Pupil Accounting

Welcome! This page is for anyone who is involved in the Pupil Accounting process within the MOISD. It is designed to provide local districts with useful websites; answer frequently asked questions; and provide current news regarding Pupil Accounting issues. Additionally, there is a section dedicated to Pupil Accounting forms that coordinators and specialists will use during the fall and spring submissions.

2013-2014 count dates: October 2, 2013; February 12, 2014; and EOY June 30, 2014


External Link Pupil Accounting Forms

PDF DocumentHOW TO DETERMINE AND REPORT FTE

     *Source: MDE
  

External Link PUPIL ACCOUNTING MANUAL sections 1-4, 5-D, and 5-O-B updated 02/13/14 - full memo here

Video Document new video: create reports in the data staging area of msds

External Link CEPI archives

 

PDF Documentpreparing for the first day of school (skyward docs)

PDF Documenttsdl checklist for skyward

            *Source: Skyward

PDF Documentmde guidance on homeless

PDF DocumentHOW TO DETERMINE AND REPORT EDUCATIONAL SETTING DATA

PDF DocumentNEW: mpaaa fall 2013 state agency panel Q & A transcript  
 

Video Document uicS: HOW TO REQUEST, RESOLVE AND LINK

            *Source: michigan.gov/cepi

PDF DocumentMDE kindergarten enrollment faqS
                                                                                          


2013-2014 count dates: October 2, 2013; February 12, 2014; and EOY june 30, 2014

  • Fall Audit Packets are due: November 19, 2013
  • Spring Audit Packets are due: April 2, 2014

PDF DocumentGuidance on Count Dates  - NEW for STW Guidance as of January 2014

External Link MSDS Collection Deadlines


the latest news from CEPi...

Released 4/11/14 -- CEPI has posted the following MSDS 2014-2015 school year resources:

MSDS main Web page
2014-2015 Collection Component Matrix

MSDS Early Childhood Collection Web page
Fall 2014, Spring 2015 and End-of-Program (EOP) 2015 XML Schema
Fall 2014, Spring 2015 and EOP 2015 XML Sample File
Fall 2014, Spring 2015 and EOP 2015 Schema Summary

MSDS General Collection Web page
Fall 2014, Spring 2015 and End-of-Year (EOY) 2015 XML Schema
Fall 2014, Spring 2015 and EOY 2015 XML Sample File
Fall 2014, Spring 2015 and EOY 2015 Schema Summary

Student Record Maintenance Collection Web page
2014-2015 XML Schema
2014-2015 XML Sample File
2014-2015 Schema Summary

Teacher Student Data Link Collection Web page
2013-2014 EOY XML Schema
2013-2014 EOY XML Sample File
2013-2014 EOY Schema Summary

To view a specific file, click the appropriate collection name link above. The links are located in the "Technical Resources" section of each collection Web page.

The 2014-2015 MSDS Collection Details Manual is expected to be posted by April 17, 2014.

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Released 4/10/14 --  The following message is being sent to all MSDS users on behalf of MDE:

Spring MME, MI-Access and WIDA Accountable Students & Test Verification

Accountable Students & Test Verification for Spring 2014 MME and MI-Access will be available on the Secure Site April 23 – April 30, 2014. This process gives schools an opportunity to check student enrollment and exit records, demographic data, verify answer documents received and submit a reason a student did not test. 

The Accountable Students portion for Spring 2014 WIDA will also be available April 23 – April 30, 2014. The Verification of Answer Documents and Verification of Not Tested screens for WIDA will be available May 14 – May 21, 2014. 

These functions are very important to ensure accurate accountability calculations and assessment reporting.  The Division of Accountability Services (previously the Bureau of Assessment and Accountability) will NOT accept appeals or issues for things that could have been fixed or reported during this process.

Below are some steps that you can do now to prepare for this process.

  • Identify and provide this information to the district person who submits the count day data to the Michigan Student Data System (MSDS) now. This is usually the district pupil accounting person. Remember, just because it is in your student data system does not mean it is in MSDS.

  • Assessment and accountability reporting will be taken from the student enrollment and demographic data from the Fall 2013 MSDS General Collection, Spring 2014 MSDS General Collection and Student Record Maintenance (SRM) submitted with an “as of date” on or before Thursday, March 20, 2014. This information comes from the district so you have the ability to check it now and make sure it is accurate. If you find an error in the MSDS, an SRM file can be submitted now to fix the student data. Remember, if it was an error in the spring 2014 MSDS General Collection, use the date of the collection (February 12, 2014) for the “as of date”.

  • Districts can start submitting SRM files now to update student enrollment, exits, and other demographic changes that occurred from the February 13 - March 20, 2014 for assessment and accountability purposes.

  • Ask teachers to provide a list of students who did not take one of the required MME or MI-Access days/content area assessments and the reason why. This will allow you to quickly identify which tests were not taken versus which ones may be missing. This information will also be needed to submit a reason why a student did not take one of the required tests. The Not Tested reason is used for accountability review for possible exemptions and for other federal reporting.

  • Make sure students that are receiving English learner services are identified in a LEP program in MSDS to ensure the WIDA test is not invalidated. Since all students that test must be pre-identified to obtain a barcode number, the Pre-ID Student Report can be used now to help identify those students that tested.

  • Students can be exited from an LEP program in MSDS as proficient; however, this will NOT eliminate the student from accountability calculations or the requirement of administering the WIDA to the student for this school year.

  • Make sure students that took the MI-Access are identified in MSDS in a special education program to ensure the MI-Access test is not invalidated.  Since all students that test must be pre-identified to obtain a barcode label, the Pre-ID Student Report can be used now to help identify those students that tested.

