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Thursday November 13, 2008

Subject: Fall SRSD Collection is now Closed

The fall 2008 Single Record Student Database (SRSD) collection is now closed. Data collected via the SRSD are vital in securing funding for your district and for compliance with state and federal requirements. Thank you for your efforts to assure that the data submitted are accurate and submitted on time!

Phase 1 Student UIC Resolution, the process of ensuring that a particular Unique Identification Code (UIC) is correctly associated with a particular student, will begin as soon as your SRSD file has been uploaded by your ISD and has completed processing.  Text File Exports will become available immediately after your district completes Phase 1 resolution. Phase 1 Student UIC Resolution will end at 11:59 p.m. Sunday, December 14, 2008.

If you have questions or need assistance with this process, please send an e-mail message to CEPI customer support at CEPI@michigan.gov or call (517) 335-0505 and follow the prompts. Please provide your name, telephone number (including area code and extension), district code, and district name (if applicable) along with your message. The CEPI customer support team's office hours are Monday through Friday from 7:30 a.m. to 5 p.m.

Thank you,

CEPI Student Data Team

Wednesday November 12, 2008

Subject: Administrator Data Review Update

The Center for Educational Performance and Information (CEPI) has updated the Administrator Data Review (ADR) reports utilizing data from the end-of-year 2008 Single Record Student Database (SRSD) collection to provide an opportunity for review for the fall 2008 submission. If any of the information displayed in the ADR is found to be incorrect, districts can focus on problem data areas and provide corrected data during the next upload cycle.

CEPI is pleased to provide this mechanism to display the data back to the districts to help improve the quality of information provided. The following reports have been refreshed with data from the end of year submission:     

*       SRSD Submission Summary
*       Exit Status Count
*       Gender Count
*       Grade or Setting with Age Data
*       Number of Students per Grade and Setting
*       Program Eligibility/Participation Count
*       Race/Ethnicity Count
*       Students Enrolling and Exiting by Date Range
   
In order to access the ADR, you must hold a valid Michigan Education Information System (MEIS) account and have
submitted an ADR security agreement form signed by the district superintendent. At this time, the ADR is available
only to intermediate school district and local education agency superintendents, public school academy
administrators and the SRSD/Unique Identification Code authorized users. The ADR is available at
https://cepi.state.mi.us/adr/.

If you experience problems with your MEIS account or password while you are using the application, please
contact CEPI Customer Support by e-mail at CEPI@michigan.gov or phone 517-335-0505.

Thank you,

Center for Educational Performance and Information

Novermber 6, 2008

State of Michigan Telephone Lines

Our telephone provider is experiencing problems which is affecting our
incoming and outgoing calls.  If you require assistance with a CEPI
application, we recommend that you send an e-mail message to
cepi@michigan.gov.  Please include:  your name, district code and
district name, the CEPI application name, your telephone number
(including area code and extension), your e-mail address, and your
specific question(s). 

Thank you,

CEPI Customer Support

October 29, 2008

NOTICE:   The Fall 2008 SRSD Collection is now open.

The Fall 2008 Single Record Student Database (SRSD) collection is now
open.  Districts should have their files submitted to their assigned
Intermediate School District (ISD). ISDs may upload SRSD files to CEPI
beginning today, October 29,  through 11:59 p.m. on November 12, 2008.

All submissions must be received by CEPI by 11:59 p.m. on November 12,
2008.  Failure to submit files to CEPI within the collection period may
result in funding delays and/or penalties for your district. Please
remember to check to be sure your file has been processed and has no bad
records.

NOTE:  If you discover a problem with your file after it has been
submitted, please contact your ISD and CEPI Customer Support
immediately. Do not attempt to remedy the problem before checking with
your ISD and CEPI for instructions.

Phase 1, Student UIC Resolution, the process of ensuring that a
particular UIC is correctly associated with a particular student, will
begin as soon as your SRSD file has been uploaded by your ISD and has
completed processing.  Text File Exports will become available
immediately after a district completes Phase 1 resolution. Phase 1
Student UIC Resolution will end at 11:59 pm Sunday, December 14, 2008.


Please note that the Upload for UIC Request feature, closed at 11:59pm,
Monday, October 27, and will remain closed throughout the collection
window. The Upload for UIC Request feature of the application will be
operational again on November 17. The Student Search features will
remain active and you will be able to create new student Unique
Identification Codes (UICs) using this function.

