General Questions about required reporting for ECDS

Transcription

1 General Questions about required reporting for ECDS Question 1. Note: Many questions previously posed about the ECDS template have been addressed by adding requested changes to the TSDS ECDS Template. The template is located on the TEA TSDS website at _ _TSDS_Core_Collections/ 2. When is the superintendent's ECDS letter going to be posted? The "To the Administrator Addressed" letter was posted Wednesday, May 14, and is available on the TEA website at 3. TEDS Section 10 does not give enough detail regarding the data being requested. Will there be further clarification regarding the data fields? Section 10 is more of the same same as what is on rows 1 4 on the spreadsheet. 4. What version of TEDS should be using or when looking for code values? The data details are defined in TEDS Section 3 Description of Data Elements, which provides the technical specifications for each data element. TEDS Section 10 Core Collections is used to describe the data collection and the data elements that are part of that collection. Since the Kindergarten data reported is , use TEDS When loading data for a school year, use the data standards for that school year. 5. Are we supposed to be using the TEDS for the ECDS submission? Since the Kindergarten data reported is , use TEDS What happened to the TEDS? The TEDS link can be accessed either by hovering over the TEDS Data Standards tab or by clicking the Archive Collection link at the bottom of the TEDS Data Standards. 1

2 7. It takes LOTS of scrolling in TEDS to find the DC code tables; can we have a clickable link? Section 4 Description of Code Tables is a PDF file that can be searched using key words. 8. Will the converter be ready by June 1? Yes, the technical team will have the converter completed by June 1, and will release it sooner if possible. 9. If the assessment instrument used by the district is not on the list, does this mean they do not submit through TSDS and just notify TEA or will this information also go in the spreadsheet and uploaded into the ECDS system? 10. Why can t TEA pull the information needed for the PK data from PEIMS? Notify the type of assessment to the contact given in the To The Administrator Addressed Letter, Howard Morrison, howard.morrison@tea.state.tx.us. No submission is required in TSDS at this time if an LEA is not using one of the standard tests listed. This option will be further researched as PEIMS is deployed in TSDS. 11. On the PreK tab, will the school food service code be changed to the PEIMS codes? Not at this time. The first submission will use the school food service code. 12. Can non eligible four year olds be reported? Non eligible four year old prekindergarten students can be reported. The system will be available to child care, and Head Start programs that serve four year olds as well. 13. Pre k isn't required though...right? Correct. PK is optional. 14. We are reporting the beginning of the year assessments that usually That s correct. 2

3 are reported in December, so any student that came in after that we don't submit and we don't submit end of year test. 15. Are students that have withdrawn after the assessment date supposed to be included in the submission? Yes. The LEA in which the student took the assessment should report that student, even if the student withdrew. If the student is assessed in two LEAs, then both LEAs may report the data. 16. So we will report withdrawn students that were there during assessment time at the beginning of the school year? Yes. 17. If PK class counts are not cumulative, is the data submitted as of a specific snapshot type date? Class counts are cumulative. PK data will be submitted at the end of the school year. 18. What if the districts do not use one of the standard tests listed Notify the type of assessment to the contact given in the To The Administrator Addressed Letter, Howard Morrison, howard.morrison@tea.state.tx.us. No submission is required in TSDS at this time if an LEA is not using one of the standard tests listed. 19. Are scores used to total test scores? The scores are used per the direction of TEC What will happen if the kinder assessments tab is filled out by a TSDS Dashboard Early Adopter, and they load it into the ODS, and one of the student demographics doesn't match the data in the ODS or An error is displayed in the ODS if the student Unique ID does not match. 3

