MASTER SCHEDULE COLLECTION/

INSTRUCTIONAL PERSONNEL AND

LICENSURE COLLECTION

Licensure Workshop

August 1, 2011

Slide 66 updated April 2, 2014

AGENDA

Purpose of the collection Data elements in MSC Process for completion Deadlines

PURPOSE OF THE COLLECTION

STATE FISCAL STABILIZATION FUNDS (SFSF)

Data collected on MSC satisfies the data requirements of Indicator (b)

SFSF information on the VDOE website:http://www.doe.virginia.gov/school_finance/arra/stabilization/index.shtml

Specific information about Indicator (b) can be found in the Phase 2 application pages 59-63.

http://www.doe.virginia.gov/school_finance/arra/stabilization/va_sfsf-phase2_application.pdf

INDICATOR (b)(1)

Indicates which of the 12 elements described in section 640(e)(2)(D) of the America COMPETES Act are included in the State’s statewide longitudinal data system;

Element 8 – A teacher identifier system with the ability to match teachers to students

Element 9 – Student-level transcript information, including information on courses completed and grades earned

INDICATOR (b)(2)

Indicates whether the State provides student growth data on their current students and the students they taught in the previous year to at a minimum, teachers of reading/language arts and mathematics in grades in which the State administers assessments in those subjects in a manner that is timely and informs instructional programs

Current Students – Fall collection

Students they taught in the previous year – EOY collection

Output from MSC will include teacher-level rosters with student growth data included

INDICATOR (b)(3)

Indicates whether the state provides teachers of reading/language arts and mathematics in grades in which the state administers assessments in those subjects with reports of individual teacher impact on student achievement on those assessments.

Students they taught in the previous year – EOY collection

Output from MSC will include teacher-level rosters with student growth data included

OUTPUT OF MSC-IPAL

Student growth data will be made available to school divisions upon a successful data completion and fully verified EOY MSC and Fall MSC-IPAL Getting the teacher rosters with growth data in a

timely manner is dependent on completing the EOY MSC

IPAL reports that will be available through SSWS

Welcome other suggestions for useful reports

DATA ELEMENTS IN MSC-IPAL

A RECORD

SECTION TYPE

Records can be submitted all together or in parts following these guidelines:

A Record must accompany any of the other records

B and G Records can be submitted at any time C Record must be submitted before C, D, E or F

records D and E Records must be submitted together F Record must be submitted after C, D and E

Records H Records must only be submitted to change

information after all other records are successful

B RECORD

LOCAL PROVIDER ID

Locally defined identification number that must be unique within the division

Can be an Employee ID, Teacher ID or Tax ID

Do not use the teacher’s social security number for this ID

TEACHER/ADMINISTRATOR LICENSE PREFIX AND NUMBER

Includes the characters preceding the dash on the teacher's license

Number includes the numbers after the dash on the teacher’s license

Not required if the teacher does not have a license

TEACHER INFORMATION

Social Security Number Only needed when a teacher’s License Number is

not available First Name Middle Name Last Name Date of Birth

mm/dd/yyyy form Gender

Male (M)/Female (F)

RACE/ETHNICITY

Ethnic Flag Is the teacher Hispanic?

Yes (Y) No (N)

Can be left blank

Race Code Must be a valid code 1-33 4 is only valid if Ethnic Flag is blank 0 is only valid if Ethnic Flag is blank

FEDERAL REPORTING

FTE Full Time Equivalent dedicated to this

assignment or course Use X.XX reporting format

The decimal is not implied Must be greater than “0”

Title I Funded Position Yes (Y)/No (N)

High-Quality Professional Development Yes (Y)/No (N)

EXPERIENCE

Division Experience Number of years in the division

Virginia Experience Number of years experience within the

Commonwealth of Virginia Include public and private school experience

Total Years Experience Number of years experience in education Include public, private and out-of-state

experiences

Partial years need to be rounded to the nearest whole number

C RECORD

SECTION ID

A locally defined number that identifies a particular section

Must be unique within a school Example:

Algebra I: Course + Section

When coupled with the division and school, a unique identifier for the section is created

SERVING DIVISION

Three-digit state-assigned Division number that identifies the division, center or agency that provided the to the students

Serving Division may be different from the Reporting Division if you are submitting information for regional centers or private providers

SERVING SCHOOL

Four-digit state-assigned School number that identifies the school, center, program, or placement that provided the course to the students

WHAT ARE SCED CODES?

