Educator Preparation Tracking Workbook. Information Technology Services

Transcription

1 Educator Preparation Tracking Workbook January 2015

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3 Table of Contents Educator Preparation Tracking Introduction... 1 Section 1: Validations... 2 Section 2: Entering Educator Preparation data for the student... 3 Section 3: Ending or deleting programs for the student... 6 Section 4: Translations... 7 Section 5: Extracting Educator Preparation Data... 8 Page iii Educator Preparation Tracking January 2015

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5 Educator Preparation Tracking Introduction Purpose As part of the Educator Preparation Data Reform Project led by the USG Office of Educational Access and Success (OEAS), certain data elements related to teacher education preparedness, including GACE test scores, need to be entered in Banner for collection by the Academic Data Collection (ADC). Four validation forms and data entry form allow users to enter the necessary data for a specific student. An extract process has been created to pull Educator Preparation data from Banner and generate a data file that can be uploaded to the Georgia Professional Standards Commission s Traditional Program Management System (TPMS). The Educator Preparation Data Extract Process (ZOREPDE) requires data translations in order to generate the required PSC values for degree codes and site codes. Two cross-reference labels were created for use on the EDI Cross- Reference Rules Form (SOAXREF). There are five parts to this workbook: Validations Entering Educator Preparation data Ending or deleting programs for the student Translations Extracting Educator Preparation data Target Audience and Frequency These Educator Preparation Tracking forms will be used by campus staff responsible for maintaining and reporting Educator Preparation data to the Academic Data Collection (ADC) and to the Georgia Professional Standards Commission. This information will be entered as necessary through the student s academic career and when required for reporting deadlines. Page 1 Educator Preparation Tracking January 2015

6 Section 1: Validations 1. Educator Program Acceptance Code Validation Form (ZTVPRAC) Program acceptance codes must be created on the validation form. An ITS delivered script will insert the required values. 2. Educator PSC Field Validation Form (ZTVPSCF) PSC field codes must be created on the validation form. An ITS delivered script will insert the required values. 3. Educator PSC Program ID Validation Form (ZTVPGID) PSC program ID codes must be created on the validation form. These codes are specific to each institution therefore no insert script is delivered. 4. Educator Advanced Degree Area Code Validation Form (ZTVADVA) Advanced degree area codes must be created on the validation form. An ITS delivered script will insert the required values. Page 2 Educator Preparation Tracking January 2015

7 Section 2: Entering Educator Preparation data for the student 1. Enter program admissions term and select the curricula With the student s program admission term in the Key Block Term field, click Select Program. On the General Student Summary form (SGASTDQ), select a program and return to ZOAEDPT with the curricula summary data. Get curricula from SGASTDQ Program admission term Select Term to take curricula back to ZOAEDPT 2. Enter program acceptance type The minimum data to save a record is the curricula, program acceptance type and decision date. Sequence number will increment if multiple records with same From Term and curricula data. Program admission term Default to today if left null Page 3 Educator Preparation Tracking January 2015

8 Record display order: 1. Descending by From Term 2. Descending by Curricula Term 3. Ascending by Sequence Number 3. Complete Program Details tab Populate dates, attending status and GPA as needed. Leave unchecked if no GPA. Defaults to Not Reported Page 4 Educator Preparation Tracking January 2015

9 4. Complete Field Codes tab When PSC Field Code is entered, Certification defaults to Initial and a PSC Program ID is required to save the record. Enter PSC Field Code section or Advanced Degree Area of Study section based on the student s Educator Preparation program requirements for reporting. Check the hint text to know what checkbox combo is allowed. Page 5 Educator Preparation Tracking January 2015

10 Section 3: Ending or deleting programs for the student 1. End a term/program combination for the student Use the Maintenance button to end programs. This only works where the To Term is Click Maintenance to get popup. Pick a term. To Term field changes to the selected term and Maintenance button deactivates. 2. Delete a term/program combination for the student Be sure the cursor is in a data entry field on the Program Details tab (excluding the Program Acceptance Type and Decision Date fields) and perform the Record Remove function to delete a specific term/program record for the student. Cancel if you don t want to delete everything on both tabs. Page 6 Educator Preparation Tracking January 2015

11 Section 4: Translations 1. EDI Verification Label Validation Form (STVXLBL) EDI Label Code values for PSCDEGC and PSCSITE must be created on the validation form. An ITS delivered script will insert the required values. 2. EDI Cross-Reference Rules Form (SOAXREF) Banner values for degree codes and site codes must be translated to PSC degree and site codes. For EDI Label Code PSCDEGC, an ITS delivered script will populate the PSC degree codes in the Electronic Value column. The institutional values from the Degree Code Validation Form (STVDEGC) must be manually entered in the Banner Value field. Use Electronic Qualifiers if multiple Banner Values translate to a single Electronic Value. For EDI Label Code PSCSITE, the PSC site code must be entered in the Electronic Value field and the institutional value from the Site Code Validation Form (STVSITE) must be entered in the Banner Value field. These codes are specific to each institution therefore no insert script is delivered. Page 7 Educator Preparation Tracking January 2015

