Early Childhood Data System
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1 Early Childhood Data System Pre-Kindergarten Data Submission Timeline TEDS Converter & Validation Tool ECDS Data Upload Prepare/Finalize Process Education Service Center 1451 S. Cherry Lane White Settlement, Texas 76108
2 ECDS Submission Timelines The reporting of public prekindergarten program data is mandatory. The data collection includes student demographics, classroom link information, and special program data. LEAs are required to collect and report the prekindergarten program data REGARDLESS of whether the LEA administers one or more of the assessments included in the Commissioner s List of Approved Prekindergarten Progress Monitoring Instruments. LEAs that administer a Beginning of Year (BOY) and/or End of Year (EOY) assessment on the Commissioner s List are required to submit ECDS PK data. If your district administers more than one test from the Commissioner s List, you must report all scores for all tests given. Reports all PK students (3 and 4 year olds) 2 Created on 11/13/2014
3 Commissioner s List of Reading Instruments (DC154) 3 Created on 11/13/2014
4 TEA Login (TEAL) Access The Texas Education Agency Login (TEAL) application is your security gateway to TEA web applications and resources. This portal allows you to request secure access to TEA applications and to manage your user account information. The LEA will need two ECDS roles, one to load data and one to approve data. ODS Data Loader The person designated to load ECDS data will need this role. This is a TSDS Portal role and also provides access to the TSDS Data Transfer Utility (DTU). ECDS Data Approver The person designated to approve the data will need this role. This is a TSDS Portal role. See document titled TEAL Apply for ECDS Access for detailed instructions. 4 Created on 11/13/2014
5 Loading ECDS Data The PEIMS Summer interchange files and the Assessment interchange files can be loaded in any order. You must upload both sets of interchange files BEFORE you click the Prepare button in the ECDS Application. PEIMS Summer Collection ECDS Kindergarten ECDS PK Assessment Template EducationOrganization EducationOrganization AssessmentMetaData MasterSchedule MasterSchedule *StudentParent Student StaffAssociation StudentAssessment StudentEnrollment Student StaffAssociation StudentEnrollment StudentProgram StudentAttendance *Dashboard LEAs submitting ECDS Kindergarten data will use the Dashboard StudentParentExtension file. 5 Created on 11/13/2014
6 Verify New Data Elements PK Curricula (all PK students) PK School Type (all PK students) 6 Created on 11/13/2014
7 Family Engagement Plan Link (High Quality PK Grant Program) High Quality PK Program Indicator (High Quality PK Grant Program) 7 Created on 11/13/2014
8 PK Teacher Requirement (High Quality PK Grant Program) TxEIS > Human Resources > Tables > Credentials > Teaching Specialization Tab Add the new codes: 8 Created on 11/13/2014
9 TxEIS > Human Resources > Maintenance > Staff Demo > Credentials Tab 9 Created on 11/13/2014
10 PK Classroom Aide (High Quality PK Grant Program) 10 Created on 11/13/2014
11 TSDS - Texas Education Data Standards (TEDS) To Access the ECDS Specifications Document and the ECDS Collection Template: TSDS Core Collections 11 Created on 11/13/2014
12 Early Childhood Data System Verify you have the correct version of the template. 12 Created on 11/13/2014
13 ECDS Collection Template Pre-Kindergarten ASSESSMENTS Student ID (column E) Student s social security number without slashes Student ID (column E) If you are entering an S number, the S must be capitalized Student Date of Birth (column H) Use date format YYYY-MM-DD Assessment Identification Code (column J) Must exactly match dropdown values Assessment Title (column K) Must exactly match dropdown values Assessment Reporting Method (column O) Enter Raw score (lower case s) Administration Date (column P) use date format YYYY-MM-DD Score Result (column Q) Must be numeric (cannot use S, D, SD, etc.); enter -999 for any students who were not assessed. DO NOT FORGET to delete the sample student data Fill out all fields 13 Created on 11/13/2014
14 Additional Information: Report all PK students (3 and 4 year olds) All tests given from the Commissioner s List must be reported If you test only PK BOY or EOY, report test scores given If you give the same test more than once, report highest score Report all domains of test (see below) Tips and Reminders: Copy and pasting assessment data to ECDS spreadsheet Use Copy/Paste Special/Values 14 Created on 11/13/2014
