Early On Data Webinar

May 2, 2013

Presented byAllan Knapp, PhD

Michigan Part C Data ManagerEarly On Training and Technical

Assistance

Starter News Item

A math teacher was arrested at the airport

yesterday with a compass, protractor,

and calculator –

weapons of math instruction.05/02/2013 EOTTA Data Webinar 2

Today’s ContentsResource RemindersNew Formula Allocation calculationsStatus of Fall Collection updatesBrief Look at MSDS Information on webMSDS End Of Year InformationNew MSDS fields coming in FALL 2013Question and Answer interspersed and at

the end

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Data Related Topics To Be Covered in Future Webinars

1. OSEP Part C Regulations (SEA Notification)

2. Public Reporting3. Using MSDS for Indicators 1, 7, and 84. Using MSDS for Assessment Data

(Wayne State University grant)5. Fall 2013 MSDS Collection update6. Reporting Homeless Information7. Destruction of old electronic information

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Data Group Listserv - reminderThe listserv uses Yahoo Groups; all you

need to do is check “listserv only”To join, you need to be invited; for an

invitation, send an email to Allan Knapp allangknapp@gmail.com or call ◦(517) 485-8181

If you received an email from the listserv on Tuesday, April 30, then you are effectively on the listserv

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New Data ProfilesGo to www.earlyondata.comThe exit count has confused some. The

Data Profile count includes MICIS June exits and MSDS Fall exits, for the 12 months from 10/4/11-10/3/12. The Profile count does not match either collection count. In the future it will be the sum of exits from the last two collections.

The Fall 2012 portraits will be finalized shortly.

The End Of Year 2013 portraits should be available in September.

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FERPA rules for Data It is a potential FERPA violation to

send a child’s name or other identifying information in an open email.

You can say a child’s name in a phone call

You can encrypt (require a password to view) a Word or Excel file and attach the file to an email.

A free WinZip trial is available athttp://www.winzip.com/downwz.htm

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Formula Allocation Birth Counts - METHOD

We have always used MDCH birth counts by COUNTY. Previously, we added counts together for multi-county SERVICE AREAS (e.g. Char-Em)

The State Demographer compared federal CENSUS population counts for counties and Service Areas, at the street address level. He developed ratios to apply to current and future county counts in order to calculate service area counts.

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Formula Allocation Birth Counts - RESULTS

The counts by Service Area are much more accurate because the boundary differences between County and Service Area lines are accounted for.

We will use the same RATIOS until the next census in 2020. The calculation of birth counts by Service Area will get a little fuzzier as the population shifts in coming years, but the changes should be small.

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Formula Allocation for 2013-14The new allocation method, approved by the

State Board on 2/12/13, will eliminate peer groups and use a natural logarithm calculation, which avoids big dollar jumps for some small count changes.

The final numbers won’t be known until US ED provides Michigan with it total federal allocation - in July. (Note: update received last week)

You can see the latest estimates(with sequestration impact) and discussion of new allocation at http://www.michigan.gov/documents/mde/2013-2014_Part_C_Tentative_Allocations_blast_memo_413968_7.pdf

(Just Google Michigan Early On and choose the state website. This document is half way down the page.)

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Fall 2012 Data Cleanup Issues and Results

Duplicate records for same childActive records from June 2012

MICIS collection not present in Fall 2012 MSDS collection

Missing Exit DataEnrollment Date after 10/3Unread Special Ed Component

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Duplicate Records for Same ChildOnce the MSDS collection is finished, CEPI

goes through an internal File Update process.CEPI then creates frozen data files, collectively

called the GSR (Good Student Record). These are good records, not evaluated students.

A file of data for all the GSR children with an EarlyOn component is sent to Early On.

We were able to identify duplicate records based on UIC. Most duplicates were due to clear reasons – multiple assessments or eligibilities. But some are a mystery. We will work with CEPI to examine the End Of Year collection and reporting more closely.

