collection 67 Item # Data Element Description [Table]FieldName 30 Virtual Method This field indicates the type of virtual instruction the student is receiving This could be virtual learning, online learning or computer courses; distance learning; or self-scheduled virtual learning Valid values include: [S_MI_CRS_TSDL_X]virtualDelivery • [S_MI_SEC_TSDL_X]virtualDelivery [S_MI_CC_TSDL_X]virtualDelivery Not a Virtual Class Room This is a default setting and if chosen will not export the Virtual Method characteristic • BL – Blended Learning A hybrid instructional delivery model where pupils are provided content, instruction, and assessment at a supervised educational facility where the pupil and teacher are in the same physical location and in part through internet-connected learning environments with some degree of pupil control over time, location, and pace of instruction MI Teacher Student Data Link (TSDL) Collection 68 Item # Data Element Virtual Delivery - continued Description • • [Table]FieldName DL – Digital Learning [S_MI_CRS_TSDL_X]virtualDelivery Instruction delivered via a webbased delivery system that uses various information technologies to provide a structured learning environment, including online and blended learning instructional methods [S_MI_SEC_TSDL_X]virtualDelivery [S_MI_CC_TSDL_X]virtualDelivery OC – Online Course A course of study that is capable of generating a credit or a grade that is provided in an interactive internetconnected learning environment, where pupils are separated from their teachers by time or location, or both This field value is extracted the Course, Section, or Student All Enrollments page MI Teacher Student Data Link (TSDL) Collection 69 Item # Data Element Description [Table]FieldName 31 Mentor Teacher Selecting a teacher from the drop down list will include that teacher’s PIC number in the Mentor Teacher characteristic [S_MI_SSF_TSDL_X]repPIC Up to Mentor Teachers can be selected for each section [S_MI_SEC_TSDL_X]mentorTeacher3 [S_MI_SEC_TSDL_X]mentorTeacher1 [S_MI_SEC_TSDL_X]mentorTeacher2 Nothing should be selected in this field if this is not a virtual course This field value is extracted from the Sections page, School Setup > Sections MI Teacher Student Data Link (TSDL) Collection 70 Appendix: Michigan State Code Values This section contains the state code values included in the Single Record Student Data Report The state code names are sequenced in alphabetical order Completion Status Codes You must define the following state-required Completion Status codes for the district Code Description AU Audit – The student attended the course without expecting or receiving credit TO Tested Out – The student took a test and received credit without having to take the course OE Ongoing Enrolled – The special education student is reported in grade or setting 14 and is expected to continue in this same course next year This requires the use of Subject Area Code "73" and Course Section ID "039" This status may also be used for any non-special education migrant student who is expected to continue in this same course and will be reported in a later submission when the course is completed CP Completed/Passed – The student completed the course, meeting at least the minimum expectations CF Completed/Failed – The student completed the course but did not meet the minimum expectations for passing CS Completed/Special Education Only – The special education student has completed or aged out of the course A course grade and credit are not applicable WE Withdrawn/Exited – The student withdrew or exited the course before completion WP Withdrawn/Passing – At the time the student withdrew or exited the course, he/she was passing the course WF Withdrawn/Failing – At the time the student withdrew or exited the course, he/she was failing the course I Incomplete – At the time of this reporting, the student must meet additional requirements to receive a grade or credit for the course ER Submitted in Error – This status allows districts to mark a record that was submitted in error in a previous certified collection of the TSDL Courses marked with this Completion Status will not be included in any reporting of TSDL data and will be considered as not submitted MI Teacher Student Data Link (TSDL) Collection 71 Subject Area Codes You must select the appropriate state-required Subject Area Code for the course based on the NCES SCED Codes The NCES SCED codes for prior to secondary courses can be found at: http://nces.ed.gov/pubsearch/pubsinfo.asp? pubid=2011801 The NCES SCED codes for secondary courses can be found at: http://nces.ed.gov/pubsearch/pubsinfo.asp? pubid=2007341 Subject Area Code located on the Course Information page MI Teacher Student Data Link (TSDL) Collection 72 Course Identifier Codes You must select the appropriate state-required Course Identifier Code for the selected Subject Area Code based on the NCES SCED Codes The NCES SCED codes for prior to secondary courses can be found at: http://nces.ed.gov/pubsearch/pubsinfo.asp? pubid=2011801 The NCES SCED codes for secondary courses can be found at: http://nces.ed.gov/pubsearch/pubsinfo.asp? pubid=2007341 Course Identifier Code located on the Course Information page MI Teacher Student Data Link (TSDL) Collection 73 Course Types You must define the following Course Type codes for the district Code Description Applicable Grade Levels 00 Other May be reported for any grade level 01 Regular (Default) May be reported for any grade level 02 Honors May only be reported for grade levels 7-12 03 Pre-Advanced May only be reported for grade levels 7-12 04 Advanced Placement May only be reported for grade levels 9-12 05 International Baccalaureate May only be reported for grade levels 9-12 06 Not Applicable Not Applicable 07 Dual Enrollment/Early Middle College May only be reported for grade levels 9-12 10 64b Dual/Concurrent Enrollment Course May only be reported for grade levels 9-12 MI Teacher Student Data Link (TSDL) Collection 74 Gotchas, Reminders, and Best Practices How the MI Teacher Student Data Link (TSDL) Report Export Works The TSDL Export looks at the student’s all enrollments to select the proper course enrollments between the dates specified on the report