IU29 Data Quality
Council Meeting
February 24, 2015
Spring Keystone Pre-Code
Internal Snapshot (Student, School Enrollment)
Spring Keystone Pre-Code
New Date:
March 6th
Verification is coming from PDE.
Winter Keystone results will be available March 2nd.
ACS Due 3/9/2015
Staff-Student-Subtest
Collection
Topics
• Session Materials (3)
• PPT
• RV Implementation Guide
• Use of Data, PIMS Collections, Dates
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Use of the Data from PIMS
PIMS Collection
Collection Dates
Checklist for Implementation
Resources
Q&A
www.education.state.pa.us >
What are the Data Used For?
• School Performance Profile
–
–
–
–
HQT Percentages come from Course/HQT data set
Courses of Rigor come from Course/HQT data set
AP Course Counts come from Course/HQT data set
Student participation in Keystone courses comes from Course/HQT
data set
•
This is one way PVAAS determines which students to include in a school-level PVAAS
scores.
• PVAAS
–
–
–
–
Roster Data for teacher-specific measures come from PVAAS data set
Account-creation data come from PIMS Staff template
Student enrollment data come from PIMS Student and School
Enrollment templates
Student participation in Keystone courses comes from Course/HQT
data set (only for class of 2015 and 2016)
•
This is one way PVAAS determines which students to include in a school-level PVAAS
scores.
www.education.state.pa.us6 >
PIMS Collection for Roster Verification
• NEW collection for the pre-population of PVAAS rosters:
• PIMS Staff - Student – Subtest Collection
• NOT using PIMS Course/HQT for PVAAS RV pre-population
• LEAs determine alignment of local courses to State
assessments as this is handled uniquely across LEAs
• Student Staff Subtest collection is open now!
• Submission deadline: March 25, 2015 at 11:59 pm. Be sure to
submit before the deadline!
• Run the Cognos Reports!!!
• PVAAS RV will mirror Staff -Student-Subtest Collection
www.education.state.pa.us >
PIMS Deadline Overview
 These data can be submitted now:
• Student enrollment for reports updates due March
17, 2015
• Staff Student Subtest template due March 25, 2015
• Staff data for PVAAS account creation due April 21,
2015.
• Student enrollment for Roster Verification System
updates due June 2, 2015
• Course/HQT data due June 30, 2015
No corrections after these deadlines
www.education.state.pa.us8 >
Submit Early… Update Later
 Submit and correct as early as possible. This gives you
time to deal with potential complications related to:
 Submission formats
 SIS report bugs
 DQE rules
 Reports analysis
 Update near the end of the window to get the data as
accurate as they can be before RV data population.
 Again, there are no extensions for these data
collections.
www.education.state.pa.us9 >
Other Important PIMS Dates
• Updated Student Enrollment for reporting sent to PVAAS:
– January 20
– February 17
– March 17
• Student Gap Enrollment for RV sent to PVAAS:
– March 24 & 31
– April 7, 14, 21, & 28
– May 5, 12, 19, & 26
– June 2
www.education.state.pa.us10 >
Other Important PIMS Dates
• Staff data for account creation sent to PVAAS:
– January 20
– February 17
– March 17
– April 21
www.education.state.pa.us11 >
Change for 2014-15
2013-14 PIMS Templates
• Course/HQT
• Course
• Course Instructor
• Staff Student Course
• PVAAS RV
• Course
• Course Instructor
• Staff Student Course
2014-15 PIMS Templates
• Course/HQT
• Course
• Course Instructor
• Student Course
Enrollment
• PVAAS RV
• Staff Student Subtest
Why the Change?
• Complications last year
– Course-to-assessment mapping
– Shared instructional across courses, especially when both
courses were taught by the same teacher
– Secondary teachers not assigned to courses at the local level
• The new model puts all control in the hands of LEAs.
All mapping and decision making is performed locally.