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June Records Missing In Fall CountOur initial submission to OSEP for 2012-13 Child

Count was much lower than previous years. We want to increase the count in time for the OSEP open window for corrections in May 2013.

By comparing the June 2012 MICIS Active count to the Fall 2012 MSDS file, we discovered 2060 “missing” records.

We asked Service Areas to review a spreadsheet of the June records in question and CONFIRM Active, Exited, or Not Reportable status

28 Service Areas reviewed the data and we were able to add >1740 records to the Fall 2012 cumulative count

Confirmed records will be added to the Data Profile counts. NOTE: If you confirmed any records in this process, please

add the records to your SIS so they can be submitted in the EOY collection and included in the CEPI longitudinal data system.

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Missing Exit Data Two kinds of records need to have an Exit Date and

Exit Reason◦ A child who turned three on or before count date◦ A child whose latest IFSP was more than a year old on

count date. There were about 220 of these records without exit

data in the Fall Collection. Before and after the EOY collection, we will be contacting service areas for the missing data fields, which must be reported to OSEP in November.

New business rules will be in place for Fall 2013 to enforce appropriate Exit Data.

NOTE: Exit Dates should not be after the third birthday. Services provided after the third birthday are not to be paid from Early On funds.

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Enrollment Date After Count DateThis was not supposed to be

allowed. CEPI has changed the business rule programming to make sure such data is flagged as an error.

If you submitted any records with incorrect enrollment dates in the fall count, please change the enrollment date for the EOY collection.

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Spec Ed Component Data 1Some Service Areas had an unexpectedly

low (zero!) percentage of their children identified as eligible for Special Ed.

We think the problem has been identifiedThe counts will not be updated for the Fall

2012 collectionThe counts for the EOY 2013 collection

should be correct.The following slides explain the

submission expectations.

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Sped Ed Component Data 2 There are three different ways in

MSDS to submit records for children who are eligible for both Early On and Special Ed. Each has its own interpretation. The key distinguishing phrase is this:

“The district that submits the Special Ed Component will be considered to be the district that is providing Special Ed services.”

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Sped Ed Component Data 3 The Early On component is always submitted

by the ISDThe Special Ed component can be submitted

by the ISD, by a separate LEA, or by both.If only the ISD submits the SE component,

then the ISD is assumed to provide the services

If only a separate LEA submits the SE component, then that LEA is assumed to provide the services

If the SE component is submitted by both the ISD and a separate LEA, then it is assumed that both are providing SE services.

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ISD provides all the SE services

Only one record is submitted; the ISD submits both the SE and EO components. All SE (and EO) services are provided by the ISD.

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ISD (000) submitted record

Early On Component Special Ed Component

LEA provides all the SE services

Two records are submitted. The ISD submits the EO component. The LEA submits the SE component. All SE services are provided by the LEA.

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ISD (000) submitted record

Early On ComponentSpecial Ed Component

LEA (non-000) submitted record

SE services are provided by both the LEA and the ISD

Two records are submitted. The ISD submits EO and SE components. The LEA submits the SE component. Services are provided by both entities.

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ISD (000) submitted record

Early On ComponentSpecial Ed Component

LEA (non-000) submitted record

Special Ed Component

Finding MSDS InformationGo to www.michigan.gov/CEPIChoose the CEPI Applications

option on the leftThen choose the Michigan

Student Data System optionOR Go to

http://www.michigan.gov/cepi/0,4546,7-113-986_50502---,00.html

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CEPI Web Site Help Contents - Top

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For submitters and reports

Details by Component

CEPI Component Matrix

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“R” is Required for all records

Most Likely Components for Early On Collection

Choose PDF or Excel Format to view ComponentDetails

CEPI Web Site Help Contents - Bottom

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Suggestions for Learning MSDSTake a half-hour (or more) and just explore

the information web site. Take notes of◦Questions◦Points where you get stuck◦Areas to explore later

Make use of the CEPI Help Desk.◦The best contact method is to send an email to

cepi@michigan.gov , providing details (without personal student information).