interface Then it looks at the student’s historical grade for an associated section and associated grade scale Then it looks at the duration of the section and looks for the associated term ID from the Term Store Code to make sure that it is pulling the proper grade It then uses the Grade Mapping to determine the proper completion status based on the student grade in the course All teachers must have a PIC number If a teacher does not have a PIC number in PowerSchool, then any courses and sections that the teacher teaches will be excluded from the TSDL export How the MI Teacher Student Data Link (TSDL) Report Exports Migrant Students A few districts reported that courses were being exported for migrant students in the TSDL Collection report even though the course and/or section were excluded from TSDL This issue came up at the elementary level as they wanted to exclude all courses but an AM or PM course or a course that was not going to appear on the student’s academic record We asked CEPI if courses for migrants could be excluded and here is their reply: All courses for a migrant-eligible student in grades 9-12 must be reported even if the course is not reported on the student's academic record Migrant-eligible students in grades 6-8 that are taking high school courses for credit must also report these courses even if not reported on the student's academic record All other migrant-eligible students (kindergarten through eighth grade) should have at least one course reported CEPI explains that K-8 only need to report one course, but the MI TSDL report will export all courses for the migrant student If districts wish to exclude any courses for migrant students, this should be done at the student level (all enrollments) It is also important to remember to use the current date as the Date to*(End Date) in the TSDL report interface to ensure that the student’s grades and completion status are properly reported If a later date is entered, the completion status may export blanks and the academic grade may export as N/A If the current date is used, the report has logic to export a completion status of OE (ongoing enrolled) Excluding Courses, Sections, Students from TSDL • Course excluded – section or individual student will not be exported • Section excluded – only that section marked and students associated with that section will not be exported • Student excluded – individual student excluded from export, course and section not afected Early College Students Early College of Macomb students receive their instruction at post secondary institutions According to the CEPI guidelines the Gotchas, Reminders, and Best Practices 75 Primary Education Providing Entity (PEPE) district is responsible for the reporting of all student course information in TSDL CEPI has indicated that the district that submits the student in the MSDS General Collection would be the proper district to submit the student course information in TSDL These courses should be submitted as a course type of 07 – Dual Enrollment/Early Middle College Unless the student is receiving both High School and College credit for the course, then the course can be submitted as a course type 10 – 64b Dual/Concurrent Enrollment Course for reimbursement Section 64b – College Credits Students who are receiving college and high school credit for a course and the district is submitting for re-imbursement for the cost of the college course must be submitted with course type 10 - 64b Dual/Concurrent Enrollment Course The college credits are entered into the student’s historical grade page for that course • Districts are reimbursed $10.00 per credit hour up to a maximum of credit hours per student in a school year, regardless of whether the student passes the course or not • Districts will receive an additional $10.00 per credit hour up to a maximum of credit hours per student in a school year if the student passes the course Special Education Students • Completion Status Code (CS) Completed Special Education This code is used for Special Education students and is automatically calculated for student in Grade 14 with no stored grade and a course type of 73(Non-Subject Specific) and a Course Identifer Code of 039(Prior to Secondary) • Completion Status Code (OE) Ongoing Enrolled For the End of Year submission, the Ongoing Enrolled completion status can only be used for Migrant students or Special Education students who will be taking the same course the following year For Special Education students, the Subject Area Code for the course needs to be 73(Non-Subject Specific) and the Course Identifer Code needs to be 039(Prior to Secondary) • Submitting Students in Grade 14 Grade 14 can only be used for Special Education students who are 18 or older by December st of the current year Special Ed Students can also receive a completion status based on their course grade In this case, the grade scale mapping setup would report the proper completion status based on the students academic grade Completion Status of N/A Overlapping section enrollments could result in a completion status of N/A Run the PowerSchool Section Enrollment Audit report to find these errors Mentor teacher is not showing in the dropdown list in the Sections page? Gotchas, Reminders, and Best Practices 76 The mentor teacher selection box only populates the names of the staf members that have a PIC number entered in the Information page for the staf member and have Yes selected for Virtual Delivery Teacher or Mentor MISDmsds – Error Checking Tip In the spring of 2016, the error checker program was modified to validate and error check TSDL data exclusively Refer to the MISDmsds documentation on our website for more detailed information: misd.net > MISD DEPARTMENTS > Management Technology > MISDmsds Collection Program MSDS (State) Upload - Last Record In Wins! Keep in mind that if you upload TSDL records to the state for the same student, the last record in wins For example, you have uploaded a TSDL record for Charlie Brown that has with Math 101 in it Then you decide to upload another record for Charlie with Math 101 and English 100 The information in the second Math 101 record will overwrite the first record, English 100 will be added to the