  • A “cheat sheet” is available on the Announcement page of the Secure Site  now and can also be located at http://michigan.gov/documents/mde/Accountable_Students_Directions_440818_7.pdf.  Make sure everyone who has a part in reviewing the student data, updating/correcting student data and reviewing and submitting answer document issues knows how to access the “cheat sheet”.

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Released 3/31/14 --  CEPI would like to remind you of the following important upcoming dates:

April through June 2014 Dates

Required deadlines

  • June 20 – STARR Collection submission deadline
  • June 30 – MSDS End of Year (EOY) Collection certification deadline
  • June 30 – REP EOY Collection submission deadline
  • June 30 – SID Collection submission deadline

 Window Closures

  • April 2 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for April 4 Direct Certification Report refresh
  • April 30 – SRM window for submitting Spring 2014 assessment updates closes at 5 p.m. EST (“As of Date” must be between 2/12/2014 and 3/20/2014 to be used by DAS for assessment and accountability reporting)
  • May 1 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for May 6 Direct Certification Report refresh
  • June 13 – IHE Request for UIC window closure

Informational Items

  • April 1 – REP EOY Collection opens
  • April 1 – SID Collection opens
  • April 1 – IHE Request for UIC opens
  • April 2 – Spring 2014 DS4061 available for editing by ISD/State auditors
  • April 4 –Direct Certification Report refreshed
  • May 1 – (Tentative) MSDS End of Year General Collection opens
  • May 1 – (Tentative) 2014 Early Roster Window opens
  • May 1 – (Tentative) 2013-2014 School Year TSDL Window opens
  • May 1 – Last Student Data Pull from MSDS to BAA for Spring 2014 Assessments
  • May 6 – Direct Certification Report refreshed
  • May 19 – STARR collection opens

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Released 3/04/14 -- CEPI would like to remind you of the following important MSDS dates:

March through May 2014 Dates

  • March 4 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for March 7 Direct Certification Report refresh
  • March 5 – Early Childhood End of Program 2014 Collection opens
  • March 5 – Spring 2013 General Collection data quality snapshot
  • March 7 – Direct Certification Report refreshed
  • March 19 – Spring 2014 General Collection submission deadline
  • March 19 – Fall 2013 FTE Audit window deadline (24 weeks after Fall count day)
  • March 20 – Department Accountability Services (DAS) "As of Date" for Spring assessments
  • March 26 – Spring 2014 General Collection certification window closes at 11:59 p.m. EST
  • March 27 – 31 (Tentative) MSDS offline for system maintenance

 

  • April 1 – Spring 2014 DS4061 available for editing by ISD/State auditors
  • April 1 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for April 4 Direct Certification Report refresh
  • April 4 – Direct Certification Report refreshed
  • April 30 – SRM window for submitting Spring 2014 assessment updates closes at 5 p.m. EST (“As of Date” must be between 2/12/2014 and 3/20/2014 to be used by DAS for assessment and accountability reporting)

 

  • May 1 – (Tentative) MSDS End of Year General Collection opens
  • May 1 – (Tentative) 2014 Early Roster Window opens
  • May 1 – (Tentative) 2013-2014 School Year TSDL Window opens
  • May 1 – Last Student Data Pull from MSDS to BAA for Spring 2014 Assessments
  • May 1 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for May 6 Direct Certification Report refresh
  • May 6 – Direct Certification Report refreshed

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Released 2/26/14 --  CEPI has released 2013 state, district, and building graduation and dropout rates and these data are now available in MI School Data (https://www.mischooldata.org). You are now free to use these rates publicly.

To access the 4-year (2013), 5-year (2012) and 6-year (2011) Cohort District Graduation and Dropout Rates, please follow these steps:

  • Log in to MI School Data at https://www.mischooldata.org/ (the login button is on the upper left-hand side of the landing page) using your user name and password.
  • Click on the “Student Counts” link on the left-hand side.
  • Click on the “Grad/Dropout Rate” tab in the center of the page.
  • Choose the ISD and district you wish to review.
  • Once selected, further filter the data using the “Report Settings” selections.
  • New this year – graduation and dropout student detail (in addition to the rates) are now available in MI School Data. To access the student detail, click on the desired section of the bar graph OR click the “Student Breakdown” radio button.

To view suppressed data or student detail, you must be a MI School Data authorized user for your entity and be logged in to the site. Please note:

  • If you have an existing MI School Data (or Data for Student Success) user name and password, you should already have access to the site. However, you may need to contact your intermediate school district (ISD) or local user administrator to secure a “preview role” which is needed for access to the graduation and dropout rates.
  • If you do not already have access to MI School Data, please contact your ISD or local user administrator for access to the site and to request access to graduation and dropout rates.
  • Authorized GAD application users will also be able to view graduation and dropout student detail in addition to the rates in the GAD application (https://cepi.state.mi.us/GradDrop/). Please be advised that, beginning in January 2015, final graduation and dropout student detail/rates will ONLY be available in MI School Data.

Documentation on how the rates are calculated, frequently asked questions and links to federal regulations for calculating the rates can be found in the Support Documents section of the following Web page: http://www.michigan.gov/cepi/0,4546,7-113-21423_30451_51357---,00.html.
 
If you have any additional questions regarding MI School Data, please contact the MI School Data Help Desk at helpdesk@misd.net.

For any other questions, please send an email message to CEPI@michigan.gov or call 517-335-0505 and select option 3. Please provide your name, district code and district name (if applicable), the CEPI application name, your telephone number (including area code and extension), your email address and your specific questions.

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Released 2/24/14 --  The D/CH Application is currently open for the 2013-14 school year. The reporting of instructional days and hours is mandated by Section 101 of the State School Aid Act (MCL 388.1701), and must be completed by all districts no later than July 15, 2014.

The application will remain open to district users through July 15, 2014. After that, intermediate school district users will have until August 1, 2014 to review and certify the report.  We encourage district users to complete their submission as soon as possible after the school year ends, leaving ample time for corrections to be submitted as identified by the intermediate school district users.