15 Converter & Validation Tool (v ) Download the latest tool at TEAL > Texas Student Data System Portal > Utilities Help Menu Help Directs you to the TSDS Conversion and Validation Tool User Guide About View the version number 15 Created on 11/13/2014
16 Converting Spreadsheets The Converter Tool takes data from spreadsheets in the required format and converts it to XML files that can be validated and uploaded into TSDS Collections. 1. Select File > Conversion Tool. The Conversion Tool opens in a separate window. 2. Select the School Year from the drop-down menu. 3. Select the Collection > ECDS. 4. For Sheet, select the type of data you are loading: PreK ASSESSMENTS 16 Created on 11/13/2014
17 5. Click the folder icon to browse for and select the ECDS spreadsheet you want to convert. 6. The file appears in the list in the Conversion Tool. To remove all files from the list, click Clear All. Click on the Sheet column to select or change the type (Kinder Assessments, PreK Assessments, or Private PreK) of the file you are processing. Click the Edit icon under Edit Output Path to change the output path for the file. 17 Created on 11/13/2014
18 7. Click Process Files. A status bar appears with the progress of processing. A message appears to tell you the converted files have been created. Check the status by looking in the status field. 18 Created on 11/13/2014
19 Status = Failed Did you remember to copy your data into the ECDS template provided by TEA? The tool places the files in the same directory where the spreadsheet is located. 19 Created on 11/13/2014
20 Validating XML Data 1. Select File > Validation Tool. The Validation Tool opens in a separate window. 2. Select the School Year Select the Collection > TSDS. 4. Click the folder icon to browse for and select the ECDS files (3). 20 Created on 11/13/2014
21 5. Click Process Files. The results of the validation are reported in the status field. 6. If you have files that Fail, you can click on the file name and click the Details button. From this page, you can click Print All Errors or Export All Errors to export them to a spreadsheet. 21 Created on 11/13/2014
22 STOP! The district PEIMS Coordinator must upload the 2018 Summer 1 files (from your Student Information Software) BEFORE you can proceed (see chart below). PEIMS Summer Collection ECDS Kindergarten ECDS PK Assessment Template EducationOrganization EducationOrganization AssessmentMetaData MasterSchedule MasterSchedule *StudentParent Student StaffAssociation StudentAssessment StudentEnrollment Student StaffAssociation StudentEnrollment StudentProgram StudentAttendance *Dashboard LEAs submitting ECDS Kindergarten data will use the Dashboard StudentParentExtension file. Notes: The PEIMS Summer interchange files and the Assessment interchange files can be loaded in any order. You must upload both sets of interchange files BEFORE you click the Prepare button in the ECDS Application. LEAs do not need to be fatal free in the PEIMS application before they prepare their data in the ECDS application. Although both the PEIMS Summer and Assessment Collections use the PEIMS Summer interchanges, they will run their own business validations in their respective applications where they can resolve their fatal errors. 22 Created on 11/13/2014
23 TSDS ECDS Data Upload The TSDS portal is your way to access any of the TSDS applications or utilities to which you have access. The tabs that appear on the portal depend upon the access that you have been granted in TEAL. The edm Data Loads tool allows users to load data from their local systems to TSDS. 1. Log in to TEAL and select Texas Student Data System Portal. 2. On the Home screen select Manage Data Loads. 3. Under Interchange Menu, select Interchange Upload. 23 Created on 11/13/2014
24 4. Select the Interchange Collection from the drop-down menu (2018 TSDS). 5. Click the Browse button for File 1 and select the file from your computer. 6. Repeat Step 5 for any files you want to load. Note: Files must be loaded in the following order: InterchangeStudentParent (if you DO NOT upload dashboard files) InterchangeAssessmentMetaData InterchangeStudentAssessment 7. Click Upload. The files are validated and uploaded to the File Manager. 24 Created on 11/13/2014