4 doesn't match the UID database? 21. So, the district can send a file over and over and, until the ECDS approver approves, the file will be ignored? This process is up to the LEA. The LEA can send the file over and over or when needed. TEA will not have access to the data for reporting purposes until the ECDS Data Approver approves the LEA s ECDS data collection. 22. I had a district ask if the most recent assessment score was reported or beginning of year. Beginning of Year (BOY) is the assessment score to be reported. 23. Is this used for both PK 3 and PK 4 PK 4 only. 24. Are there any vendors that are supplying you that assessment data? TEA does not know the status for all vendors. DMAC is working on supplying their clients with the assessment data. LEAs should contact their assessment vendors to discuss their customer needs. 25. Is this submission like PEIMS campus files or district files with the district file at the end? This submission is similar to the loading of PEIMS campus files, but the LEA is the ultimate approver of the data. The LEA will not need to re load the campus data as a district file which eliminates some work that EDIT+ currently requires when campus files are involved. 26. ESCs will not be involved in the approval process for ECDS? Correct. This data collection is approved by the LEA. 4

5 Loading Data into the ODS vs. Using the Template Question 27. In the webinar, TEA was using v3 of the template spreadsheet and the latest on the website is v2. When will the version you are using be posted? Version 3.2 is now posted on the TEA TSDS website at _TSDS_Core_Collections/. Version, 3.2 is identical to version 3.1 with the addition of one assessment criteria to the dropdown list on the kinder assessment tab. 28. How will a district "get on TSDS", if they don't plan on using the studentgps Dashboards? Beginning in June 2014, all LEAs will be able to load their TSDS data collection to the TSDS Operational Data Store (ODS). ECDS is the first required data collection to use TSDS. It will be followed by PEIMS and by others. In the long run, use of the ODS will eliminate much of the repetition of data entry and reporting that is a side effect of current reporting using multiple applications and databases. The LEA should contact its ESC to provide training on how to get started using the TSDS application. 29. Please clarify who is loading the assessment data if the district is a Dashboards Early Adopter, and the user is a Dashboards user. The assessment interchange XML files are loaded by the LEAs or their designated ESC or vendor the same way TSDS data is currently loaded to the ODS. The Assessment interchange in TEDS XML compliant format may be provided to the LEA through their vendor. An LEA loading TSDS data into the ODS to implement studentgps Dashboards will also be loading all data needed for ECDS reporting if their assessment vendor provides an extraction for the kindergarten assessments referenced in the "To the Administrator Addressed" letter. If the TSDS Early Adopter LEA submits data using the ECDS templates, data already loaded into the ODS will be overwritten, affecting data for the studentgps Dashboards. The data in the ECDS spreadsheets is very limited and does not include all of the data to power Dashboards. 30. Will it be mandatory for LEAs to Yes. One goal of TSDS is to streamline reporting by using the 5

6 load data via interchanges at some point? same method and data store for as much reporting as possible. In the future, LEAs will be required to load data via TEDS interchanges in order to comply with federal and state reporting requirements. ECDS is the first. The current ECDS template is a temporary solution for LEAs that are not TSDS Early Adopters. PEIMS data reporting will also use an XML extraction structured by TEDS interchanges. 31. All districts will need to be loading ECDS data into TSDS through the ODS Loader, so that needs to be turned on for all districts. Yes. Starting June 2014, all LEAs will be able to load their TSDS data collections to the Operational Data Store (ODS). The LEA should contact its ESC for training on how to get started using the TSDS application. 32. So, for Early Adopters, what interchange will they be using to send this data? To verify that an Early Adopter LEA loading data into the ODS has included all data needed for ECDS, please see Section 10 TSDS Core Collections. 33. If loading for ECDS vs. loading for Dashboards, does the user select different things in the edm screen? No, in the edm, the user will not do anything different. The user logs into the TSDS application, clicks the Manage Data Loads button, clicks Interchange upload, selects the TSDS collection, selects the file to upload, and clicks the upload button. 34. Districts will be required to use the ODS, but not all will use Dashboards...correct? Yes. Implementation of studentgps Dashboards is optional, but all LEAs will load data into the ODS for TSDS PEIMS, ECDS, and other required reporting. 35. Early adopter LEAs will use the Kinder Assessments tab because they are populating the ODS. Early adopter LEAs will use the Kinder Assessments tab because they are already populating the ODS with student demographic data. If an LEA is loading PK data to the ODS, then it will not be necessary to use the PK tab to submit the 6

