Spring 2015 MPAAA Conference (Draft) DATE / TIME Sunday, May 3 Monday, May 4 SESSION / EVENT ITEM DESCRIPTION Registration Open Nicole Snyder, Calhoun ISD Marketing & Membership Chair 7:15 AM - 8:30 PM Board Meeting Executive Committee 7:00 AM - 9:30 AM Registration Open Nicole Snyder, Calhoun ISD Marketing & Membership Chair 7:00 AM - 8:15AM Breakfast 8:15 AM - 8:30 AM General Membership Meeting Legal Issues Pt 1 * Lisa Swem, Thurn Law Option 1 9:30 AM - 12:30 PM Or Intro to Pupil Accounting I George Wytko, Calhoun ISD, Mary Beth Stein, TCAPS Intro to Pupil Auditing Barbette Lane, Wexford-Missaukee ISD Days and Clock Hours Brian Ciloski, MDE, Jill Slaght, Calhoun ISD Legal Issues Pt 2 (continued for certification)* Lisa Swem, Thurn Law Option 3A 9:30 - 10:45 AM and 12:00 - 1:30 PM 1:30 - 2:45 PM 2:45 - 3:00 PM Pupil Accounting Specialists in Action Forum Brenda Weir, Lapeer ISD, Kat Caron, Oxford ISD Pupil Accounting Auditors in Action Forum Sally Washington and Carrie McConnell, Clare Gladwin RESD Educational Data Specialist Forum Chris Reed, Grandville Public Schools Introduction to Excel Janell Craig, Oakland Schools Auditors Take Note: MSDS Reports and you! Leslie Shamel, Lapeer ISD Oh! The Places Our Students Go (and how to count them there!) Beckie Reed, Lakeview Schools, Laura Whipple, Calhoun ISD MI-School Data Kristi Martin, Macomb ISD Shared Time Primer Jackie Laymac, Laymac and Associates Lunch - Served at 12:30 CEPI Update Doris Mann, CEPI "Auditors: Let's Talk!" RJ Webber, Novi Schools Break OMG.. I am a new Pupil Accountant 3:00 - 4:00 PM 4:30 PM Sally Washington, Clare Gladwin, Jackie Laymac Oh! The Places Our Students Go (and how to count them there!) Beckie Reed, Lakeview Schools, Laura Whipple, Calhoun ISD Pupil Accounting and MSDS Reports Christian Anderson & Paul Cameron, Macro Connect Auditors Take Note: MSDS Reports and you! Leslie Shamel, Lapeer ISD Vineyard Tours State Hospital Tour! Botanical Gardens too! 4:00 - 4:30 PM Legislative Committee Meeting 7:30 - 9:00 AM Registration Open 7:30 - 8:30 AM Auditing Committee Meeting 7:30 - 8:30 AM Option 1 8:30 - 11:45 AM OR Buffet Breakfast Option 2a 8:30 - 10:00 AM And Brenda Weir, Lapeer Schools Implementing a Truancy Program Auditing I Teacher Student Data Link (TSDL) Refresher 10:00 - 10:15 AM Break Leslie Shamel 8:30 AM - 9:30 AM Option 3B 11:00 - 12:00 PM Tuesday, May 5 PRESENTER / RESPONSIBLE PERSON 5:00 AM - 7:00 PM Option 2 9:30 - 10:45 AM OR 10:45 - 11:00 AM Break LOCATION / ROOM Janice Gray, Oakland Schools, Debbie Caperton, Wayne RESA David Erbes, Ionia ISD Residency Rules! Carolyn Claerhout, Oakland Schools This isn't your grandma's attendance data Brian Ciloski, Dan Hanranhan, MDE, Doris Mann, CEPI, Cindy Rakocy, Huron Valley "The Talk" Technology Readiness Infrastructure Grant (22i TRIG) Update RJ Webber, Novi Schools Spring 2015 MPAAA Conference (Draft) DATE / TIME 10:00 - 10:15 AM Break 2:30 - 2:45 PM Break Option 2b 10:15 - 11:45 AM Jim Hines, CEPI Christian Anderson and Paul Cameron, Macro Connect Student Data and Accountabilty Scorecards: Connections MDE - Office of Accountability REP and Teacher Verification Gloria Suggitt, MDE, Joel Thiele, CEPI Introduction to Special Education Jennifer Tindall, Lapeer ISD "The Talk II" RJ Webber, Novi Schools Option 2a 1:15 - 2:30 PM and Legislative Update Auditing II Barbette Lane, Wexford-Missaukee, Jody Lukins, Allegan ESA Carolyn Claerhout, Oakland Schools XML to Access Janell Craig, Oakland Schools Connecting your district with data/What data specialists can do Cindy Farley, Leslie Public Schools Student Data and Accountabilty Scorecards: Connections MDE - Office of Accountability Making 5-0-A, 5-0-B,5-0-D work in your district Ellen Perry, Ingham ISD; Beckie Reed, Lakeview Schools Connecting your district with data/What data specialists can do Cindy Farley, Leslie Public Schools Troubleshooting XML Jim Hines, CEPI Which One? Which One? Which One? Brenda Weir, Lapeer Schools LEA Committee 7:00 PM Euchre Tournament and Game Night 7:45 AM - 8:45 AM Data Committee 8:00 AM - 9: 00 AM Breakfast 31a - At_Risk Students 9:00 - 10:00 AM PRESENTER / RESPONSIBLE PERSON Pupil Accounting and MSDS Reports Lunch and Awards 4:10 PM - 5:00 PM LOCATION / ROOM CEPI Crisis Hotline 11:45 AM - 1:15 PM Option 1 1:15 PM - 4:15 PM OR Option 2b 2:45 - 4:00 PM Wednesday, May 6 SESSION / EVENT ITEM DESCRIPTION Leslie Hite, Dexter Community Schools, MDE Staff MSDS and DAS - Practioners at work Tina Foote, MDE, Melissa Tront, St. Joseph County ISD From Cradle to Cubicle: The Story of Student Data Trina Anderson, CEPI Auditor update for Pupil Accountants Loret Roberts Auditing Residency Requirements Gloria Suggitt, MDE, Naomi Krefman, MDE Introduction to Special Education Jennifer Tindall, Lapeer Community Schoo 10:00 - 10:15 AM Break 10:15 - 12:00 PM State Agency Panel 12:00 PM Conference Ends - Safe Travels Back Home * Must attend both sessions to receive certification credits SESSION DESCRIPTIONS – Spring 2015 Pupil Accounting Legal Issues Meet with Lisa Swem, Thrun Law Firm, as she shares the legal perspective on current educational issues. You will be