If you have questions or need assistance with this process, please send
an e-mail message to CEPI customer support at CEPI@michigan.gov or call
(517) 335-0505 and select option 3.  Please provide your name, telephone
number (including area code and extension), district code, and district
name (if applicable) along with your message. The CEPI customer support
team's office hours are Monday through Friday from 8 am to 5 pm.

Thank you,

CEPI Student Data Team

October 28, 2008

Subject: Updated UIC Timeline for the Fall 2008 SRSD Submission

Due to the delay in the deployment of the Michigan Student Data System (MSDS), the Fall Single
Record Student Database (SRSD) Submission will continue using the current unique identification
code (UIC) processes within the SRSD. While all records must have UICs at the time of submission,
there will be a Phase 1 Student UIC Resolution window.

The updated Unique Identification Code (UIC) timeline for the Fall 2008 SRSD Submission follows
this message.

Phase 1 Student UIC Resolution will begin after each ISD has successfully uploaded the Fall 2008
Submission for its districts.  Phase 1 Student UIC Resolution will end at 11:59 p.m., December
14, 2008.  A 4-week Phase 1 resolution window ensures that the data are ready for a January
GAD deployment.

Also, please note that the Upload for UIC Request (nonSRSD uploads) feature of the application
will be closed from October 28 until November 17, 2008.

If you have additional questions, please send an e-mail message to CEPI Customer Support
[CEPI@michigan.gov] or call 517-335-0505 and select option 3.  Provide your name, district code,
district name (if applicable), CEPI application name, your telephone number (including area code
and extension), your e mail address, and your specific questions.

CEPI Student Data Team

September 24, 2008 
SRSD Error check released.

September 24 – October 28, 2008
Districts/PSAs submit SRSD data to ISDs. (The ISD should be in possession of SRSD data
files by October 29.)

October 28, 2008
SRSD application closes for the day to perform required transition activities in preparation
for the submission.

October 28 – November 17, 2008
Upload for UIC (nonSRSD upload) closed.

October 29 – November 12, 2008
ISDs submit SRSD data to CEPI.

October 29 – December 14, 2008
Phase 1, Student UIC Resolution: Ensuring that a particular UIC is correctly associated with
a student. NOTE: Student UIC Resolution can only begin after the ISD has successfully
uploaded the Fall 2008 Submission for the districts (by November 12). Text File
Exports become available immediately after a district completes Phase 1 Resolution.

December 15, 2008
CEPI initiates automatic UIC assignment process: The system automatically resolves any pending
records by retaining the UIC that was submitted with the record.

Note: There will be no Phase 2 UIC Confirmation for Fall 2008.

October 27, 2008

NOTICE:   Important information for the Fall 2008 SRSD submission

The Fall 2008 Single Record Student Database (SRSD) collection will open this Wednesday,
October 29.  Districts should have their files submitted to their assigned Intermediate School
District (ISD) by that date.  ISDs may upload SRSD files to CEPI beginning October 29.  All
submissions must be received by CEPI by 11:59 p.m. on November 12, 2008.  Failure to submit
files to CEPI within the collection period may result in funding delays and/or penalties for your
district.  Please remember to check to ensure your file has been processed and has no bad
records.

NOTE:  If you discover a problem with your file after it has been submitted, please contact
your ISD and CEPI Customer Support immediately.  Do not attempt to remedy the problem
before checking with your ISD and CEPI for instructions.

Phase 1, Student UIC Resolution, the process of ensuring that a particular UIC is correctly
associated with a student, will begin as soon as your SRSD file has been uploaded by your
ISD and has completed processing.  Text File Exports will become available immediately after
a district completes Phase 1 resolution.  Phase 1 Student UIC Resolution will end at 11:59 p.m.
Sunday, December 14, 2008. 

Please note that the SRSD application, including the Upload for UIC Request feature, will
close at 11:59 p.m., Monday, October 27, and will remain closed all day Tuesday, October 28,
n preparation for the submission.  Any outstanding nonSRSD batches must be resolved and
downloaded before this deadline.  When the application closes all nonSRSD batches will be
unavailable, therefore, if you have not resolved and downloaded your batches, you will not
have access to this information.  The Upload for UIC Request feature of the application will
be operational starting November 17.  The Student Search features will remain active and
you will be able to create new student Unique Identification Codes (UICs) using this function.