CEPI's Help and Support page at http://www.michigan.gov/cepi/0,4546,7-113-64126---,00.html includes links to security forms, application timelines, manuals and FAQs, and other resources. Questions regarding the application should be directed to CEPI customer support at cepi@michigan.gov, or by calling 517-335-0505, option 3. Users with application questions can also refer to the Days and Clock Hours User's Guide located at http://mi.gov/cepi/0,1607,7-113-986_10485---,00.html in the "EEM Help" section of the page.
 
Questions regarding the State School Aid Act, including the instructional day or hour requirement, forgiven time, or professional development hours, should be directed to Brian Ciloski at CiloskiB@michigan.gov, or by calling 517-373-3352.

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Released 2/20/14 --  The following memo from MDE was sent to ISD, LEA, and PSA Superintendents/Lead Administrators. CEPI is forwarding this message as a courtesy.

An important note is that the resubmission window for denied Section 25 requests has changed to Wednesday, March 12 at 11:59 p.m. The revised date allows ISD auditors to meet the legislated 24-week audit deadline (March 19).

As a reminder, districts are allowed to resubmit Section 25e requests that meet all of the following criteria:

  1. The request was previously denied by the ISD auditor.
  2. The ISD auditor requested that the district resubmit the request with corrected information.
  3. The initial request was submitted on or before February 11, 2014.
  4. The “As Of Date”, Enrollment Date, and “First Day in Attendance” are prior to February 12, 2014.

We apologize for any confusion or inconvenience caused by this date change. If you have questions about the resubmission window, please send an email message to CEPI@michigan.gov or call 517-335-0505 and select option 3. Please provide your name, district code and district name (if applicable), the CEPI application name, your telephone number (including area code and extension), your email address and your specific questions.

For questions regarding the memo or Section 25e legislation, contact Brian Ciloski in the MDE Office of State Aid and School Finance at 517-373-3352 or CiloskiB@michigan.gov.

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Released 2/4/14 -- CEPI would like to remind you of the following important MSDS dates:

February through April 2014 Dates

February 3 – Mid-Year TSDL Collection data quality snapshot
February 3 – Early Childhood Spring 2014 Collection data quality snapshot
February 4 – (Tentative) Spring 2014 General Collection opens
February 11 – Last day to submit Section 25 Requests via the SRM Collection
February 12 – Spring 2014 Supplemental Count Date
February 12 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for February 18 Direct Certification Report refresh
February 17 – Presidents Day – state offices closed
February 18 – Direct Certification Report refreshed
February 19 – Early Childhood Spring 2014 Collection certification deadline
February 26 – Mid-Year TSDL Collection certification deadline

March 4 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for March 7 Direct Certification Report refresh
March 5 – Early Childhood End of Program 2014 Collection opens
March 7 – Direct Certification Report refreshed
March 19 – Spring 2014 General Collection submission deadline
March 19 – Fall 2013 FTE Audit Deadline
March 20 – Bureau of Assessment and Accountability (BAA) "As of Date" for Spring assessments
March 26 – Spring 2014 General Collection certification deadline

April 1 – (Tentative) Spring 2014 DS4061 available for editing by ISD/State auditors
April 1 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for April 4 Direct Certification Report refresh
April 4 – Direct Certification Report refreshed
April 30 – SRM window for submitting Spring 2014 assessment updates closes at 5 p.m. EST (“As of Date” must be between 2/12/2014 and 3/19/2014 to be used by BAA for assessment and accountability reporting)

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Released 12/13/13 -- CEPI would like to remind you of the following important MSDS dates:

January 2014 through March 2014 Dates

January 1 –  New Year's Day holiday – state offices closed

January 2  –   Cutoff date for Early Roster (nonpublic schools only) and SRM  records to be included in the matching for January 7 Direct Certification Report refresh

January 7 –  Direct Certification Report refreshed

Mid-January –  Final graduation rates available for preview in the GAD Application

January 20 –  Martin Luther King, Jr. Day – state offices closed

February 4 – (Tentative) Spring 2014 General Collection opens

February 11 – Last day to submit Section 25 Requests via the SRM Collection

February 12 – Spring 2014 Supplemental Count Date

February 12 –  Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for February 18 Direct Certification Report refresh

February 17 – Presidents Day – state offices closed

February 18 – Direct Certification Report refreshed

February 19 – Early Childhood Spring 2014 Collection certification deadline

February 26 –  Mid-Year TSDL Collection closes

March 4 – Cutoff date for Early Roster (nonpublic schools only) and SRM records to be included in the matching for March 7 Direct Certification Report refresh

March 5 –  Early Childhood End of Program Collection opens

March 7 –  Direct Certification Report refreshed

March 19 –  Spring 2014 General Collection submission deadline

March 19 – Fall 2013 FTE Audit Deadline

March 26 – Spring 2014 General Collection certification deadline

Please refer to the CEPI website (www.michigan.gov/cepi) for more information about MSDS collections. Information on state holidays is available at the Official Holidays page on the State of Michigan website (http://www.michigan.gov/som/0,1607,7-192-29938-90605--,00.html).

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Released 12/5/13 --  Beginning December 13, 2013, the CEPI listserv provider is changing. You should not need to do anything except be aware that your email notifications will be coming from a different service, and to watch for a welcome email that confirms you have been transitioned to the new service on December 13.

Current authorized users. If you are an authorized user of any CEPI data collection applications (E-TRANSCRIPT, FID, MSDS, REP, SID or STARR) with a secure login, you will continue to receive official notices from CEPI and don’t need to sign up for our new GovDelivery mailing list.

Not an authorized user. If you are NOT an authorized application user but were a subscriber to any of the application listservs as of December 13, you will continue to receive official notices from CEPI as a GovDelivery subscriber.