exposed to an introduction to the legal issues facing Pupil Accounting, Pupil Auditing and State Reporting staff related to educational issues; enrollment issues, FERPA, student records, teacher certification, etc., as well as data quality and data collections. This session will fulfill the MSBO Pupil Accounting Legal Issues requirement for Pupil Accounting Specialists and Pupil Accounting Auditors. (To receive certification credit, you MUST attend both conference sessions listed on the conference agenda). Introduction to Pupil Accounting I Pupil Accounting I introduces staff new to pupil accounting to the Pupil Accounting Manual (PAM) and requirements related to count days. This presentation includes a review of timelines, enrollment requirements and information about the three student populations as defined by the PAM. This session will fulfill the MSBO Introduction to Pupil Accounting I certification requirement for Pupil Accounting Specialists, Pupil Accounting Auditors and Educational Data Specialists. Introduction to Pupil Auditing This introduction to pupil accounting auditing focuses on learning the basics of preparing for an audit, acronyms, quality control reviews and tips related to the audit narrative. Embedded in this session are tips on ways to connect and work with various officials with the Michigan Department of Education (MDE). This session will fulfill the MSBO Introduction to Pupil Auditing certification requirement for Pupil Accounting Specialists and Pupil Accounting Auditors. Days and Hours What counts? How do you handle passing time? How do you calculate hours? This session is both the nuts and bolts of the basics of Days and Hours and includes an opportunity for auditors and district staff to hear how ‘the other half lives”. An overview of current requirements as they relate to the school district calendars is also included. This session will fulfill the MSBO Days and Hours certification requirement for Pupil Accounting Specialists and Pupil Accounting Auditors. *** A specials note about the Discussion Forums** The discussion forums are an opportunity for participants to get together in an informal setting to examine issues as they relate to Pupil Accounting, Pupil Auditing or Educational Data. There is no formal agenda. Your host may have a list of possible topics for discussion. However, you as a participant are as much a part of the success of this session as the host. Please come with topics of interest to you and prepared to fully engage in the discussions. These sessions are not ‘sit and get’ – they are about sharing and learning from one another. Pupil Accounting Specialists in Action (Discussion Forum) Join your peers in this roundtable discussion involving timely issues faced by pupil accounting specialists. This forum is a facilitated discussion—not a training session—where participants will have the opportunity to share ideas, strategies and best practices. Be prepared to recharge your knowledge and offer helpful hints to assist your peers. Pupil Accounting Auditors in Action (Discussion Forum) Join your peers in a roundtable discussion involving timely issues faced by pupil auditors. This forum is a facilitated discussion—not a training session—where participants will have the opportunity to share ideas, strategies and best practices. Come prepared to offer helpful hints from your experience as an auditor to assist your peers. Educational Data Specialists in Action (Discussion Forum) Take this time to share best practices about data quality and state submissions. This forum is a facilitated discussion—not a training session—where participants will have the opportunity to share ideas, strategies and best practices. This is a relatively new discussion forum. We hope you will find ways to engage each other in productive conversations about the work you do for your district or ISD. SESSION DESCRIPTIONS – Spring 2015 Introduction to Excel There are few better tools than Excel to help you do your job as a pupil accountant and/or data specialist. It allows you to store, organize, and analyze information. Join us for this session where you will learn your way around the Excel environment, modifying columns, rows and cells, and sorting and filtering cells. Discussion that focuses on how a pupil accountant or data specialist can use Excel will be included. Auditors Take Note: MSDS Reports and You! Take a look at all the information the Center for Educational Performance and Information (CEPI)’s Michigan Student Data System (MSDS) has to offer auditors as they work on their district audits. A review of MSDS reports – where they are located in the system as well as how and when to use them will be the focus of this session. Included will be FTE comparisons, Section 23a summary, Section 25e and more! Time will be set aside for questions. Oh, the places our students learn (and how to make sure we can count them there)! From part-time or shared time students to all those virtual learning options (all those POP III students), tracking the students and data can be challenging. Review the requirements and get some tips on getting the data