7 data. 36. After the KG submission, will all LEAs be considered TSDS users? Yes. ECDS is a TSDS application, and users access the application via TEAL and the TSDS Portal and load data with the ODS Data Loader role, the same role that is used to load data in the Dashboards and TSDS PEIMS. 37. Would an Early Adopter who has NOT completed Dashboards loading as of the ECDS due dates need to go ahead and use ALL the templates? If demographic data has not been loaded, use the kindergarten template. If the LEA has loaded TSDS data up to and including demographic data, and their assessment vendor is providing an extraction for the kindergarten assessments, it's fine to load data through edm. An LEA will use only one of the KG tabs Kinder OR Kinder Assessment, but not both. 38. A district's assessment data may not be with a vendor that is generating XML interchange file(s). Would it not then be necessary to use the spreadsheet in reporting this data? Early Adopter Local Education Agencies (LEAs) will only use the ECDS template and Converter if data is not provided by a vendor in the TEDS Compliant XML format. 39. Everyone will still use the edm to load even if they are not Dashboard users? Yes. 40. Will future TSDS users do daily uploads like the studentgps Dashboards users, or will uploads happen "as needed"? Data loading frequency is determined by the LEA. If desired, TSDS users can perform daily uploads in order to populate their data in the ODS. Over time, much state and federal reporting will be submitted this way. 7

8 41. We need training on how the Early Adopter LEAs are supposed to "pull" this data. TEA will provide training for reporting the ECDS data to TEA. If the Early Adopter district does not have a vendor extraction for the ECDS assessment data, the district needs to complete the kinder assessment tab of the template and follow the same steps as LEAs that are not Dashboards Early Adopters. 42. How does an Early Adopter submit if they do not use an assessment vendor for KG. If the LEA is an Early Adopter and the BOY kindergarten assessment data is not being provided through an assessment vendor, then the LEA must use the Kinder Assessments tab on the ECDS Template. 43. The KG assessments tab is for LEAs with Dashboards, correct? Early adopter LEAs use the Kinder Assessments tab because they are already populating the ODS with student demographic data. The Kinder tab is for all other LEAs. 44. Will these templates allow software imports for demographic data and test scores? Since the layout of the spreadsheets has been protected, imports will not work. You can however import into another spreadsheet and copy the data from one spreadsheet to another. 8

9 Reports Question 45. Will the LEA reports be available at the ODS level? 46. Is there a role for the reports to access them? The reports will be available via the TSDS Portal. The ECDS Data Approver will have access to the reports. 47. What is the easiest way to "search" TEDS for these DC tables? Go to TEDS Section 4 Description of Code Tables. This is a PDF file and can be searched with key words. 48. Will the ESC be able to view LEA reports through the LEA approval process? 49. Will the reports you just mentioned be available by campus? Yes. Yes. 50. Will the reports be downloadable? Yes. 51. Is the ECDS approval one time for the overall submission are or multiple ECDS approvals necessary? It is a one time approval for the overall submission. 52. Will there be post data load ECDS reports available for review prior to final approval so that the LEA personnel will know that their data submission is complete? Yes. 9

10 ECDS Template Fields Question 53. Will the translation column descriptors continue to be used in other collections or just the ECDS? Since these are part of the Ed Fi core schema that is the basis for TEDS, they will be used in other data collections as well. 54. Organization Category: There are two (2) separate fields for this same information..why? This is a TSDS requirement. One is the category for the LEA; the other is the category for the campus. See examples. 55. Entry Grade Level Type: The sample shows Kindergarten.so this would be the grade level data being submitted correct? Yes, the grade level submitted. 56. Assessment Identification System: The choices for this field are school, district, state, federal, other federal, test contractors, and other.would our LEAs respond district and private and charter schools respond school?? What would qualify as federal, other federal, test contractors, or other? TEA recommends using school. 57. Assessment identification code & Assessment Title: What is the difference between these two (2) fields? Where do we get these codes? The identification code is the type of assessment. The title would be the sub domain. The assessment title drop down is not associated with a code table but is being used for grouping the assessment in the reports. 58. Administration Date: Would this be the date the assessment or inventory was administered to the student? Yes. 10