student’s TSDL information at the state 21f Courses - How are we to report teachers for 21f courses in the TSDL? If a student takes a course through an online provider such as MVU, we assign a mentor teacher that has two way interaction with the student each week Who is the teacher that should be reported in the TSDL as the teacher of record? Is it the virtual teacher from MVU and would we need to get the PIC of the teacher that is teaching the course online and enter that number as the teacher of record or is it assigned the mentor teacher? We would not have a MVU provider/teacher in our REP data since they are not employed by the district If we are required to report our mentor teacher as the teacher of record as well, can the mentor and teacher of record be diferent Who would the grade the student is assigned be reported on in the TSDL Response from CEPI - If the MVU teacher is a Michigan Certified teacher, your district’s REP user would be able to search for his/her PIC number using the PIC Search function in REP You would then enter that PIC as the Teacher-Of-Record in the PIC field in TSDL, and the local mentor PIC in the Mentor PIC field If the teacher is not a Michigan Certified teacher, you should enter the Mentor’s PIC in both the PIC and Mentor PIC field Please note the Mentor must also be a certified teacher if there is no certified Teacher-Of-Record to report What are the methods for reporting elementary student course information in TSDL? There are methods for reporting elementary student course information in TSDL depending on the student’s schedules Gotchas, Reminders, and Best Practices 77 • If the student receives ALL instruction in one classroom from one teacher: The district can choose to report one course for these students For example, this can be an AM attendance course This course should have a Subject Area Code of 73 – Nonsubject Specific (prior to secondary), the Course Identifier Code set to the proper grade level, the Course Type set to 01 – Regular (Default), and should not be excluded from TSDL The district would set up one course for each grade level All other elementary courses should be excluded from TSDL when using this method • If the student receives all core instruction from one teacher, but changes teachers for specials: The district can choose to report one course for the core instruction for these students and individual courses for the specials For example, the course for core instruction can be an AM attendance course This course should have a Subject Area Code of 73 – Nonsubject Specific (prior to secondary), the Course Identifier Code set to the proper grade level, the Course Type set to 01 – Regular (Default), and should not be excluded from TSDL The district would set up one course for each grade level All other elementary courses, except the specials, should be excluded from TSDL when using this method The specials should be coded with the proper Subject Area Code, Course Identifier Code, Course Type, and should not be excluded from TSDL This method will include one course for all core subject instruction with the homeroom teacher as the teacher of record and all specials will be reported with the appropriate teachers as the teacher of record • If the student changes teachers for all instruction: The district must report all courses separately these students All courses should be coded with the proper Subject Area Code, Course Identifier Code, Course Type, and should not be excluded from TSDL This method will include a course for each individual area of instruction and will be reported with the appropriate teachers as the teacher of record If there are AM and PM courses that are used strictly for attendance, these courses should be excluded from TSDL Note: The last method will work for any one of the scenarios described above If the student receives all instruction from one teacher, the teacher will be listed as the teacher of record for all student courses submitted Notes from CEPI • If the art, music and PE classes are reported on these student's academic records, then they should be reported in TSDL • If a course for a student is recorded on his/her academic record, the course and student information is required to be submitted, regardless of whether or not a grade is reported on the student's academic record Gotchas, Reminders, and Best Practices 78 • The TSDL Missing Student Report lists any student who was submitted by a district in any previous MSDS collection who isn't also reported in the district's TSDL Collection This includes students who are exempt from TSDL reporting (e.g early childhood, adult ed etc) • When your district's TSDL is complete, this report should only list students who are exempt from reporting and students who were enrolled in the district for so brief amount of time that the course is not reported on the student's academic record The only other reasons a student might not be reported in TSDL is if he/she is a Career and Technical Education student whose data is submitted in CTEIS or if the student is a "shared" student and all of the student's courses are reported by another district in their TSDL Collection We would expect all other students to be reported in TSDL • Your district's Student Reporting Rate is not using data from the Missing Student Report The Student Reporting Rate specifically excludes students who are exempt from reporting (e.g early childhood, adult ed etc) • In the case of "shared" students where courses are reported on the student's academic record, districts need to work together to decide who will report the courses in TSDL Ultimately, the PEPE district is responsible for ensuring the courses are reported • When reporting courses in TSDL, course grades should not be averaged unless you are also reporting the averaged grade on the student’s academic record REVISIONS – MAY 2018 • Updated the Introduction page with current CEPI>MSDS information • Retitled the Additional Resources section to Documentation and Resources and moved it to the beginning of the doc • Added an Important TSDL Reminders section • Student – Historical Grades – College Credits – added that acceptable values are between and 10 Gotchas, Reminders, and Best Practices 79