1. ECDS Early Childhood Data System Texas Student Data System
Simple Solution. Brighter Futures.
ECDS
Early Childhood Data System
Texas Student Data System
Ed Linden - Subject Matter Expert
Texas Education Agency
April 2018

2. Agenda ECDS Spring Training 2018
Early Childhood Education Division
Howard Morrison - Statewide Coordinator
ECDS Collection
Current Reporting: Kindergarten & Pre-K
Guidance & Important Reminders
Common Issues and Best Practices
Upcoming Enhancements
ECDS Collection
Reporting Guidance & Important Dates
Upcoming Reporting Requirements
Proposed Changes Pending Governance
Technical Resources
Public Guidance & Knowledge Base Articles
Questions & Discussion

3. Early Childhood Education Division Howard Morrison

4. Program Area Guidance 2017-2018 ECDS
ECDS updates and information:
Importance of ECDS Data Collection
Private Pre-K participation
Program area impacts for
Pending governance for ECDS

5. ECDS Collection

6. Current Reporting: Kindergarten
LEA counts as of
School Year
LEAs Completed
Total Students Completed
LEAs Prepared
Total Students Prepared
Total Prepared & Completed
Total Students Prepared & Completed
Total Alternate LEA Assessment Exemptions 43
1,920 20
1,307 63
3,227 7
Prior Year Comparisons
School Year
LEAs Completed
Total Students Completed
LEAs Prepared
Total Students Prepared
Total Prepared & Completed
Total Students Prepared & Completed
Total Alternate LEA Assessment Exemptions
994
277,122 9
3,601
1,003
280,723
103
992
309,345
121
937
287,783 4 25
941
287,808 89

7. Current Reporting: Public Pre-K
LEA counts as of
School Year
LEAs Completed
Total Students Completed
LEAs Prepared
Total Students Prepared
Total Prepared & Completed
Total Students Prepared & Completed 4
888
Total LEA Alternate Assessment Exemptions: 3
Total High Quality LEAs: 2
Prior Year Comparisons
School Year
LEAs Completed
Total Students Completed
LEAs Prepared
Total Students Prepared
Total Prepared & Completed
Total Students Prepared & Completed
975
227,440 16
741
991
228,181
283
70,192 3
1,150
286
71,342
169
56,932

8. Current Reporting: Private Pre-K
Accomplishments as of
School Year
Private Pre-Ks Completed
Total Students Completed
Private Pre-Ks Prepared
Total Students Prepared
Total Prepared & Completed
Total Students Prepared & Completed *
Historical Accomplishments
School Year
Private Pre-Ks Completed
Total Students Completed
Private Pre-Ks Prepared
Total Students Prepared
Total Prepared & Completed
Total Students Prepared & Completed 76
3,217 3 29 79
3,246 1 30

9. Reporting Guidance and Important Reminders

10. Collection Due Dates 2017-2018 ECDS
The collection for Kindergarten, Public Pre-K and Private Pre-K is due on July 19, 2018.

11. Loading to the ODS 2017-2018 ECDS
LEAs can continue to load their ECDS data into the ODS until July 19, 2018.
2018 SUMR1 PEIMS collection will remain open until June 21, 2018.
Any data loaded after June 21, 2018 will need to be done through 2018 SUMR2 PEIMS.
LEAs must re-prepare their data in the ECDS application after each upload to the ODS.

12. Preparing ECDS Data 2017-2018 ECDS
ECDS is extracting the most current PEIMS data that was loaded into the ODS. LEAs should load all PEIMS SUMR interchanges needed for ECDS reporting.
2018 SUMR 2: If an LEA has loaded any data into PEIMS Summer Resubmission, the system will extract and use data for ECDS purposes when the user prepares the data.
If an LEA does not want to utilize data loaded in their PEIMS Summer Resubmission for ECDS, then the LEA must perform an ODS delete of 2018 SUMR2 and re-prepare their ECDS collection.

13. Common Issues and Best Practices

14. Common Issues ECDS Spreadsheet
LEAs should enter a -999 score result for subjects not assessed.
LEAs should use Copy/Paste special to copy ECDS assessment information from another source document.
ECDS Assessment Matrix
The composite Academic Subject scores are optional.
Refer to the ECDS assessment matrix in TSDSKB-508 for the correct Academic Subjects, Assessment Identification codes, min/max scores, and lowest ready score.

