1. M ASTER S CHEDULE C OLLECTION / I NSTRUCTIONAL P ERSONNEL AND L ICENSURE C OLLECTION Licensure Workshop August 1, 2011 Slide 66 updated April 2, 2014

2. A GENDA Purpose of the collection Data elements in MSC Process for completion Deadlines

3. P URPOSE OF THE C OLLECTION

4. S TATE F ISCAL S TABILIZATION F UNDS (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/stabilizat ion/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/stabilizat ion/va_sfsf-phase2_application.pdf

5. I NDICATOR (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

6. I NDICATOR (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

7. I NDICATOR (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

8. O UTPUT 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

9. D ATA E LEMENTS IN MSC-IPAL

10. A RECORD

11. S ECTION T YPE 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

12. B R ECORD

13. L OCAL P ROVIDER 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

14. T EACHER /A DMINISTRATOR L ICENSE P REFIX AND N UMBER 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

15. T EACHER I NFORMATION 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)

16. R ACE /E THNICITY 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

17. F EDERAL R EPORTING 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)

18. E XPERIENCE 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

19. C R ECORD

20. S ECTION 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

21. S ERVING D IVISION 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

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

23. W HAT ARE SCED C ODES ? 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

24. W HAT ARE SCED C ODES ? 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

25. SCED S UBJECT A REA 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)

26. SCED C OURSE I DENTIFIER 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

27. SCED C OURSE L EVEL 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

28. SCED A VAILABLE C REDIT OR G RADE S PAN 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

29. SCED S EQUENCE 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)

30. VA S TATE C OURSE C ODE 4-digit (or 6-digit in some cases) valid course code from list of assignment codes Required if SCED Course Identifier is blank

31. L OCAL C OURSE I NFORMATION Local Course Code Locally Defined Optional Local Course Title Locally Defined Optional This field is recommended to produce more meaningful reports for your teachers!

32. D R ECORD

33. S ECTION 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

34. S ERVING D IVISION Three-digit state-assigned Division number that identifies the division, center or agency that provided the course to the students

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

36. T EACHER /A DMINISTRATOR L ICENSE P REFIX AND N UMBER 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

37. L OCAL P ROVIDER 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

38. T EACHER R OLE C ODE 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

39. D EFINED C LASS T YPE 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

40. D EFINED C LASS T YPE C ODES 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

41. H IGHLY Q UALIFIED I NFORMATION 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)

42. E R ECORD

43. L OCAL P ROVIDER 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

44. P ROVIDER N AME 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

45. P ROVIDER D ESCRIPTION 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

46. F R ECORD

47. S ECTION 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.

48. L OCAL P ROVIDER 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

49. S TATE T ESTING ID (STI) State Testing ID as assigned to student

50. L OCAL S TUDENT ID Locally defined Optional Must be unique within a school division This field is recommended to produce more meaningful reports for your teachers!

51. F INAL G RADE 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

52. F INAL G RADE C ODES 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

53. V IRTUAL C OURSE I NDICATOR 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

54. D UAL E NROLLMENT F LAG Indicates whether or not the course taken is a dual enrollment course Yes (Y) or No (N)

55. G R ECORD

56. 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

57. G R ECORD (C ONTINUED ) 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

58. G R ECORD (C ONTINUED ) 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

59. G R ECORD (C ONTINUED ) 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

60. G R ECORD (C ONTINUED ) 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

61. H R ECORD

62. 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

63. H R ECORD E LEMENTS 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

64. H R ECORD E LEMENTS (C ONTINUED ) 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”

65. P ROCESS FOR C OMPLETION OF MSC

66. P ROCESS FOR C OMPLETION 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

67. P ROCESS FOR C OMPLETION 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

68. P ROCESS FOR C OMPLETION 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

69. D EADLINES

70. 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

71. C ONTACT I NFORMATION Master Schedule Collection web site: http://www.doe.virginia.gov/info_management/data_colle ction/master_schedule_collection/index.shtml Contact us by email: ResultsHelp@doe.virginia.govResultsHelp@doe.virginia.gov Contact us by phone: (804) 225-3909