right for your district. Joining the discussion will be an ISD auditor who will provide guidance in making sure you can count every single one of those POP III students. MI School Data - Using the data in the system for district decisions Learn more about the set of tools MI School Data offers designed to aid the facilitators, intervention specialists, and coaches who are working with priority and focus schools on school improvement plans. The good news is that anyone in the education community working on a school improvement plan (with a secure login) is bound to love these tools because they include handy Top 30/Bottom 30 analyses, proficiency targets, achievement scatterplots, and more! Shared Time Primer Your district has decided to take the leap into providing educational services to non-public school students. You have a signed agreement. What are your next steps? What pitfalls do you (and your administrator) need consider? How is the FTE calculated? Does this work in a virtual environment? How do you report this to MSDS? What will your auditor need to award the proper FTE? CEPI (Center for Educational Performance and Information) Update This is a must see session for Pupil Accountants and Educational Data Specialists. CEPI staff will cover what’s new with the Michigan Student Data System along with what you may need to know about current and upcoming collections. We know there are changes related to 31a and 64b for the current year, but it is likely we will see some changes to other collections as well. “The Talk” for Auditors The job of an ISD auditor is tough! No doubt about it. One of the biggest challenges is the large variety of audiences you work with on a daily basis: your supervisor at the ISD, MDE staff, district superintendents, district staff, etc. Join us for a unique session, designed just for you, the ISD auditor. You will be presented with some tools to use to communicate with those various audiences in a meaningful way and have a chance to practice in a safe and fun environment. Rarely, are you given the opportunity to participate in a professional development activity that focuses on life-long learning and not on the giving and taking of an FTE. OMG… I am a Pupil Accountant! This session is scenario based training. We will walk step-by-step through a student enrolling, what information is needed for reporting and to which collection in MSDS. We will cover multiple types of scenarios to work with different populations of enrolling students to include; special education, LEP, homeless and as many others as we have time for. Implementing a Truancy Program Juvenile crime statistics support the fact that if kids are not in school, many of them are starting a file at the local prosecutor’s office. Hear, firsthand, from a truancy officer with more than 10 years of experience and a former district administrator about their programs throughout the years. The discussion will include creative ideas to promote school attendance, consequences for noncompliance, strategies once the truancy referral is made, and working with outside agencies and the court system. SESSION DESCRIPTIONS – Spring 2015 Auditors Take Note! MSDS Reports and You Looking for ways to be more efficient when you are auditing? Interested in learning how using MSDS reports may help you to satisfy auditing requirements? From FTE comparison to Section 23a, this session will be chock full of tips about how and when to use MSDS reports to help you, the pupil accounting auditor. Bring your reporting questions to this new session! Pupil Accounting and MSDS Reports What a great feeling. You have uploaded your collection into MSDS. No field level validation errors and no file failures. But, wait! There is more, so much more, you can do to ensure your file is the best it can be. MSDS offers a variety of reports providing you with the opportunity to view and analyze the data. Included will be a review of the data staging area reports and certified data reports and why you want to use them. Auditing I A step-by-step process for desk audits will be presented, including how to work with your local school districts in order to make the desk audit more efficient/less painful for everyone. Key issues for desk audits will be discussed, including special education balancing, confirming residency, reviewing district documentation, and other trouble spots auditors deal with. Tips on developing a communication strategy with district staff on identified issues will also be addressed. In an effort to improve auditing consistency across the State, all auditors are encouraged to attend this session. Teacher Student Data Link (TSDL) Refresher A lot has happened with Teacher Student Data Link collection since its inception. Originally used as a mechanism to generate a teacher effectiveness code, this collection is used in determining your Academic Scorecard. In addition, outside researchers use this in reporting the effectiveness of online learning to the Michigan Legislature. This session will provide a refresher of the requirements and time lines of this submission, and discuss the changes that