11 59. Assessment Reporting Method: Would districts have to contact their assessment provider to find out how their score is reported (Example raw, scale, T score)? 60. TPRI reports results as SD still developing, D developed, NI need intervention would this be reported in this manner? LEAs may need to contact their vendor to see how the scores are being reported. A raw score indicates the number of points a student earned on a test. For example, on a STAAR test each question is worth 1 point, so if a student correctly answered 30 questions out of 50, his or her raw score would be Why can t the Food Service Eligibility Type Code on the PK spreadsheet be the Economic Disadvantaged PEIMS code? Why are you using a code table that most districts will not have in their system and where the reduced code is different? It seems to me you may get bad data if districts pull directly from their source system code table. 62. Where can we go over the assessment columns again? In the ECDS requirements, the Ed Fi Core data element that most closely matched this requirement was the Food Service Eligibility Type Code. TEA will review this requirement for ECDS. TEA is releasing an online ECDS training module by May 30. It will be in an easy to view and share format and will cover the assessment columns. 63. Are codes entered from the DCxxx values case sensitive? 64. SD = Still Developing; D = Developing; NI = Need Information This is how TPRI reports assessment results Would this be considered a raw score or a scale score? Yes, the codes are case sensitive. No, a numeric score would be needed. Each Section of the TPRI has a raw score. For example, 3 is the raw score for 3/5. The D and SD is an interpretation based on the raw score. 11

12 65. Can you elaborate regarding what "Raw Score" means? LEAs are required to submit a raw score per TEC for each student from the BOY kindergarten reading assessment given. A raw score indicates the number of points a student earned on a test. For example, on a STAAR test each question is worth 1 point, so if a student correctly answered 30 questions out of 50, his or her raw score would be For ethnicity, wouldn t it be easier to type the code number not the race? We are using the Ed Fi Core schema as described in TEDS, and this schema uses the short description instead of the code value. A dropdown has been added to the template to assist with this. 67. Is the classroom count cumulative? The classroom count will be pulled as of the day the data is pulled by the LEA and is reviewed by the LEA before approval. 12

13 Using the TSDS Incident Management System (TIMS) with ECDS Question 68. Are all attached files in TIMS encrypted? Yes, the application uses HyperText Transfer Protocol Secure (HTTPS), and all attachments within TIMS are encrypted. 69. What does "block to" mean in the TIMS issue field drop down? In TIMS, we have never used this option. In most cases, "relates to" is the appropriate selection. If the issue is a true duplicate, select that option. However, blocking an incident with another would mean the primary incident has to be resolved before you can resolve the blocked incident. 70. If you are submitting a QUESTION in TIMS, do you have to reference the LEA? If the question is for an LEA then yes, if you are submitting a question on your own behalf (ESC), then no. Always remember, if data is going to be accessed in order to answer the question, then the incident will need to go to Level 1 to implement the data use agreement. 71. If you have an issue with a student's social security number, where should you enter the social security number in TIMS? Is it safe to put it in the description area? 72. When you are searching the knowledge base, is there a way to view the summary of the articles without having to click on each article? Yes, and if incident needs to be escalated to TEA, then we will need the data use agreement as part of the incident. Yes. In TIMS, click on the drop down arrow next to the Gear and select Configure Columns. Then, on the Issue Navigator Columns page, select Summary from the Add New Column dropdown list and click Add. This will add the Summary line. 13