These notices will come from CEPI@govsubscriptions.michigan.gov, and will be one-way notifications you will not be able to reply to.

MSDS and REP discussion groups. The REP and MSDS listservs will continue as email discussion groups. If you are a listserv subscriber as of December 13, we will provide your email address to Macomb ISD and your subscription will continue as before. CEPI thanks Macomb Intermediate School District for offering to host this service.

These discussion group emails will come from MSDS@mischooldata.org or REP@mischooldata.org; your replies to these emails will be sent to discussion group subscribers as before.
 
Details about the new service, including links for changing your subscriptions, can be found on the CEPI website.

As always, we thank you for your continued support as we implement this change.

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Released 11/27/13 --  December 2013 through February 2014 Dates

December 2 – BAA populates Spring 2014 assessment Pre-ID (no district action needed)*

December 4 – Direct Certification Report refreshed

December 6 –  SRM window for submitting Fall 2013 assessment updates closes at 5 p.m. EST ("As of Date" must be between 10/2/2013 and 10/25/2013 to be used by BAA for assessment and accountability reporting)

December 6 – 2012-2013 Exit Status Audit window closes at 11:59 p.m. EST

December 9 – (Tentative) 2013-2014 Mid-Year TSDL Collection opens

December 9 – Calculation of final graduation and dropout rates begin (no district action needed)

December 24-25  –  Christmas holiday – state offices closed

December 31 – New Year's Eve holiday – state offices closed


January 1 – New Year's Day holiday – state offices closed

January 2  – Cutoff date for Early Roster (nonpublic schools only), SRM and Fall 2013 General Collection records to be included in the matching for January 7 Direct Certification Report refresh

January 7 – Direct Certification Report refreshed

Mid-January – Final graduation rates available for preview in MI School Data Portal

January 20 – Martin Luther King, Jr. Day – state offices closed

February 4 – (Tentative) Spring 2014 General Collection opens

February 11 – Last day to submit Section 25 Requests via the SRM Collection

February 12 – Spring 2014 Supplemental Count Date

February 17 – Presidents Day – state offices closed

February 19 – Early Childhood Spring 2014 Collection closes

February 26 –  Mid-Year TSDL Collection closes

*BAA uses certified MSDS Fall General Collection data to pre-identify students in the BAA Secure Site for spring assessments. K-12 students flagged as limited English proficient are pre-identified for the English Language Proficiency Assessment, and all students in grade 11 are pre-identified for the Michigan Merit Examination (MME). If MI-Access is appropriate, the student's test type will need to be updated in the BAA Secure Site from MME to MI-Access. New students can also be added directly through the BAA Secure Site; however, please be aware that unique identification codes are now required to pre-identify students in the BAA Secure Site. The MSDS Early Roster Collection is not used for spring pre-ID; therefore, no district action is required in MSDS for Spring 2014 assessment pre-ID.

For more information on the BAA, please go to: http://www.michigan.gov/baa.

Please refer to the CEPI website (www.michigan.gov/cepi) for more information about MSDS collections. Information on state holidays is available at the Official Holidays page on the State of Michigan website (http://www.michigan.gov/som/0,1607,7-192-29938-90605--,00.html).

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Released 11/25/13 -- In preparation for the 2013-2014 TSDL Mid-Year Collection, our technical staff will be moving the 2012-2013 TSDL Collection data from the MSDS application to our data archive. This move will occur on or after December 20, 2013. After the data are moved, you will no longer be able to print TSDL-related reports for the 2012-2013 school year or access the collection through MSDS.

If you wish to retain a copy of your TSDL data for 2012-2013, download and save your Teacher Student Data Link 2012-2013 Collection. You may also wish to save copies of your TSDL certified reports. Keep in mind that your data download file and reports may contain confidential information. These data and reports should be downloaded and retained in a secure location before December 20.
 
As you are preparing for the 2013-2014 Mid-Year TSDL Collection, please remember to run the Migrant Eligible Report from the MSDS Mid-Year TSDL Collection Staging area as this will provide you with the students that must be reported within this collection. All other non-migrant students may be reported but are not required to be reported.

Information on the upcoming 2013-2014 Mid-Year TSDL Collection can be found on our website at http://www.mi.gov/cepi/0,1607,7-113-986_50502_57560---,00.html. This year's collection open date is targeted for December 9, 2013. Additional information will be posted on our website or emailed to MSDS authorized users as it becomes available.

If you have any questions, please send an email message to CEPI customer support at CEPI@michigan.gov or call 517-335-0505 and select option 3. Please provide your name, telephone number (including area code and extension), district code and district name (if applicable), your email address and your specific questions.

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Released 10/31/13 -- CEPI and the Michigan Department of Education use Supplemental Nutrition Eligibility (SNE) data submitted in the Fall 2013 General Collection for multiple state and federal reports and to determine funding allocations for several state and federal grants for 2014-2015. 

You must submit the SNE Component as part of the record for each student who was enrolled on the legislated fall pupil membership count date (October 2, 2013) and has been determined to be eligible for free milk or free/reduced-price meals for the 2013-2014 school year.. Districts may continue to collect applications and determine eligibility status until the collection certification deadline (11/13/2013) for students actively enrolled on count day. Participation is not a requirement for eligibility. Neither the attended school nor the student has to participate in the national school lunch, school breakfast and/or special milk program for the student to be found eligible.

Please work with your district's Food Services staff to ensure the data captured by the point of sale system, your local student information system, and the data submitted in the MSDS Fall 2013 General Collection match. A new report (Economically Disadvantaged Students) is available in the MSDS and provides summary and student-level information for students who are directly certified, migrant eligible, or reported in the MSDS Fall General Collection as homeless eligible and/or eligible for free or reduced-price milk or meals.