submitters will need to be aware of. Techniques and pitfalls will also be discussed. Residency Rules! School funding is based on a student’s school attendance, age and residency. This session will answer the big questions. What is residency, what are the requirements, how do you verify residency and what are the exceptions, that is, how can a school enroll nonresident students and claim FTE? This Isn’t Your Grandma’s Attendance Data As school environments evolve to meet the needs of today’s students and tomorrow’s workforce, determining a student’s “attendance” has become more challenging. Is a log-in record an attendance record? In a blended class, does the student need to be in class and log-on to be counted a full day? How do we track attendance for dual enrollment courses? How should Seat Time Waiver students be reported in MSDS at the end of the year (separate from what we give our auditors!)? Bring your challenges to this session where we’ll discuss what is required and recommended. The Talk If you have not experienced “The Talk” with RJ Webber, here is your chance! The work of pupil accountants, pupil auditors and data specialists is critical to the success of your district or ISD. Need some tools to use to better communicate why and how your work impacts the district bottom line to your administrators? This is the session for you. Learn to develop a communication plan for every encounter with your administrator. Participants will have the opportunity to practice in a safe and fun environment. For anyone who has already attended this session, RJ has designed a new, advanced session “The Talk II”. That session will be offered at a later time on Tuesday morning. Technology Readiness and Infrastructure Grant (TRIG) Update If you are interested in the changing landscape of Student Information Systems in Michigan or how your data may be more accessible in the future (perhaps making your job easier!?), you don’t want to miss this session. While, the focus of this grant is to develop or improve district technology infrastructure, including, but not limited to, hardware and software, there are elements of the grant that focus on the storage and use of data. This session will provide an update on the various grant projects. SESSION DESCRIPTIONS – Spring 2015 CEPI Crisis Hotline Jim Hines, CEPI’s Customer Support Team Supervisor, will lead the group in guided discussion while providing insight into the age out questions: What is CEPI? What do they do? More importantly, what am I supposed to do as a brand-new user of the MSDS, REP, SID, or any of those other weird CEPI acronyms? Presenters from CEPI’s customer support team will cover what CEPI does, the different data collection applications, the training resources and manuals available from the CEPI website and where to go for additional help and support. There will also be time for questions and answers. Student Data and Accountability Scorecards: Making the Connections Get the ‘who’, ‘what’, ‘where’ questions answered about what happens to MSDS data when it hits the Department of Accountability Services (a division of MDE). Where does our MSDS data go when pulled by MDE? What happens to that data once it gets there? How is it used (in broad terms) by the Division of Accountability Services (DAS)? What does DAS want those who submit state reporting (MSDS) to know about in relation to data quality? What do the recipients of that DAS data do with it? Come to this session for the answers! REP and Teacher Verification A brand new tool for auditors, the REP Report provides information about the district’s teaching staff to help in your credential audit. The details of this report will be covered along with tips for using it. Introduction to Special Education Learn about program codes, worksheets A and B, how to calculate special education FTEs and how FTES flow to the 4061. Learn about the difference between program assignment and educational setting. The Talk II You attended one of the previous “The Talk” sessions here at MPAAA. You have developed a plan of action that helps you better communicate with your administrators about the incredibly important work you do. Here is your chance to take your experiences to the next level. Join RJ Webber for an advanced session of the “The Talk”. His presentation and interactive and approachable style is sure to engage you and prepare you for what’s next on the communication continuum. Auditing II: Learn about key issues from the field including compliance, risk assessments, determining proper sample sizes, and review of the ever-changing and ever-confusing Population III pupils. Techniques for working with district staff in the field and handling teacher and staff interviews will also be included. In an effort to improve auditing consistency across the State, all auditors are encouraged to attend this session. Legislative Update What new legislation is on the horizon? The Legislative Update is your chance to hear about legislation that passed and/or is pending this year that affects, you and your district. This is one of the most popular sessions at every MPAAA conference. XML