If you have questions or need assistance with this process, please send an e-mail message
to CEPI customer support at CEPI@michigan.gov or call (517) 335-0505 and follow the prompts.  
Please provide your name, telephone number (including area code and extension), district code,
and district name (if applicable) along with your message.  The CEPI customer support team's
office hours are Monday through Friday from 8 am to 5 p.m.

Thank you,

CEPI Student Data Team

Friday October 24, 2008

Subject: Message from MDE, Office of Early Childhood Education and Family Services

The following message was sent to all Great Start Readiness Programs last week by Michigan
Department of Education (MDE).  The Center for Educational Performance and Information (CEPI)
has been asked to share this message with the Single Record Student Database (SRSD) listserv
and authorized users.

Please watch for more information on the Michigan Student Data System (MSDS) to be posted on
this listserv and the on the CEPI Web site http://www.michigan.gov/cepi/.

If you have questions about early childhood programs, including the Great Start Readiness Program,
please contact the MDE Office of Early Childhood Education and Family Services at (517) 373-8483. 

Questions about MSDS or other CEPI applications may be sent via e-mail message to CEPI customer
support at CEPI@michigan.gov or call (517) 335-0505 and follow the prompts.  Please provide your
name, telephone number (including area code and extension), district code, and district name (if
applicable) along with your message.

Thank you,

CEPI Student Data Team

________________________________________________________

Message from Office of Early Childhood Education and Family Services: (sent to those  receiving
this message as a Great Start Readiness Program (GSRP) contact.)

The Single Record Student Database (SRSD) and the new Michigan Student Data System (MSDS)
include discrete information about individual children such as age, gender, race, ethnicity, and
program participation. MSDS reporting will be connected to funding of the GSRP.

Regarding the requirement for all grantees to report enrolled children into the SRSD and the MSDS: 

1.  Submission of GSRP SRSD data during the fall reporting period is OPTIONAL. 

2.  Grantees MUST submit data on enrolled children in the new MSDS.  The MSDS will become
available sometime in November/December 2008.  Data snapshot (point in time) dates are currently
set for February 28, June 30 and September 30, 2009. 

3.  All children who receive classroom or home-based Great Start Readiness Program (GSRP)
services funded through state aid, including sub-contracted programs, must be entered into the MSDS. 

4.  Competitive (agency) GSRPs will begin reporting this fiscal year (2008-09).  Webinar training
will be available.  You may wish to talk with your interagency advisory group for ideas and assistance
to accomplish MSDS reporting. Local schools and intermediate school districts (ISDs) have had
experience inputting this data over the past few years.  

5.  Please visit the following website for more information and MSDS status updates: 

     http://www.michigan.gov/cepi/0,1607,7-113-986_50502---,00.html

If you have questions, please contact an early childhood education consultant at (517) 373-8483.

Grantees can expect additional guidance when the exact implementation of the MSDS
is confirmed.

Wednesday October 8, 2008

Direct Certification Report Refreshed October 6, 2008

The report of students who have been directly certified to receive free supplemental nutrition services was refreshed Monday, October 6, 2008 and is available for use today. All students submitted and resolved in a nonSRSD batch prior to 10 p.m. October 6, 2008 have been included in the source file for this refresh.

To find out more information about the Direct Certification Report, please go to www.michigan.gov/cepi. Click on "MEIS Data Services", then on "Direct Certification Report" from the left navigation bar.  Here you will find general information about the report, including customer support materials.

The direct link is: http://www.michigan.gov/cepi/0,1607,7-113-986_46967---,00.html

If you have any further questions, please send an e-mail message to CEPI customer support at CEPI@michigan.gov or call (517) 335-0505 and follow the prompts.  Please provide your name, telephone number (including area code and extension), district code, and district name (if applicable) along with your message.

Thank you,

CEPI Student Data Team

Wednesday, October 8, 2008

Subject: MSDS Technical Document

As development of the Michigan Student Data System (MSDS) progresses, the Center for Educational Performance and Information (CEPI) has
developed a document to assist your information technology staff in working with the new application. Topics covered in the document include:

*       Browser and System Suggestions
*       Pop-up Blockers
*       Web Services Plan
*       Authentication and Security
*       Using XML Documents
*       Open-Source Software Issues

As development continues the issues above will be expanded upon. The document can be downloaded at:
http://www.michigan.gov/documents/cepi/MSDS_tech_support_251976_7.pdf

Thank you for your continued cooperation and support as we transition to the MSDS.