◦You can also call (517) 335-0505; they will likely take down information and call back later.

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End Of Year MSDS Collection Facts“End Of Year” means end of school

yearEarly On data, including Part C

Assessment data, is collected in the General Collection, NOT in the Early Childhood Collection

The 2013 EOY submissions open 5/2The EOY “Count date” is June 30The 2013 EOY data must be certified by

July 1! - Plan your IFSPs, entry work, reporting, and submissions accordingly.

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New Rules Coming For Fall2013. Act like they are in effect nowAn Early On child three or older

must have an exit reason and exit date

Enrollment date cannot be after the count date (program malfunction in Fall count)

If there is a District Exit Date, there must be an Early On Exit Date and Reason

If a PartCAssessment component is submitted, an EarlyOn component must also be submitted

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Specific EOY Submission and Review TipsYou may submit and resubmit your data as often

as you like. When you resubmit the same data set, you likely will want to delete the old submission first. Each time, run your file through an XML validation tool to ensure it is a valid file.

If you have submitted your data by about June 15, you may receive an email notice about potential DQ (Data Quality) issues. Flags are raised when ◦ Your snapshot count varies more than 10 and more

than 10% from the Fall count◦ You have Snapshot children from the Fall count who

will have turned three by June 30 – they need an exit date and exit reason

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Potential Problem with IE 10 on a Windows 8 Machine CEPI sent an email to its listserv in March saying

“We’ve had several users run into issues where their system froze up during an upload process or while trying to run reports in MSDS using Internet Explorer version 10 on a windows 8 machine.While we’re still trying to investigate and figure out what the long term solution will be, it does seem that switching to an older version of IE, or a different browser, will let these processes run properly.  In addition, users of IE 10 can enter “compatibility mode” by pressing the F12 key, then selecting version 9 or earlier from the compatibility screen.  This should let you continue on with IE 10 if another browser isn’t an option for you.When we have a longer term solution, we’ll let everyone know.”

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Fall 2013 MSDS Collection FactsThe MSDS should be open for

submissions around September 25

The Count Date is the first Wednesday in October – 10/02/2013

Data must be submitted by Wednesday, November 6

Data must be certified by Wednesday, November 13

(Dates based on last year’s deadlines)

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Component and Characteristic changes Coming for Fall 2013 (1)PartCTransition Component will

be eliminated and its characteristics divided between two other components◦TransitionIFSP and

TransitionConference will be added to the EarlyOn Component

◦SEANotification and LEANotification will be added to the new PartBReferral Component – this new component is only for referrals from Early On to Part B.

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Component and Characteristic changes Coming for Fall 2013 (2)NEW: PartBReferral ComponentPartBReferral only submittable by the ISDIf there is a PartBReferral component,

there must be an EarlyOn component.PartBReferral Component contains

◦SEANotification and LEANotification◦Parent Information: last name, first name,

address1, address2, city, zip, phone number◦Parent address unknown (yes if no address

data)◦Parent phone unknown (yes if no phone data)

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Component and Characteristic changes Coming for Fall 2013 (3)New Characteristic in the

InitialIFSP Component◦InitialIFSPDate

New Characteristic in the InitialIEP Component◦InitialIEPCompletionDate

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Data Related Topics To Be Covered in Future Webinars

1. OSEP Part C Regulations (SEA Notification)

2. Public Reporting3. Using MSDS for Indicators 1, 7, and 84. Using MSDS for Assessment Data

(Wayne State University grant)5. Fall 2013 MSDS Collection update6. Reporting Homeless Information?7. Destruction of old electronic information

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Ending Question

If someone’s twelfth half-birthday was 12/12/12, how old were they that day?

Answer: eleven

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Question and Answer…

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