SCED are School Codes for the Exchange of Data

National Center for Education Statistics (NCES) published these codes so that school divisions could use them for reporting longitudinal data

SCED allows for the standardization of reporting courses across schools, divisions and states

More courses identified than in the Virginia Course Codes

Two manuals: Prior to Secondary and Secondary SCED Codes

WHAT ARE SCED CODES?

SCED is a means to communicate with the state NO REQUIREMENT for localities to use the SCED for

scheduling or in course catalogs When course information is sent to VDOE, use the

SCED code to describe the course

Time is on your side MSC will accept SCED codes OR existing VA Course

Codes for at least two years Without partial adoption, MSC becomes difficult to

compile

First draft of state crosswalk is complete and available on the MSC website

SCED SUBJECT AREA

NCES-assigned number that represents the general context category of the section

Examples: 1=English Language & Literature (secondary) 3=Life & Physical Science (secondary) 8=Physical, Health, and Safety Ed (secondary) 51=English Language & Literature (non-

secondary) 53=Life & Physical Science (non-secondary) 55=Fine and Performing Arts (non-secondary) 73=NonScheduled Elementary (non-secondary)

SCED COURSE IDENTIFIER

NCES-assigned number that represents general courses within the Subject Area

Examples: (51) 009 = Language Arts Laboratory (56) 401 = IB Language B (Chinese), Middle Yr

Prg (73) 032 = Self-Contained, Grade 2 (01) 001 = English/Lang Arts, Grade 9

Required if VA Course Code is blank

SCED COURSE LEVEL

A code to convey the level of rigor of the course

Examples: B = Basic or remedial G = General or regular E = Enriched or advanced H = Honors X = No specified level of rigor

SCED AVAILABLE CREDIT OR GRADE SPAN

For secondary courses (SCED Subject Areas 1-22), Available Credit identifies the amount of Carnegie unit credit available Example: 1.00

For non-secondary course (SCED Subject Areas 51-73), Grade Span indicates the grade level for which the course is appropriate. Example: 0305 = Course is appropriate for

students in Grades 3-5

SCED SEQUENCE

Code to describe the manner in which school systems may "break up" increasingly difficult or more complex information

Examples: Floral Design I-II Carpentry I-III

Report: part 'n' of 'm' parts

1 1 (part 1 of 1) 1 2 (part 1 of 2)

VA STATE COURSE CODE

4-digit (or 6-digit in some cases) valid course code from list of assignment codes

Required if SCED Course Identifier is blank

LOCAL COURSE INFORMATION

Local Course Code Locally Defined Optional

Local Course Title Locally Defined Optional

This field is recommended to produce more meaningful reports for your teachers!

D RECORD

SECTION ID

A locally defined number that identifies a particular section.

Must be unique within a school Example:

Algebra I: Course + Section

When coupled with the division and school, a unique identifier for the section is created

SERVING DIVISION

Three-digit state-assigned Division number that identifies the division, center or agency that provided the course to the students

SERVING SCHOOL

Four-digit state-assigned School number that identifies the school, center, program, or placement that provided the course to the students

TEACHER/ADMINISTRATOR LICENSE PREFIX AND NUMBER

Prefix includes the characters preceding the dash on the teacher's license

Number includes the numbers after the dash on the teacher’s license

Not required if the teacher does not have a license

LOCAL PROVIDER ID

Locally defined identification number that must be unique within the division

Can be an Employee ID, Teacher ID or Tax ID

Do not use the teacher’s social security number for this ID

Private providers and schools must have a Local Provider ID in your system

TEACHER ROLE CODE A code that describes the teachers role in this section

Codes: 1 = Teacher of Record (responsible for content and assignment of

grades) 2 = Other Teacher Whole Class Most of the Time (majority of the

time teaching all students in the class. i.e., team- teaching arrangement or "collaborative/inclusion")

3 = Other Teacher Whole Class Some of the Time (limited time teaching all students in the class. i.e., gifted specialist teaches periodically)

4 = Other Teacher Few Students (teaches, reinforces instruction, and/or provides intervention to a few students. May assist/teach in the general education class or may pull students out of the general education class for intervention. i.e., English language learners, students with disabilities, gifted/talented, etc.)