PDE will simply forward everything in the new
template to the PVAAS vendor.
www.education.state.pa.us13 >
Example 1
• Ms. Smith is assigned all instructional responsibility for her
student’s 5th grade English/Language Arts PSSA content.
Staff District Code
123456789
Staff ID
4678345 (Ms. English)
Student District
Code
115219002
Student ID
Test Description Subtest Identifier Percentage of Shared Instruction Percentage of Concurrent
(Instructional Responsibility
Enrollment (Instructional
Weight)
Relationship Weight)
9845634875 PSSAELA
PSSAELA5
100
100
www.education.state.pa.us14 >
Example 2
• Ms. Smith splits instructional responsibility 50/50 with Mr.
Reading for her student’s 5th grade English/Language Arts
PSSA content.
Staff District Code
Staff ID
Student District
Code
123456789
4678345 (Ms. Smith)
123456789
8643509 (Mr. Johnson) 115219002
115219002
Student ID
Test Description Subtest Identifier Percentage of Shared Instruction Percentage of Concurrent
(Instructional Responsibility
Enrollment (Instructional
Weight)
Relationship Weight)
9845634875 PSSAELA
PSSAELA5
50
100
9845634875 PSSAELA
PSSAELA5
50
100
• Note this record layout is correct in either of these cases:
–
–
Ms. Smith and Mr. Johnson are co-teaching the same course.
Ms. Smith and Mr. Johnson are teaching two different courses that
relate to the same assessment.
www.education.state.pa.us15 >
Example 3
• Ms. Smith is assigned all instructional responsibility for her
student as it relates to both the 5th grade English/Language
Arts PSSA and the Keystone Literature assessment .
Staff District Code
Staff ID
Student District
Code
Student ID
123456789
4678345 (Ms. Smith)
115219002
Test Description Subtest Identifier Percentage of Shared Instruction Percentage of Concurrent
(Instructional Responsibility
Enrollment (Instructional
Weight)
Relationship Weight)
9845634875 PSSAELA
PSSAELA5
100
100
123456789
4678345 (Ms. Smith)
115219002
9845634875 KLIT
KLITM1SPR
100
100
• Note this record layout is correct in either of these cases:
–
–
Ms. Smith has this responsibility as a result of teaching one course.
Ms. Smith has this responsibility as a result of teaching multiple
courses.
www.education.state.pa.us16 >
LEA Implementation Checklist for PVAAS Roster Verification and
Teacher Specific Reporting: PIMS and SIS/LEA Information Systems
Actions
Considerations/If not, then…
1.
Determine which staff will need access to PVAAS. Assess
 See PDE PIMS Manual - PDE Website
your LEA’s PVAAS accounts:
 Establish understanding that each PVAAS
 Ensure that all teachers who are verifying rosters have a
user must have his/her own PVAAS
PVAAS School User account. Ensure that each principal
account. LEAs determine who has access
holds the PVAAS School Admin account for each school.
to some or all of the PVAAS system.
Each account needs to include the PPID.
Allowing inappropriate access to
confidential student/teacher level data to
 Is a process is in place to deactivate accounts when staff
staff may be considered professional
leave your LEA’s employment, or no longer need access
misconduct.
to your LEA’s PVAAS reporting? If not, establish one.
 Participate in the PVAAS Account Management
webinars; see the PVAAS SY2014-15 Professional
Development Opportunities booklet for dates, times,
and how to join. (Available on the PVAAS login page,
https://pvaas.sas.com)
2.
Determine which role within PVAAS to assign to each
person, per the roles defined in the PIMS Manual for PVAAS
user accounts.
 See PDE PIMS Manual - PDE Website
www.education.state.pa.us
>
LEA Implementation Checklist for PVAAS Roster Verification and
Teacher Specific Reporting: PIMS and SIS/LEA Information Systems
Actions
3.
Submit PIMS Staff template as
per the available PIMS collection
schedule (starting October 1,
2014, with updates to ensure
timely PVAAS account creation).