12 Section 5: Extracting Educator Preparation Data 1. Create data file for uploading to the Georgia Professional Standards Commission To generate a file containing all students with the same program acceptance term, enter the ZOAEDPT From Term code in the Term parameter on the Educator Preparation Data Extract Process (ZOREPDE). To narrow the population to a subset of these students, create a population selection and enter the appropriate values in parameters 2-5. Enter the hierarchy preference (using a code from GTVEMAL) in parameter 6. If the process doesn t find an address in the first address type specified, it pulls the address type associated with the second address type. During testing only, set parameter 7 to Y to add a test record in the data file. This lets you see an example of the information to expect for each data field. This parameter default to N(o). The PSC code for program delivery mode will be added to each record in the data file based on the code entered for parameter 8. Options are 1 face-to-face, 2 hybrid, or 3 online. 2. Review.lis to see which students were added to the data file The first section of the.lis file displays students whose information was successfully added to the data file. Multiple rows indicate that the student has multiple sequence entries on ZOAEDPT for the term. The same number of rows per student will appear in the data file. Page 8 Educator Preparation Tracking January 2015

13 3. Review.lis to see which students received errors and were not added to the data file. The second section of the.lis file displays students whose information was not added to the data file due to missing information or data that does not meet the TPMS requirements. Multiple rows indicate that the student has multiple sequence entries on ZOAEDPT for the term. Error message provides hints about where to fix the data. 4. Review data file contents Access the data file located in the $DATA_HOME/student directory. A header row will display the data field names. If a test record was requested using parameter 7, it will provide an example of how the data might look. When you are ready to upload to the TPMS system, set parameter 7 to N to exclude the test record. Multiple rows indicate that the student has multiple sequence entries on ZOAEDPT for the term. Header row Test data row Page 9 Educator Preparation Tracking January 2015

14 Use the file layout to see which fields will be populated and what kind of data has been extracted. Element Type and Length Req.? Format/Value Cohort Year Integer (4) Yes YYYY, based on ZOAEDPT From Term Student ID Alphanumeric (25) Yes Student ID GaCert ID Integer (10) No Not populated First Name Alphanumeric (25) Yes SPAIDEN First Name Middle Name Alphanumeric (25) Yes SPAIDEN Middle Name Last Name Alphanumeric (25) Yes SPAIDEN Last Name Suffix Alphanumeric (5) No SPAIDEN Suffix Address Alphanumeric (50) Yes GOAEMAL Address Date of Birth Date (10) Yes MM/DD/YYYY SPAPERS Birth Date Gender Alphanumeric (1) Yes M or F SPAPERS Gender Ethnicity Alphanumeric (1) Yes T or F SPAPERS New Ethnicity Race American Indian or Alaskan Native Alphanumeric (1) Yes T or F SPAPERS Race Race Asian Alphanumeric (1) Yes T or F SPAPERS Race Race Black or African American Race Native Hawaiian or Pacific Islander Alphanumeric (1) Yes T or F SPAPERS Race Alphanumeric (1) Yes T or F SPAPERS Race Race White Alphanumeric (1) Yes T or F SPAPERS Race Site Code Integer (2) Yes SOAXREF > PSCSITE Program ID Integer (10) Yes ZOAEDPT Program ID Initial Teaching Program Indicator Non-Initial Teaching Candidate Reason Program Delivery Mode Code Alphanumeric (5) No Not populated Alphanumeric (1) No Not populated Integer (1) Yes 1, 2, or 3 - ZOREPDE parameter Degree Code Integer (2) Yes SOAXREF > PSCDEGC Program Start Date Date (10) Yes MM/DD/YYYY ZOAEDPT Program Start Date Program Admissions Exemption Indicator Integer (1) No Not populated Page 10 Educator Preparation Tracking January 2015

15 Provisionally Admitted Indicator Alphanumeric (3) No Not populated Entry GPA Decimal (3) Yes X.X 0.0 if no GPA exists. Round up to X.X format Exit GPA Decimal (3) Yes X.X 0.0 if no GPA exists. Round up to X.X format Clinical Practice Begin Date Date (10) No Not populated Cooperating Teacher 1 Certificate ID Clinical Practice Classroom 1 Hours Cooperating Teacher 2 Certificate ID Clinical Practice Classroom 2 Hours Cooperating Teacher 3 Certificate ID Clinical Practice Classroom 3 Hours Clinical Practice Completion Date Integer (10) No Not populated Integer (4) No Not populated Integer (10) No Not populated Integer (4) No Not populated Integer (10) No Not populated Integer (4) No Not populated Date (10) No Not populated Ethics Eligibility Alphanumeric (3) No Not populated Eligible to Test Alphanumeric (3) No Not populated EdTPA Eligibility Alphanumeric (3) No Not populated Degree Awarded Date Date (10) No MM/DD/YYYY SHADEGR Program Completion Date Date (10) No Not populated Certification Field A Alphanumeric (6) No ZOAEDPT PSC Field Code with prefix FLD Certification Field B Alphanumeric (6) No ZOAEDPT PSC Field Code with prefix FLD Endorsement 1 Alphanumeric (6) No ZOAEDPT Advanced Degree Area of Study Code Endorsement 2 Alphanumeric (6) No ZOAEDPT Advanced Degree Area of Study Code Endorsement 3 Alphanumeric (6) No ZOAEDPT Advanced Degree Area of Study Code Withdrawal Date Date (10) No MM/DD/YYYY ZOAEDPT Decision Date Withdrawal Reason Integer (2) No Not populated Page 11 Educator Preparation Tracking January 2015