Early On Data Webinar
May 2, 2013
Presented by
Allan Knapp, PhD
Michigan Part C Data Manager
Early 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.
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Today’s Contents
Resource Reminders
 New Formula Allocation calculations
 Status of Fall Collection updates
 Brief Look at MSDS Information on web
 MSDS End Of Year Information
 New MSDS fields coming in FALL 2013
 Question 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 Reporting
 3. Using MSDS for Indicators 1, 7, and 8
 4. Using MSDS for Assessment Data
(Wayne State University grant)
 5. Fall 2013 MSDS Collection update
 6. Reporting Homeless Information
 7. Destruction of old electronic information

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Data Group Listserv - reminder
The 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 Profiles
Go to www.earlyondata.com
The 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 at
http://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 2013-14
The 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 child
 Active records from June 2012 MICIS
collection not present in Fall 2012 MSDS
collection
 Missing Exit Data
 Enrollment Date after 10/3
 Unread Special Ed Component

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Duplicate Records for Same Child
Once 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 Count
Our 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 Date
This 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 1
Some Service Areas had an unexpectedly
low (zero!) percentage of their children
identified as eligible for Special Ed.
 We think the problem has been identified
 The counts will not be updated for the
Fall 2012 collection
 The 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 ISD
The 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
ISD (000) submitted record
Early On Component
Special Ed Component
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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LEA provides all the SE services
LEA (non-000) submitted record
Special Ed Component
ISD (000) submitted record
Early On Component
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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SE services are provided by both
the LEA and the ISD
ISD (000) submitted record
LEA (non-000) submitted record
Special Ed Component
Early On Component
Special Ed Component
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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Finding MSDS Information
Go to www.michigan.gov/CEPI
 Choose the CEPI Applications option on
the left
 Then choose the Michigan Student Data
System option
OR 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
For submitters and reports
Details by Component
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CEPI Component Matrix
Most Likely Components for
Early On Collection
“R” is Required for all records
Choose PDF or
Excel Format to
view Component
Details
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CEPI Web Site Help Contents - Bottom
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Suggestions for Learning MSDS

Take 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 year
 Early On data, including Part C Assessment
data, is collected in the General
Collection, NOT in the Early Childhood
Collection
 The 2013 EOY submissions open 5/2
 The EOY “Count date” is June 30
 The 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 now
An 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 Tips
You 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 Facts
The 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 Component
PartBReferral only submittable by the ISD
If 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 Reporting
 3. Using MSDS for Indicators 1, 7, and 8
 4. Using MSDS for Assessment Data
(Wayne State University grant)
 5. Fall 2013 MSDS Collection update
 6. Reporting Homeless Information?
 7. Destruction of old electronic information

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Ending Question
If someone’s twelfth halfbirthday was 12/12/12, how
old were they that day?
Answer:
eleven
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Question and Answer…
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