25 8. Once the files have completely uploaded, the File Manager screen appears. Refresh Button The files will be processed for errors. Any files with errors will have a red in the status column. To view errors click on the spyglass and scroll to the bottom of the screen and open the.tab file. Make all corrections necessary in the Excel Template, run the Conversion and Validation Tool again, and resubmit the files. 9. Once all the files have a green checkmark in the status column, select all of the files and click Add to Batch. 10. Select the View Batch button. From this screen you may add comments regarding the batch, remove files from the batch, or process the batch. 11. To remove files from the batch, select the appropriate files and click Remove from Batch. 12. To process the batch, select the appropriate files and click Process Batch. 25 Created on 11/13/2014
26 13. The Batch Manager screen appears with a list and status of all batches that have been processed. Batches can have a completed status with errors (red X) or no errors (green checkmark). 14. To view the files with errors click the spyglass to open the batch and then click on the spyglass next to the file with errors. 15. To view the actual errors, click on the spyglass next to the.tab file. Click Cancel to return to previous screens. 16. Make corrections as needed in the template, run the conversion and validation again, and resubmit. 17. Logout and Exit programs. 26 Created on 11/13/2014
27 TSDS Core Collection The Early Childhood Data System (ECDS) is included in the TSDS Core Collection application. LEAs are required to submit demographic, classroom link and special program data elements for the ECDS Kindergarten Collection. These elements will be submitted by the LEA through the TSDS Collection. 1. Click on the Core Collection link. 2. Click the Prepare/Finalize Data button. 27 Created on 11/13/2014
28 3. The default options are ECDS, , and PK. Verify the information is correct and click Go. 4. Click Prepare. This will move the ODS PEIMS Summer data and the ECDS PK Assessment data into the Core Data Mart. 5. Verify the record count for each category. Data Status will be Prepared. 6. Review and make sure all records were inserted for the Basic (PEIMS) and Assessment (ECDS Template) Subcategories. 28 Created on 11/13/2014
29 29 Created on 11/13/2014
30 Errors Messages: 30 Created on 11/13/2014
31 Validations > Validate Submission Data 1. Click on the Validate Submission button. 2. VERIFY THE SUBMISSION INFORMATION AT THE TOP OF THE SCREEN. Make any changes by selecting from the pull-down menus. 3. From the Categories pull-down menu, select All Categories. 4. Enter a Data Validation Name (optional). 5. Click Next to continue or Reset to clear selections. 6. The Confirm Data Validation screen appears. 31 Created on 11/13/2014
32 7. Click Submit. 8. The Monitor Data Validations screen appears. Click View to see the Error Details Report. 32 Created on 11/13/2014
33 Screen No Errors Screen Errors 33 Created on 11/13/2014
34 9. Click the Prepare/Finalize Submission link. 34 Created on 11/13/2014
35 10. Click View Reports. 11. There are four reports available for review. The Assessment Completion report this report displays all submitted assessment completion data to help LEAs evaluate whether their collection is complete. The Assessment Summary report this report summarizes the results of kindergarten assessments, showing the number and percentage of students who are kindergarten ready or who are not kindergarten ready. The Kindergarten Data Submission report this report provides a detailed breakdown of the data submissions for the kindergarten data collection. This report contains all the kindergarten enrollment and assessment data requested on the collection template. The Incomplete Assessment Data report this report lists students with incomplete assessment data to assist LEAs and campuses in reviewing their data submissions 12. Once all FATAL errors are resolved, users will be able to click the Complete button to submit their ECDS KG collection. 35 Created on 11/13/2014
36 13. Click the Acknowledge checkbox to acknowledge that the ECDS KG submission has been validated and reviewed for accuracy. 14. Click the Confirm button to finalize the ECDS KG submission. 36 Created on 11/13/2014
37 Reset Submission If you would like to re-open the ECDS KG collection, you can click on the Reset button which will reactivate the Prepare and Complete buttons. 37 Created on 11/13/2014
38 TEAL > TSDS > Support > TIMS > Quick Search TSDSKB-508 The ECDS Assessment Matrix identifies the required assessments (Min-Max scores) in the collection. Review the spreadsheet for the Min-Max score range and verify the data you are submitting is correct. TSDSKB-553 ECDS: Valid Service IDs TDDSKB-496 ECDS: Collection Requirements 17/18 38 Created on 11/13/2014
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