15. Common Issues SIS / Data Entry
The KG homeroom indicator must be true/false or 1/0 for all KG sections. This cannot be “blank” or a resulting fatal validation will occur.
Ensure the correct assessment date format and year for each student.
A lower assessment score will not replace a higher assessment score. If the lower score must be reported, the LEA must perform an ODS delete, reload the lower score and re-prepare the data.

16. Common Issues Assessment Data
To avoid common issues with the assessment titles, academic subjects and assessment identification codes:
LEAs should ensure proper spelling and spacing.
Check their data against the assessment matrix, available in Knowledge Base article TSDSKB-508.

17. Common Issues Application & Reports
ECDS Application common issues
If the student assessment subcategory is displaying 0 on the Prepare screen, then an incorrect Academic Subject or Assessment Identification Code was entered based upon the Assessment Matrix in TSDSKB-508.
ECDS Reports common issues
ECD PK Missing Assessment Report will only display potential students that may not have taken an assessment.
ECD Pre-K sources report for will not display all data until Kindergarten scores are loaded for
ECD KG Assessment completion report displaying 0.

18. Common Issues Reports
The ECD report will display all associated course sections that are attached to the PreK service id.
Students with PreK assessments will be associated to the course/section and teacher by the assessment admin date that coincides with the section start/stop date.

19. Common Issues Reports
The ECD report will display that there are potentially missing PreK assessments for a PreK student.
Due to the fact there are 9 additional PK teachers using the same service id, with the same start/stop date on each section, the ECD report will display the PreK students name for each assessment that could be possibly missing.

20. Delete Guidance

21. Delete Guidance 2017-2018 Private Pre-K
For assessment data corrections that cannot be resolved with a ODS reload and ECDS prepare, an LEA would need to run either the following deletes:
Delete All ECDS Assessment Data by Assessment Title for School Year in TSDS Delete all Assessment Data for an LEA
Delete All ECDS Assessment Data by Assessment Title for School Year in TSDS for a Specific Student

22. Delete Guidance 2017-2018 Private Pre-K
Private Pre-K Deletes
Private Pre-Ks that need a delete of their ODS data, must submit a TIMS ticket to process the request. 
TEA will notify the Private Pre-K through TIMS upon the successful deletion of their ODS data.

23. Delete Guidance Delete Utility –ECDS
TEA identified an issue where the ODS Campus Data Loader role could delete all 2018 TSDS collection files for the entire district.  
LEAs should perform the following deletes to delete all 2018 ECDS data loaded into the ODS:
Delete All ECDS Assessment Data by Assessment Title for School Year in TSDS
Delete All ECDS Assessment Data by Assessment Title for School Year in TSDS for a Specific
Delete TSDS – Delete Student Parent

24. Delete Guidance Delete Utility –ECDS
The 2018 Delete TSDS – All Data will be disabled.
With the introduction of the ECDS assessment deletes for school year, and the TSDS Student Parent delete, the TSDS – All Data delete was removed from the delete utilities.
The TSDS – All data delete posed an issue for studentGPS Dashboard districts deleting all their data, when using this utility to correct ECDS data issues.

25. Upcoming Enhancements for 2017-2018

26. Upcoming Enhancements 2017-2018
ECDS Application:
The system will provide error handling messages to assist users in troubleshooting errors.
A message will display on screen and allow users to re-prepare their ECDS data after troubleshooting issue.
ECDS Reports:
High Quality PreK enrollment totals and course/section identifier (released on March 29, 2018)
ECD addition of PreK teacher requirement
(scheduled for April 20, 2018)

27. Upcoming Enhancements 2017-2018

28. Upcoming Enhancements 2017-2018

29. Upcoming Enhancements 2017-2018

30. ECDS Collection

31. Collection Due Dates Governance Pending
August 22, 2017 FCN Poll Question Results:
KG Collection Due: January 31, 2019
PK Collection Due: July 19, 2019

32. Collection Due Dates Governance Pending
April 10, 2018 ITF Governance
The proposed ECDS collection close dates will be presented to the Information Task Force during this scheduled meeting.
Once the governance committees finalize the ECDS collection dates, TEA will published the due dates for the Kindergarten, Prekindergarten and private prekindergarten submissions in TEDS Section 10.