Considerations/If not, then…
 See PDE PIMS Manual - PDE Website
 Staff template available starting October 1, 2014
 Collections as of these dates will be sent to SAS® EVAAS® the
morning of the next business day:
o January 20
o February 17
o March 17
o April 21
Fields sent:
 AUN
 School Number
 First Name
 Last Name
 PPID
 Email
 Job Description
o SWS is sent
o SNS is sent
 LWS and LNS are no longer valid and are not sent to the
vendor
 NPA is not sent to the vendor
www.education.state.pa.us
>
LEA Implementation Checklist for PVAAS Roster Verification and
Teacher Specific Reporting: PIMS and SIS/LEA Information Systems
Actions
4.
Update student enrollment regularly
to maximize utility of the PVAAS
system.
Considerations/If not, then…
 See PDE PIMS Manual - PDE Website
 Student template available starting October 1, 2014
 Collections as of these dates will be sent to SAS® EVAAS® the
morning of the next business day
Student Enrollment:
o January 20
o February 17
o March 17
Student Gap Enrollment:
o March 24 & 31
o April 7, 14, 21, & 28
o May 5, 12, 19, and 26
o June 2
www.education.state.pa.us
>
LEA Implementation Checklist for PVAAS Roster Verification and
Teacher Specific Reporting: PIMS and SIS/LEA Information Systems
Actions
Considerations/If not, then…
5.
Determine how to store and utilize the two
percentages in calculating overall Instructional
Responsibility.
 See PDE PIMS Manual - PDE Website
6.
Complete all annual, cyclical work to support
instructional responsibility calculations. Actual
steps depend on LEA’s previous decisions related
to calculation.
 Course-to-assessment mapping, including
weighting system when necessary
 Assignment of teachers and students to courses
 Scheduling of elementary “courses”
 Modification of reports to teachers, administrators
and PDE
www.education.state.pa.us
>
LEA Implementation Checklist for PVAAS Roster Verification and
Teacher Specific Reporting: PIMS and SIS/LEA Information Systems
Actions
Considerations/If not, then…
 See PDE PIMS Manual - PDE Website
7.
Determine how your LEA will document %
Full/Partial Instruction (defined in PIMS as
Instructional Responsibility Weight) when
shared responsibility changes during a
grade/subject/course.
8.
Choose default value in the absence of data for  See PDE PIMS Manual - PDE Website
the 2 variables for Instructional Responsibility.
9.
Report instructional responsibility
percentages to PIMS in Staff Student Subtest
template.
 See PDE PIMS Manual - PDE Website
 Staff Student Subtest collection, “C6 PVAAS 2014-25”
is open for submission now. Submission deadline is
11:59 pm March 25, 2015.
www.education.state.pa.us
>
DATA MAPPING FORMS
Data Maps to Increase Quality
FIELD
NUMBER FIELD NAME
FIELD MAPPING
DESCRIPTION
LOCATION IN SIS
This item will populate from _____
field value in _____.
MAINTAINING OFFICE
What else is needed?
Additional fields?
Explanations on form?
Who needs this?
Who completes?
Is this necessary?????
BETTER COMMUNICATION IN
DISTRICT
IU-Wide Communications Plan
What information is needed when students enter district?
New Student Form
Like the Data Handbook
OCTOBER 1
Templates
COLLECTION
DUE 11/14/14
11:59 P.M.
Enters
Data in
Source
System 10/1 10/17
Who is
responsible?
Where is
information
located?
Extracts
Data
from
Source
Validates
Data in
Sandbox
10/20 10/31
Corrects
Source
Data
Uploads
Data to
PIMS
ACS
Submitte
d
What other information is
needed?
In groups:
Format?
Information?
• Additional
• Remove
Ideas for distribution?
• Who?
• Electronic? Paper?
Suggestions for PoCs in each area –
who is the best person to get this information?
Other Ideas to Improve
Communication…
Data Summit