The Fall 2013 General Collection will close at 11:59 p.m. EST, November 13, 2013. The Certification Status for your district's collection must be "Written to Queue – Available for Certification," "Processing Certification" or "Certified" by this deadline. Remember, your file must be error-free and you must successfully complete the Quality Review process before the system will allow you to certify.

For more information about reporting SNE data in the MSDS, please refer to the SNE Component section of the MSDS Collection Details Manual (beginning on page 421).

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Released 10/29/13 -- CEPI would like to remind you of the following important MSDS dates:

November 2013 through January 2014 Dates
 

  • November 3 -        MSDS Server maintenance 6 a.m. to noon EST with intermittent outages
  • November 4 –       Direct Certification Report refreshed
  • November 6 –       Fall 2013 General Collection submission deadline
  • November 11 –     Veterans Day – state offices closed
  • November 13 –     Fall 2013 General Collection certification deadline (closes at 11:59 p.m. EST)
  • November 13 –     Early Childhood Fall 2013 Collection certification deadline (closes at 11:59 p.m. EST)
  • November 15 –     2012-2013 Audit Narrative deadline
  • November 16-20 –(Tentative) MSDS offline for System Maintenance
  • November 20 –     (Tentative) Fall 2013 DS4061 available for adjusting by ISD/State Auditors
  • November 20 –     (Tentative) Districts may begin submitting Section 25 requests via the SRM Collection
  • November 20 –     Accountable Students and Test Verification report available for review on BAA Secure Site through 5 p.m. EST on November 27
  • November 27 –     (Tentative) Early Childhood Spring 2014 Collection opens
  • November 27 –     SRM window for submitting Fall 2013 assessment updates closes at 5 p.m. EST ("As of Date" must be between 10/2/2013 and 10/25/2013 to be used by BAA for assessment and accountability reporting)
  • November 27 –     Cutoff date for Early Roster (nonpublic schools only), SRM and Fall 2013 General Collection records to be included in the matching for December 4 Direct Certification Report refresh
  • November 28-29 –Thanksgiving holiday – state offices closed

 

  • December 2 –       BAA populates Spring 2014 assessment Pre-ID (no district action needed)*
  • December 4 –       Direct Certification Report refreshed
  • December 6 –       2012-2013 Exit Status Audit window closes at 11:59 p.m. EST
  • December 8 -        MSDS Server maintenance 6 a.m. to noon EST with intermittent outages
  • December 9 –       (Tentative) 2013-2014 Mid-Year TSDL Collection opens
  • December 9 –       Calculation of final graduation and dropout rates begin (no district action needed)
  • December 24-25 –Christmas holiday – state offices closed
  • December 31 –     New Year's Eve holiday – state offices closed

 

  • January 1 –           New Year's Day holiday – state offices closed
  • January 2  –          Cutoff date for Early Roster (nonpublic schools only), SRM and Fall 2013 General Collection records to be included in the matching for January 7 Direct Certification Report refresh
  • January 7 –           Direct Certification Report refreshed
  • Mid-January –      Final graduation rates available for preview in MI School Data Portal
  • January 20 –         Martin Luther King, Jr. Day – state offices closed

*BAA uses certified MSDS Fall General Collection data to pre-identify students in the BAA Secure Site for spring assessments. K-12 students flagged as limited English proficient are pre-identified for the English Language Proficiency Assessment, and all students in grade 11 are pre-identified for the Michigan Merit Examination (MME). If MI-Access is appropriate, the student's test type will need to be updated in the BAA Secure Site from MME to MI-Access. New students can also be added directly through the BAA Secure Site; however, please be aware that unique identification codes are now required to pre-identify students in the BAA Secure Site. The MSDS Early Roster Collection is not used for spring pre-ID; therefore, no district action is required in MSDS for Spring 2014 assessment pre-ID.

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Released 10/23/13 -- The Center for Educational Performance and Information (CEPI) has released a new report in the MSDS that allows authorized users to better verify students who make up their district’s economically disadvantaged subgroup. The report (Economically Disadvantaged Students) provides summary and student-level information for students who are directly certified, migrant eligible, or reported in the MSDS Fall General Collection as homeless eligible and/or eligible for free or reduced-price milk or meals.

The Michigan Department of Education (MDE) uses free/reduced-price milk/meal eligibility data reported in the MSDS Fall General Collection to calculate awards for federal and state grants. The MDE and CEPI also use these data to determine economically disadvantaged subgroups for reporting purposes. Therefore, it is critical that your district’s food and nutrition staff, homeless liaison, migrant liaison and assessment coordinator review this report before certifying the Fall General Collection.

For more information on how to report these data in the MSDS, please refer to the SNE Component section of the MSDS Collection Details Manual (beginning on page 421). If you have further questions, please send an email message to CEPI@michigan.gov or call 517-335-0505 and select option 3. Please provide your name, district code and district name (if applicable), the CEPI application name, your telephone number (including area code and extension), your email address and your specific questions.

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Released 10/9/13 -- The purpose of this communication is to help districts accurately report data on students with an Individualized Education Program (IEP) in the Fall Michigan Student Data System (MSDS) collection. Please note the following:

Certificates of Completion

If a district chooses to award Certificates of Completion for students with an IEP who are exiting public education, and if a given student meets whatever local criteria exist for that Certificate of Completion, the district may report exit Code “20” in the District Exit Status Characteristic. There are not state or federal guidelines regarding Certificates of Completion. It is entirely a local decision about whether to award them and if so, with what criteria.

Please note that the Certificate of Completion exit code is only to be used when a student is leaving public education. If the student is moving from a high school to a public school transition program, please do not use Code 20.
 

  • If the student will participate in a transition program in the same district s/he has been attending, use Code 19, “Expected to continue in the same school district”.

  • If the student will participate in a transition program in another district, use Code 08, “Enrolled in another public school district in Michigan”.