Sincerely,
The CEPI Student Data Team

Friday, September 26, 2008

Subject: MSDS Deployment Delay

The scheduled October 4 deployment of the Michigan Student Data System
(MSDS) has been delayed. The state and local testers simply have not had
enough time to thoroughly test the system. The state development team
feels that more testing is required to ensure that a quality product is
released.

Because the district testing schedule has coincided with the school year
start, many of the district testers have not been able to test the
system enough to determine if the critical functionality is performing
as it should. Thorough local testing is critical to ensure that the
product meets expectations. Overall district feedback on the system
changes has been very positive, and we want to ensure the MSDS provides
the value and ease of use that is expected. 

Please note the following changes:

1. The fall Single Record Student Database (SRSD) collection will
continue using the current unique identification code (UIC) processes
within the SRSD. While all records must have UICs at the time of
submission, there will be a Phase 1 UIC resolution window.

2. The supplemental nutrition eligibility 10/31 count will not be
collected in the MSDS. It will continue to be collected in the aggregate
via the Michigan Electronic Grants System (MEGS) for SY 08-09. Please be
sure to also accurately report eligibility data in Field 31:
Supplemental Nutrition Eligibility in SRSD this fall, as it is essential
for all No Child Left Behind reporting.

3. All collections, including the Early Childhood and Migrant Curriculum
collections, are being evaluated to determine the impact that this
deployment delay will have on collection dates. 

Over the next two weeks, the MSDS Testing Team will continue to focus
heavily on testing the system. We will communicate additional details as
they become available.

Thank you for your understanding.

CEPI Student Data Team

Subject: NonSRSD Batch Upload Issues

The Center for Educational Performance and Information (CEPI) has noticed several problems with the processing of nonSRSD batch files. Upon investigation, we discovered that many districts are not complying with the nonSRSD file format and have continued to re-upload the same file without correcting the errors.  This slows the processing of good files.

Below are a few recommendations on submitting a nonSRSD file:

-  Review the file specifications, and verify that your file adheres to the correct file naming convention and file layout prior to uploading.

-  If you receive an error such as "bad file," "file length not correct," or "file has errors," please review your file, fix the errors and re-upload the corrected file.

-  Click the "Submit" button one time.  Please check the batch status before uploading again.

-  If you have a status of "completed" but your batch file shows that you have records with nonSRSD Data Errors, download the completed file that includes the UICs for those records that processed correctly. Upload the completed file into your local management software system. You will then need to export another file to request UICs for just those student records that had previously errored.  Before re-uploading, be sure to review this file for problems.

For step-by-step instructions on how to submit a nonSRSD file or for a detailed description of the nonSRSD file layout, see pages 40-44 of the
SRSD/UIC User's Guide: http://www.michigan.gov/documents/UICUserGuide_87398_7.pdf

Please contact your student management system vendor if you continue to have problems with your student management system creating a nonSRSD file to the correct specifications.

If you have any further questions, please send an e-mail message to CEPI customer support at CEPI@michigan.gov or call (517) 335-0505 and select option 3.  Please provide your name, telephone number (including area code and extension), district code, and district name (if applicable) along with your message.

Thank you,

CEPI Student Data Team

September 25, 2008

SUBJECT:  Correction to Message from Michigan Department of Education (MDE), Office of Special Education / Early Intervention Services (OSE/EIS)

On Wednesday, September 24, 2008, a message with the subject line
"Message from MDE Office of Special Education" was sent to the Center
for Educational Performance and Information (CEPI) Single Record Student
Database (SRSD) listserv membership and authorized users. This message
should have instructed Intermediate School Districts (ISDs) with
students attending the Michigan School for the Deaf to report these
students through the SRSD by entering facility code 02548 in Field 5:
School or Facility, not Field 3 as indicated. Please note that this
applies only to those ISDs who have students receiving services at the
Michigan School for the Deaf and does not impact any local education
agencies (LEAs) or public school academies (PSAs).

Please direct any questions about special education services or the
Michigan School for the Deaf to Dr. Fran Loose with the MDE OSE/EIS at
(517) 373-0923 or by e-mail to loosef@michigan.gov. Questions regarding
the SRSD may be sent to CEPI customer support at CEPI@michigan.gov or by
calling (517) 335-0505 and selecting option 3.  Please provide your
name, telephone number (including area code and extension), district
code, and district name (if applicable) along with your message.

