Educator Preparation
Verifying Enrollment & Completion Data
2016 State Annual Report Advisory
In order to complete the Educator Preparation State Annual Report (SAR), The Massachusetts Department of Elementary
and Secondary Education (ESE) requires that all Sponsoring Organizations verify candidate enrollment and completion
data. Verification of this data serves two main purposes:
 Ensures that information reported to the federal U.S. Department of Education for Title II reporting (as required
by the Higher Education Act) is accurate.
 Ensures that data linkages ESE makes (e.g., to employment, evaluation ratings, student performance, etc.) are
also accurate.
The directions below provide guidance on how to verify this information for the 2014-2015 State Annual Report.
Important to note: the 2016 Annual report covers program information from September 1, 2014 - August 31, 2015.
Please email edprep@doe.mass.edu with questions.
Verifying Data
1. Log in to the ESE security portal: https://gateway.edu.state.ma.us/
2. On the left hand side, select “Application List”
3. Choose “ELAR REPORTS”
4. Click the “EdPrep” folder. You should see this:
5. Select the “Ed Prep SAR-Title II Report” (not the “Detail Report”)
6. Enter in the following information:
Year:  2014-2015
Org:  Select the Name of your Organization (should be the only one available)
7. The report will be contain the following column headers:
Program  Name of program as defined by ESE.
# Candidates Enrolled  This is the number of candidates ENROLLED in the program as of August 31, 2015.
It does not include candidates that were moved onto non-practicum coursework or program completers.
Individual providers determine the point of enrollment.
# Non-Practicum Coursework Completers  This is the number of candidates at the Non-Practicum
Coursework Completion stage of your program as of August 31, 2015.
Educator Preparation
Verifying Enrollment & Completion Data
2016 State Annual Report Advisory
# Program Completers  This is the number of candidates who COMPLETED the program (meaning they
were endorsed by your organization in Early ID) at any point between September 1, 2014 and August 31,
2015.
Below is a screen shot of what you may expect to see:
8. Begin by reviewing the numbers in each row/column to see if the data here matches the data kept by your
organization.
a. If the data is accurate, use the Survey Link to verify the data and complete the remainder of the State
Annual Report.
b. If the data appears to be inaccurate, click on any of the numbers in the table to be taken to a detailed
version of the report. This detailed version of the report provides the candidate-specific information
(including Name, MEPID, Date of Birth and status) used to calculate the number populated in the chart.
Correcting Inaccurate Data
In most cases, you can correct any inaccurate data using the Early ID system. There are two exceptions:
1. Program Completers: If you incorrectly endorsed a candidate for a program that they did not in fact complete,
ESE must manually remove them. Before submitting names of candidates that must have their endorsements
Educator Preparation
Verifying Enrollment & Completion Data
2016 State Annual Report Advisory
removed, please verify data for all programs. This will allow you to submit the names of all candidates at once
rather than in one off requests and will ultimately help streamline the process for ESE.
2. Candidates that have EXITED the program: While this is also something you can manage directly in Early ID, for
purposes of accurate reporting, ESE will also manually remove these candidates on your behalf for this reporting
cycle. There are several reasons ESE will remove exited candidates for you:
 We recognize that given the relatively new data entry requirements associated with Early ID,
organizations may not have been consistently removing candidates on a timely basis. As a result, there
may be many individuals that need to be removed and it will be more efficient to do so in bulk.
 Currently in Early ID, there is no ability to select an exit date when removing a candidate from the
program. This means that even if you exit a candidate now, he/she will still show up as having been
enrolled during the 14-15 year. ESE is working to add this feature to Early ID moving forward but will
need to process exits for the 14-15 retroactively.
Process for Removing “Exited” Candidates
If there are candidates in your Ed Prep SAR-Title II Detail Report that exited the program at some point during the 20142015 academic year, ESE must remove them in order for your data to be corrected. Because there are additional steps
required for this portion of the state annual report, ESE has extended the overall SAR reporting deadline for impacted
organizations to April 28th. Below are the directions and timeline for cleaning up this inaccurate information.
Deadline
Thursday, March 24th
Who
Sponsoring
Organizations
Friday, April 15th
Sponsoring
Organizations
Thursday, April 28th
Sponsoring
Organizations
Action Required & Resources
 Confirm Enrollment/Completion Data
 Email edprep@doe.mass.edu if your organization will need
to have individual candidates “Exited.” Note: you do not
need to provide the names of candidates to be exited, only
whether it will be necessary to do so.
 Once notified, ESE will begin creating individual data
verification spreadsheets for each organization. SOs will use
these pre-populated spreadsheets to indicate which
candidates should be removed, the date, and reasons why.
ESE will generate pre-populated templates on a rolling basis.
All templates will be shared back with SOs by April 1, 2016.
 Return completed SO template to ESE
 ESE will process completed templates on a rolling basis. All
data will be corrected for all SOs by April 22, 2016.
 Complete Full State Annual Report (via survey link – this can
be done at any time, with the exception of the data
verification question)
 Certify data in State Annual Report Survey & submit