Initial IEP Completion Date

A new characteristic, Initial IEP Completion Date, has been added to the Initial IEP Component. This characteristic enables the Michigan Department of Education, Office of Special Education, to determine when a student became eligible for special education programs and/or services. The completion of an initial IEP is the date on the notice of the offer of a free appropriate public education (FAPE). If a student who is not currently eligible for special education programs and/or services is evaluated for special education eligibility, this date must be reported.

If you have any questions, please contact Darren Warner at (517) 241-0786, or via email at warnerd@michigan.gov.

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Released 10/4/13 -- CEPI is pleased to announce that a new report is now available in the MSDS that allows users to better verify students who make up their district’s economically disadvantaged subgroup. An “Economically Disadvantaged Students” report has been added to the General Reports menu and provides summary and student-level information for students who are Directly Certified, Migrant Eligible, reported as Homeless Eligible and/or reported as eligible for free or reduced-price milk or meals. This report, which runs on Staging Area or Certified data, is only available to users with a Supplemental Nutrition role.

As noted in the SNE Component section of the MSDS Collection Details Manual (beginning on page 421), these students make up your district’s economically disadvantaged subgroup which is used in multiple state and federal reports. Therefore, it is critical that your district’s food and nutrition staff, homeless liaison, migrant liaison and assessment coordinator be involved in the review of the SNE reports for the Fall General Collection data before certifying the collection.

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Released 10/1/13 -- With the start of the new school year, CEPI has received many requests for new Unique Identification Codes (UICs). We wanted to address three of the most common questions we received regarding requests for new UICs.

1. I searched for my student and s/he wasn't found, so I asked for a new UIC. Where is it?

When requesting a new UIC for a student using the Student Search function, what you are doing is adding that student record to your collection (generally the Request for UIC Collection). For students who are new to the Michigan public school system, this will usually result in a UIC being generated. However, it is possible the record may require resolution. Please open your collection in the data staging area to resolve your record.
 

2. I resolved a record and requested a new UIC. How long will this take?

You can review the status of your UIC requests by clicking the "Manage Requests" button on the left side of the screen, then clicking the "Manage Requests for UIC" link. After a user resolves a record and requests a new UIC, that request must be reviewed by CEPI. Please allow at least two business days to process your request. If your request still has not been processed, please send an email message to CEPI customer support at cepi@michigan.gov.


3. Why was my request denied?

Denial notes should display both in the staging area and in the Manage Requests for UIC area. The most common denial note states:

Is this student from a nonpublic school or just transferred from another state? If this student has always lived in Michigan and has previously attended public school, s/he should already have a UIC. More information is needed before a new UIC is created.

Unless a student is new to the public school system in Michigan, he or she should already have a UIC in the Michigan Student Data System. When resolving and requesting a new UIC, please use the "UIC Request Comments" to explain why this student does not already have a UIC: generally because the student is transferring from a nonpublic or out-of-state school, or else the student is a new preschool/kindergarten student.

 If you have questions, please send an email message to CEPI@michigan.gov or call 517-335-0505 and select option 3. Please provide your name, district code and district name (if applicable), the CEPI application name, your telephone number (including area code and extension), your email address and your specific questions.

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Released 9/24/13 -- System maintenance is complete and MSDS is back online. If you try to log on and receive a message that MSDS is still down for maintenance, please close all of your Internet windows, then go to https://sso.state.mi.us/ and try again. This should clear any cached information and allow you to access the system.

The following collections are now available for use in the MSDS. We have listed important items and revisions below.

Fall 2013 General Collection

Important Dates:

  • Fall 2013 count date: October 2, 2013
  • Fall 2013 General Collection submission deadline: November 6, 2013
  • Fall 2013 General Collection certification deadline: November 13, 2013

Adult Ed Component:  A new characteristic (Eligibility Exception) was created to collect additional eligibility criteria. These criteria (MCTI, Permanently Expelled) were previously listed as Adult FTE Program codes. New business rules were created to ensure data in this collection are from the appropriate reporting periods and to disallow reporting of FTE for students not enrolled on the applicable count day.

Homeless Demographics Component: A warning will be issued if a student was reported as homeless in the previous collection within the same school year, but not reported as homeless in the current collection.

Initial IEP Component: A new characteristic (Initial IEP Completion Date) was added.

Initial IFSP Component: A new characteristic (Initial IFSP Date) was added.

Part C Transition Component – RETIRED. SEA Notification and LEA Notification characteristics are now in the new Part B Referral Component. The Transition IFSP and Transition Conference characteristics are now in the Early On Component.

A new Part B Referral Component was created to collect data related to a child transitioning from Part C to Part B.

Special Education Component: If a student was reported as continuing in Special Education in the previous collection within the same school year by another district, but not reported with the Special Education Component in the current collection, a warning will be issued. An error will be issued if the same district previously reported the student as continuing in Special Education and omitted the Special Education Component in the current collection.

Title III LEP Component: A warning will be issued if a student was reported as LEP eligible (and not exited) in the previous collection within the last 12 months, but not reported as LEP eligible in the current collection.

Fall 2013 Early Childhood Collection

Important Dates:

  • Reporting Period: Beginning of program year – October 31, 2013
  • Collection Open: September 23 – November 13, 2013
  • Certification Deadline: November 13, 2013

The Great Start Readiness Program (GSRP) age requirement has changed. Children must be less than 5 years old on November 1, 2013 and they must be greater than or equal to 4 years of age on December 1, 2013 to qualify for GSRP participation. The fall business rule (171.193.1) related to this new age requirement has been changed to trigger a warning message instead of an error message. The rule will be rewritten for the Spring 2014 Early Childhood Collection.

Data may now be reported for children participating in the Section 32p Early Childhood Block Grant.

Data may no longer be reported for the Even Start Family Literacy Program.