5 = Long Term Substitute 6 = Contracted Private Provider 9= Regular Substitute

DEFINED CLASS TYPE

Formerly Special Education Assignment Codes

Only codes that define the audience or recipient of the instruction can be used here

Necessary element to determine if the teacher in the section is "Highly Qualified" to teach the section

Example: Autism classroom = 7805

Who is receiving the instruction or services, not what is being taught

DEFINED CLASS TYPE CODES

7800 = Early Childhood Special Education (Ages 3-5) 7805 = Autism 7810 = Multiple Disabilities 7815 = Other Health Impairment 7822 = Intellectual Disability 7848 = Hearing Impairment 7850 = Visual Impairment 7855 = Deaf/Blind 7857 = Emotional Disturbance & Intellectual Disability 7860 = Specific Learning Disability & Intellectual Disability 7863 = Emotional Disturbance 7865 = Specific Learning Disabilities 7868 = Specific Learning Disability & Emotional Disturbance 7871 = Learning Disability, Emotional Disturbance & Intellectual Disability 7873 = Orthopedic Impairment 7874 = Traumatic Brain Injury 7875 = Speech/Language Impairment 7880 = Severe Disabilities 7882 = Non Categorical K-2 Developmental Delay Ages 5-8 7884 = Developmental Delay

HIGHLY QUALIFIED INFORMATION

Highly Qualified Code A flag to indicate if the teacher meets the federal

definition of being "Highly Qualified" in this section (Federal core subject and Special Education only)

Yes (Y), No (N) or (O) Out of State

Flexibility Criteria Flag A flag to indicate if the teacher meets the federal

definition of being "Highly Qualified" in this section by means of the flexibility criteria

Yes (Y) or No (N)

E RECORD

LOCAL PROVIDER ID

Locally defined identification number that must be unique within the division

Can be an Employee ID, Teacher ID or Tax ID

Do not use the teacher’s social security number for this ID

Private providers and schools must have a Local Provider ID in your system

PROVIDER NAME

The name of the person or school providing the instruction

Must be the name of a specific private school, contracting company or unlicensed individual

For individuals, use his/her first and last name and for others, use the company or school name

PROVIDER DESCRIPTION

Description of the services provided

Codes: 1 = Comprehensive Services Act placement 2 = Multi-divisional on-line provider 3 = LEA contract provider (on-line or not) 4 = Unlicensed individual (teacher, pupil

personnel service provider, administrator) 5 = Post secondary institution 6 = Locally licensed individual 7 = Other/Unknown

F RECORD

SECTION ID

A locally defined number that identifies a particular section.

Must be unique within a school Example:

Algebra I: Course + Section

When coupled with the division and school create a unique identifier for the section.

LOCAL PROVIDER ID

Locally defined identification number that must be unique within the division

Can be an Employee ID, Teacher ID or Tax ID

Do not use the teacher’s social security number for this ID

STATE TESTING ID (STI)

State Testing ID as assigned to student

LOCAL STUDENT ID

Locally defined

Optional

Must be unique within a school division

This field is recommended to produce more meaningful reports for your teachers!

FINAL GRADE

Locally defined

Most recent or final grade for the student for this Section ID

Final Grades are currently required only for students in Grades 6-12

FINAL GRADE CODES

Any numeric value between 0 and 100 A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F = Failed, P = Passed E = Meets or exceeds expectations* N = Does not meet expectations* NP = Not Passed (should not be used in place of F) W = Withdrawal WP = Withdrawal Passing WF = Withdrawal Failing NG = no grade awarded regardless of reason GLP = grade level promoted* GLR = grade level retained*

* limited to sections in elementary schools where a final grade is not awarded

VIRTUAL COURSE INDICATOR

Indicates whether or not the course is taken via virtual means to include online courses, or courses taken via satellite between schools

Codes 1 = School sponsored/coordinated 2 = Student coordinated

DUAL ENROLLMENT FLAG

Indicates whether or not the course taken is a dual enrollment course

Yes (Y) or No (N)