to Access XML and MSDS State Reporting go hand in hand. Have you ever uploaded your MSDS collection and needed a report, but the report with the data you need was not available in MSDS? If you are interested in learning more about using Microsoft Access to build your XML collection report, this is the session for you! Making 5-0-A, 5-0-B, 5-0-D work in your district From virtual learning on-site with a teacher present to seat time waivers to 21f, you will learn about the questions to ask, procedures to follow and some best practices sprinkled in for good measure– at the district level and at the auditing level. This session will include presenters from both perspectives – district and ISD auditing. SESSION DESCRIPTIONS – Spring 2015 Connecting Your District with Data: What Educational Data Specialists Can Do for Their District? Many of our Educational Data Specialists began their careers as Pupil Accountants. The work has always been about counting students to ensure your fair share of foundation funding. But, as an Educational Data Specialist (or Data Scientist!), your skills in pulling, sorting and manipulating all of that demographic student data plays a significant role helping instructional staff (counselors, curriculum directors, principals, etc.) educate students! Get a peek at one district staff member who was able to create a model and system that put her ‘at the instructional/administrative table’. Troubleshooting XML Files with CEPI Customer Support: The Michigan Student Data System requires all files to be uploaded in .xml format, but what does “an invalid field value was found” mean? What’s a duplicate multi-valued characteristic? Where can I find and fix the schema version number? Why can’t I just save my .xml file from Microsoft Excel? CEPI’s customer support staff will go over common .xml file errors in the MSDS, and offer suggestions for validating files before uploading in order to minimize the stress of those MSDS deadlines. Which one, which one, which one? Do you ever get that feeling of “ok, which roster, collection or report is due now, and what is the purpose of that roster, collection or report?” This session will provide information about when the data is due, what data is due and where the data is then used. MSDS and DAS – Practitioners at work A representative from the Michigan Department of Education, Division of Accountability Services and a district representative will present this session to provide information on how student information submitted through MSDS move to and through the Secure Site ultimately affecting district accountability measure. Best practices will be shared on how the pupil accounting specialist can work with Secure Site staff to ensure that submitted data is accurate. 31a – At Risk Students Section 31a of the State School Aid Act provides funding to eligible districts, public school academies or the Education Achievement Authority for instructional and pupil support services who meet the at-risk identification characteristics specified in the legislation. Join us as we discuss the programmatic elements of 31a with a staff member from the Michigan Department of Education. Best practices for district staff will be included. From Cradle to Cubicle – The Story of Student Data Early Childhood Collections, K-12 General Collections, FID, Special Education, Teacher-Student Data link and Higher Education submission – they all play a role in Michigan’s Longitudinal Data System. More than 4.0 million students, 13 years of student demographic and program participation, 9 years of testing data, 10 years of financial data and 6 years of postsecondary data now tracks and connects student records over time (while protecting student privacy). Learn about your role in the story of student data in Michigan! Auditor Update for Pupil Accountants Pupil Accounting Auditors attending the conference pick up tips and new ways of auditing throughout the conference. But, sometimes, looping that information back to the district pupil accounting staff is lost until school begins again in September. So, throughout the conference, we have someone who will be listening for those tips and new ways of doing things and, then sharing them during this one hour session! All are welcome. Auditing POP I and POP II (Interactive Session) You may have attended the interactive auditing session during the Fall Conference that focused on Seat-Time Waiver. Participants really enjoyed the hands-on nature of that session and they asked for more! This session will focus on auditing best practice and how-to tips for POP I and POP II students. State Agency Resources Now is your time! Meet the staff from MDE – Office of State Aid and Finance, Division of Accountability Services, Office of Audits, Field Services – and CEPI. They will provide you with information about the role of each agency as it relates to pupil accounting, auditing or data submissions. Time has been set aside for them to address pupil accounting issues, answer your pre-submitted questions and take questions from conference attendees.
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