The Part-Day Home Based and All-Day Alternate Day Delivery Schedules may no longer be reported.

Limited English Proficient (LEP) eligible children reported in this collection may no longer be reported under Section 41 – Pupils of Limited English Ability.

The Program Participation Component should be submitted for any immigrant child reported in this collection.

The Funding Type should be reported as code 01 (Formula) for GSRP.

When children are reported indicating the "School Based" Delivery Method, a school/facility code must be reported.

NOTE:  Children reported in the GSRP/Head Start Blended Program would count toward meeting your Part-Day slot allocation award but would be submitted with the School-Day Delivery Schedule. The other half day of services may be funded by Head Start.

 2013-2014 Student Record Maintenance Collection

The Section 23a Component has been added to allow districts to claim one-twelfth of FTE for each month that an eligible student was enrolled in a qualifying Dropout Recovery Program.

The Section 25 Component has been added to allow districts to voluntarily request a pro-rated transfer of FTE for students who were eligible for FTE on the Fall Pupil Membership count date and transferred to their district between the Fall and Spring count dates.
 

A comprehensive list of revisions made to the MSDS data collections for the 2013-2014 school year can be found by going to http://www.michigan.gov/cepi/0,4546,7-113-986_50502-304687--,00.html and clicking on the “2013-2014 School Year Revisions” link (second bullet, below Table of Contents).

The following system enhancements were included:

  • The Adult Ed Alpha List report was modified to accommodate the new Eligibility Exception characteristic.
  • The Discipline and Consequence Summary report was modified to accommodate the ability for Incident Types to be reported multiple times per incident.
  • A new Early On Assessment Roster staging/certified report has been created and provides an alphabetical listing of students reported with the Part C Assessment Component.
     

The following system problems were fixed:

  • Cohort Student List report – The Exit Status, Exit Reason and Exit Date column now appear correctly.

The MSDS Report List spreadsheet has been updated as a result of the report enhancements (http://www.michigan.gov/documents/cepi/MSDS_reports_380930_7.xls).

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Released 9/12/13 -- The Graduation Rate Appeals Window in the Michigan Student Data System (MSDS) will be closing at 11:59 p.m. EDT on Wednesday, September 18, 2013.

This appeal window is your final opportunity to review and correct the data used to calculate your graduation rate in advance of rate publications.

  1. Review the appealable graduation and dropout rates for your district and high school buildings in the Graduation and Dropout Application (GAD).

  2. Review the 2013, 2012 and 2011 Cohort Student List report in the MSDS.
     
    Use the Student Record Maintenance (SRM) Collection to submit any data corrections or updates for students who exited in the 2012-2013 school year. In order for students to be considered “on-time graduates,” the “As Of Date” and “District Exit Date” for the student records must be on or before August 31, 2013. Data must be certified no later than 11:59 p.m. EDT on September 18, 2013.

    Only your intermediate school district (ISD) auditor can make exit status updates for students who exited prior to the 2012-2013 school year, as these data have been previously audited. Submit proper documentation to your auditor and s/he will submit an audit finding when the GAD Application opens in October for the exit status audit.

  3. Submit any necessary Primary Education Providing Entity (PEPE) change requests. Please note that there must be corresponding submission records to support the request (e.g., PEPE changes cannot be approved for entities that have never reported the student).

  4. Submit any necessary cohort change requests. 

    If you reported a student with an incorrect grade during the 2012-2013 school year that placed the student in the wrong cohort year, there MUST be corresponding submission records to support the request (i.e., the student must be reported in the correct grade in at least one certified collection).

  5. Submit any necessary Unique Identification Code (UIC) linking requests.

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Released 9/3/13 -- CEPI would like to remind you of the following important MSDS dates:

September through November Dates


  • September 1 –       Records created prior to July 1, 2013 will be removed from the Request  for UIC and BAA Request for UIC Collections
  • September 2 –       Labor Day – state offices closed
  • September 3 –       Direct Certification Report refreshed
  • September 11 –     Cutoff date for Early Roster records to be included in the matching for September 16 Direct Certification Report refresh 
  • September 12 –     Deadline to submit optional 2013 Early Roster Collection to request barcode labels for fall 2013 MEAP, MEAP-Access and MI-Access assessments
  • September 16 –     Direct Certification Report refreshed
  • September 18 –     (Optional) Student Record Maintenance (SRM) Collection closes at 11:59 p.m. EDT for Graduation Rate Appeals
  • September 18 –     GAD Application closes at 11:59 p.m. EDT for review of appealable graduation and dropout rates
  • September 19-25 – MSDS offline for system maintenance and school year rollover (tentative)
  • September 25 –     (Optional) SRM Collection opens for the 2013-2014 school year (tentative)
  • September 25 –     Fall 2013 General Collection opens (tentative)
  • September 25 –     Early Childhood Fall 2013 Collection opens (tentative)

 

  • October 2 –           Fall Pupil Membership Count Date
  • October 2 –           Cutoff date for Early Roster and SRM records to be included in the matching for October 7 Direct Certification Report refresh
  • October 7 –           Direct Certification Report refreshed
  • October 21 –         Auditable graduation and dropout rates available for review in the GAD Application (tentative)
  • October 21 –         2012-2013 Exit Status Audit window opens in the GAD Application (tentative)
  • October 25 –         Bureau of Assessment and Accountability (BAA) "As of Date" for fall assessments
  • October 31 –         Cutoff date for Early Roster and SRM records to be included in the matching for November 4 Direct Certification Report refresh

 

  • November 4 –       Direct Certification Report refreshed
  • November 6 –       Fall 2013 General Collection submission deadline
  • November 11 –     Veterans Day – state offices closed
  • November 13 –     Fall 2013 General Collection certification deadline
  • November 13 –     Early Childhood Fall 2013 Collection certification deadline
  • November 15 –     2012-2013 Audit Narrative deadline
  • November 19 –     Fall 2013 DS4061 available for adjusting by ISD/State Auditors
  • November 20 –     Accountable Students and Test Verification report available for review on BAA Secure Site through 5:00 p.m. EST on November 27
  • November 27 –     Early Childhood Spring 2014 Collection opens (tentative)
  • November 27 –     Last day to submit SRM Fall 2013 assessment updates ("As of Date" must be between 10/2/2013 and 10/25/2013 to be used by BAA for their roster files)
  • November 28-29 –Thanksgiving holiday – state offices closed

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Released 7/22/13 -- The Graduation Rate Appeals Window is now open in the MSDS through Wednesday, September 18, 2013.