G RECORD

G RECORD

Local Provider ID Must be unique within the division Must have the same Local Provider ID as in the B

Record

Serving Division

Serving School

G RECORD (CONTINUED)

Teacher/Administrator License Prefix Same as license prefix for Local Provider in the B

Record

Teacher/Administrator License Number Same as license number for Local Provider in the B

Record

Teacher Role Code 7 = Pupil Personnel Service Provider 8 = Administrator

G RECORD (CONTINUED)

Virginia Assignment Codes 0025 - Library Media Specialist – Elementary 0097 - Principal – Middle School 0098 - Assistant Principal – Middle School 0099 - Principal – Elementary 0100 - Assistant Principal – Elementary 0101 - Principal – Secondary 0102 - Assistant Principal – Secondary 0103 - Elementary Guidance 0104 - Secondary Guidance 0105 - Coordinator of Guidance 0106 - Middle School Guidance 0108 - Planning 0109 - Coordination 0112 - Gifted Education

G RECORD (CONTINUED)

Virginia Assignment Codes 0120 - Non-teaching Assignment 0131 - Library Media Specialist – Secondary 0134 - Audio-Visual Specialist (Non-librarian) 0152 - Materials Specialist (Non-librarian) 0154 - Athletic Director 1105 - Reading Specialist 1199 - Activity Sponsor 3100 - Mathematics Specialist for Elementary and Middle Education 7801 - Department Chairperson – Special Education 7875 - Speech/Language Impairment 7885 - Cooperative Office Education Coordination 7900 - School Psychologist 7902 - School Social Worker 7910 - Education Consultant Clinics

G RECORD (CONTINUED)

Division Administrative Experience Number of years as an administrator in the division

Virginia Administrative Experience Number of years experience as an administrator within

the Commonwealth of Virginia Include public and private school experience

Total Years Administrative Experience Number of years experience as an administrator in

education Include public, private and out-of-state experiences

Partial years need to be rounded to the nearest whole number

H RECORD

H RECORD

Will be used to submit changes to the Highly Qualified Code and Flexibility Criteria flag in IPAL Similar to the changes that have been made in the IPAL

SSWS application An “AH” file will be submitted without any other

records after the MSC collection is successful

H RECORD ELEMENTS

Section ID Must match a Section ID provided in the C Record

Serving Division Must match the Serving Division provided in the C

Record

Serving School Must match the Serving School provided in the C

Record

H RECORD ELEMENTS (CONTINUED)

Local Provider ID Must be a Local Provider ID provided in the D Record

Highly Qualified Code “Y”, “O” or “N” Make sure to correct all classes with the same SCED

Code or you will get an error

Flexibility Criteria Flag “Y” or “N”

PROCESS FOR COMPLETION OF MSC

PROCESS FOR COMPLETION

For MSC, data can be submitted in parts “Parts” must be complete records “A” records are always required Certain combinations of B through G records can be

submitted together H records can be submitted after a successful

submission of B-G records to update Highly Qualified information

All parts must be successful

Superintendent must certify the data are correct DO NOT TAKE THIS LIGHTLY Teachers should only be linked to students they teach

PROCESS FOR COMPLETION

Several departments within your school division will have to work together to get this collection accomplished Human Resources Technology/Data Management Special Education Pupil Personnel Service Providers (Guidance

Counselors)

Working together will ensure that this transition is as easy as possible

PROCESS FOR COMPLETION

What is happening to IPAL? Hand entry for IPAL information will no longer be

accepted; it must be submitted through the B and D Records in the MSC

IPAL reports will still be available through SSWS As with all VDOE data collections, the LEAs have

total control over how the data is stored within their school division

DEADLINES

DEADLINES

End-of-Year MSC Window opens: June 10, 2011 Window closes: September 30, 2011 Supt certification due: September 30, 2011 B and G Records are not collected

Fall MSC-IPAL Window opens: August 15, 2011 Successful Completion due: November 15, 2011 Window closes: January 31, 2012 Supt certification due: January 31, 2012 B and G Records are collected

CONTACT INFORMATION

Master Schedule Collection web site: http://www.doe.virginia.gov/info_management/data_collection/master_schedule_collection/index.shtml

Contact us by email: ResultsHelp@doe.virginia.gov

Contact us by phone: (804) 225-3909