33. Reporting Guidance and Important Reminders

34. ECDS Submission Process 2018-2019
Same Submission Process as
TEA is not expecting any changes in the process in which LEAs submit their kindergarten, prekindergarten and private prekindergarten collections in
2018 SUMR1 or SUMR2: ECDS extracts from the ODS:
Demographic, classroom link, staff and special program data
2018 TSDS: ECDS extracts the following from the ODS:
Assessment Metadata and Student Assessment
The Student Parent Interchange may be needed to load assessment data.

35. Private Prekindergarten 2018-2019
Private Pre-K participation in ECDS is still optional.
TEA does not collect assessment data for ECDS purposes.
TEA is still providing the ECDS spreadsheet for private Pre-K program to utilize to submit demographic and special program information.
Private Pre-K programs may run the Assessment Pre-K Sources report for KG readiness at the program and teacher level. 

36. Upcoming Enhancements for 2018-2019

37. NEW ECDS Business Validations
TEA will be implementing new business validations in the ECDS application in the school year to include the following:
Validate assessment titles and academic subjects
Validate assessment ranges (min/max scores) based upon published specifications.
Validate the pre-k homeroom indicator when there are multiple sections using the same service ID submitted.
Validate pre-K program type code to determine appropriate Primary and Secondary Pre-K Funding sources.
Review TEDS Section 5 change log for new & updated validations.

38. NEW Pre-K Home Room Indicator
E1440 HOME-ROOM-INDICATOR
This will be required for the Public Pre-K submission.
The indicator identifies a course as a ‘homeroom’ when an LEA has multiple Prekindergarten courses loaded into TSDS with the same service id.
It allows the ‘homeroom’ teacher that administered the Pre-K assessment to display correctly on the ECDS reports.
DC002 ACADEMIC-SUBJECT-TYPE (code table update)
Health and Wellness will now be used instead of Social and Emotional Development for Academic Subject Type (E1097).

39. Proposed Changes Pending Governance

40. New TEDS Section 10 Guidance
ECDS Collection Timeline
The Kindergarten submission is due on January 31, 2019 (pending governance approval with the support of the Early Childhood Education Division).
Potential Benefits:
Earlier access to the ECD Assessment PreK Sources report at the LEA and Campus levels for an early review of the impact of Pre-K programs on Kindergarten assessment results.
Earlier access to ECD KG Assessment summary data allowing for intervention at the LEA and Campus levels where student is having issues.

41. NEW Report Assessment Type Code
In order to be in compliance with TEC § (Reading Diagnosis), LEAs that administer non-Commissioner approved kindergarten or prekindergarten assessments, should report the following:
“03 ECDS – OTHER” for E1573 Report Assessment Type
Associated Code Table DC123 will be updated.
Additional guidance will be added to the special instructions for E1127 Assessment Title on submitting non-Commissioner approved assessment titles.

42. NEW Program Evaluation Type
In order for TEA to implement the collection of program evaluation information mandated in Rider 78 (part of the High-Quality Prekindergarten program requirements), the following data element, code table, and code table value will be added to the 2019 PEIMS Summer collection:
Exxxx PROGRAM-EVALUATION-TYPE
DCxxx PROGRAM-EVALUATION-TYPE-CODE:
00 No
01 Yes (TEA Self-Assessment Tool)
02 (Other)

43. Technical Resources and Information

44. Public Guidance & Information
To the Administrator (TAA) Letter
Early Childhood Education in Texas (TEA Website)
TSDS Early Childhood Data System
Texas Education Data Standards (TEDS)
Section 5 ECDS Business Validations
Section 10 ECDS Guidance and Template

45. Knowledge Base (KB) Articles TIMS SYSTEM2
TSDSKB-249   General FAQs
TSDSKB-254   Assessment FAQs
TSDSKB-258  Requesting and Approving of TEAL Roles
TSDSKB LEAs Requesting S-Numbers to be Assigned
TSDSKB-348   Interchanges Created from the ECDS Spreadsheet

46. Knowledge Base (KB) Articles TIMS SYSTEM2
TSDSKB-449   Loading Guide for ECDS Kindergarten BOY
TSDSKB-450   Loading Guide for Public Pre-K (BOY & EOY)
TSDSKB-451  Loading Guide for Public Pre-K (No Assessments)
TSDSKB Loading Guide for Private Pre-K (Optional)
TSDSKB-453   Private Pre-K General FAQs
TSDSKB-508   Kindergarten and Pre-K Assessment Matrix
TSDSKB ECD shows 0 Assessment Counts

47. Questions & Discussion
Technical Support: ECDS Program & Policy: - ECDS Champions should submit a TIMS ticket -