This appeals window is your final opportunity to review and correct the data used to calculate your graduation rate in advance of rate publications.


District Action in the MSDS:

Review 2013, 2012 and 2011 cohort status reports reflecting EOY 2013 final dispositions in the MSDS.

Use the Student Record Maintenance (SRM) Collection to submit corrections or updates for the calculation of four-year, five-year and six-year rates.

Ensure that you have reported all of your end-of-summer graduates if they were not reported in the EOY 2013 General Collection. In order for students to be considered “on-time graduates,” the “As Of Date” and “District Exit Date” for the student records must be on or before August 31, 2013. Data must be certified no later than 11:59 p.m. EDT on September 18, 2013.

If a student was erroneously submitted as a graduate, submit an SRM record using an As Of Date that matches the Exit Date on the graduating record that was submitted in MSDS. 

Only your ISD auditor can make exit status updates for students who exited prior to the 2012-2013 school year, as these data have been previously audited. Submit proper documentation to your auditor and s/he will submit an audit finding when the GAD Application opens in October for the exit status audit.

Submit any necessary student UIC linking requests.

Submit any necessary PEPE change requests. Please note that there must be corresponding submission records to support the request (e.g., PEPE changes cannot be approved for entities that have never reported the student).

Submit any necessary cohort change requests. 

If you reported a student with an incorrect grade during the 2012-2013 school year that placed the student in the wrong cohort year, there MUST be corresponding submission records to support the request (i.e., the student must be reported in the correct grade in at least one certified collection).

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Released 6/3/13 -- CEPI would like to remind you of the following important MSDS dates:

June through August Dates

June 13            EOY 2013 General Collection data quality snapshot

June 17-21       EOY 2013 General Collection data quality notices emailed


July 1               EOY 2013 General Collection certification deadline (closes at 11:59 p.m. EDT)

July 1               SRM 2012-2013 Collection closes at 11:59 p.m. EDT

July 1               Last day to download collection data and reports for the Fall 2011 General, Spring 2012 General, EOY 2012 General, SRM 2011-2012, EC Fall 2011, EC Spring 2012, and EC EOP 2012 Collections.

July 2               Data from above collections to be archived and removed

July 2-3           MSDS offline for system maintenance

July 2               TSDL Data Quality Snapshot

July 4               Independence Day – State offices closed

July 22             SRM Collection re-opens for Graduation Rate Appeals Window only

July 25             (Optional) Deadline to report assessment pre-identification data for pre-printed answer documents in the Early Roster Collection

July 25             Cutoff date for Early Roster records to be included in matching for August 5 initial Direct Certification Report for the 2013-2014 school year

July 31             Audit Deadline for Spring 2013 Count


August 5         Initial Direct Certification Report released

August 8         TSDL Data Quality Snapshot

August 14       Cutoff date for Early Roster records to be included in matching for August 19 Direct Certification Report refresh

August 19       Direct Certification Report refreshed

August 12-19  TSDL Data Quality notices mailed

August 21       Early Childhood Certification Deadline (closes at 11:59 p.m. EDT)

August 27       TSDL Certification Deadline (closes at 11:59 p.m. EDT)

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    Amy McIntosh, Pupil Auditor

    Mecosta-Osceola ISD
    amcintosh [AT] moisd [DOT] org
    231.592.9609

    important resources

    External LinkCEPI

    External Link2013-14 MSDS Collection Manual

    External LinkMDE Pupil Accounting Manual

    External LinkAdult Ed Pupil Accounting Manual  

    External LinkPupil Accounting Administrative Rules

    External LinkHomeless/McKinney-Vento

    External LinkRecords Retention Schedule

    External LinkMichigan Pupil Accounting and
    Attendance Association


    External LinkImpact of Exit Codes

    External LinkOffice of State Aid and School Finance

    External LinkState School Aid Updates

    External LinkTeacher Student Data Link

    External LinkMSBO

    External LinkBest Practices Guide to MSDS

    External LinkNew User Toolkit

    PDF DocumentMSDS District User Manual

    PDF DocumentUsing MSDS Reports

    Applications

    External LinkMichigan Student Data System (MSDS)

    External LinkGraduation and Dropout (GAD)

    External LinkEasyIEP

    External LinkMacomb (MISD) Error Checking Program

    crdc 2013-14

    The Office of Civil Rights (OCR) is in the planning stages of another Civil Rights Data Collection (CRDC) for 2013-14. The proposed 2013-14 and 2015-16 CRDC are expected to be universal collections in which every public school and school district in the country will be selected to participate. The CRDC 2013-14 window is expected to open at the end of this school year and close in winter 2014. Local districts are encouraged to begin collecting data late this fall. Watch this space for more information throughout the year.

    Word DocumentCRDC FAQ Proposed Changes

    Word DocumentCRDC Important Information

    Word DocumentCRDC Proposed, Continuing, New, Dropped Data Elements

    Word DocumentCRDC Overview

    Word DocumentCRDC Data Groups

    Word DocumentCRDC Data Categories

    Word DocumentCRDC Directional Indicators

    PDF DocumentSkyward CRDC Checklist 10/2013