We apologize for any inconvenience this error may have caused.

Thank you,

CEPI Student Data Team & MDE OSE/EIS

September 24, 2008

SUBJECT:  A message from the Michigan Department of Education (MDE) Office of Special Education / Early Intervention Services (OSE/EIS)

Districts that have students attending the Michigan School for the Deaf (MSD) should enter the MSD school code into SRSD Field 3 for these students.  The school code is 02548.

Please direct questions about this message to Dr. Fran Loose, Office of Special Education / Early Intervention Services at loosef@michigan.gov or (517) 373-0923.

Thank you,

CEPI Student Data Team

Wednesday, September 3, 2008

Subject: Non-SRSD Batches Did Not Process

On Tuesday, September 2, 2008, there was an electrical fire at the State Secondary Complex, causing a power outage which affected the servers that house the Center for Educational Performance and Information (CEPI) applications.  A message was sent to all CEPI application users yesterday afternoon via e-mail and listserv that the applications were experiencing technical difficulties.  Unfortunately, one of the ramifications of this event is that all NonSRSD batch files that were submitted yesterday through early this afternoon were not processed and will not be able to process.  If you have submitted a NonSRSD file during this time period, and the batch has not appeared on the NonSRSD Batch Status List, please re-submit the file.  If you are unable to determine if you need to re-submit your file, please contact CEPI customer support for assistance by sending an e-mail message to CEPI customer support at CEPI@michigan.gov or call (517) 335-0505 and follow the prompts.  Please provide your name, telephone number (including area code and extension), district code, and district name (if applicable) along with your message.

We apologize for the inconvenience.


Thank you,

CEPI Student Data Team

Tuesday, September 2, 2008

Subject: CEPI Application Servers Experiencing Difficulties

Due to an electrical problem, some State of Michigan applications may be experiencing difficulties. Consumers Power is working with the state to get all systems back to full power as soon as possible. Until this situation has been repaired, users may have difficulty with CEPI applications, including: Single Record Student Database (SRSD), School Code Master (SCM), Financial Information Database (FID), and Registry of Educational Personnel (REP). Should you encounter problems accessing these services, please try again later.

Thank you for your patience.

CEPI

Thursday August 28, 2008

Subject: MSDS Training Opprotunities

Please note that the Center for Educational Performance and Information (CEPI) has provided a variety of training options for Phase I of the new Michigan Student Data System (MSDS), including some which have no cost and will be available to every user of the system.

No-cost options include on-demand video of face-to-face training as well as Web-based training tutorial modules, all of which will be available to all users at their desktops.

The training plan proposed by the MSDS vendor included face-to-face train-the-trainer sessions with a very limited number of attendees. These limitations would have allowed us to only train ISD trainers, who would then need to train their local users. The Michigan Institute for Education Management (MIEM) stepped up as a partner and agreed to offer additional face-to-face trainings to accommodate larger numbers of people, including all users*. MIEM is also offering SBCEU credits to attendees. There is a cost to attend these face-to-face trainings; however, it is not required that you attend them.

Additional face-to-face training opportunities will be provided at the fall Michigan Pupil Accounting and Attendance Association (MPAAA) meetings in both Bay City and Escanaba**. A condensed version of the training and hands-on computer kiosks will be available to all meeting attendees.

CEPI and our training vendor, PTD Technology, will also be producing a video of the full training that will be available via our Web site in mid-September for viewing at your convenience. Our vendor is also creating a Web-based tutorial that will be available in early October. All training documents will be  vailable for download and reference.

Please read about the training options in the memo available at our Web site: http://www.mi.gov/cepi. To locate the training document follow
these steps:

1)  Select "MEIS Data Services" from the left menu by clicking on it.
2)  Select the fourth item on the "MEIS Data Services" menu, "New Projects (MSDS/EEM)".
3)  Scroll down the page to the section titled "MSDS Communications".
4)  Click on the document "MSDS Training Overview"

Watch the "New Projects" page and the SRSD Listserv for further information about training and the MSDS.

If you have any further questions, please send an e-mail message to CEPI customer support at CEPI@michigan.gov or call (517) 335-0505 and follow
the prompts.  Please provide your name, telephone number (including area code and extension), district code, and district name (if applicable) along with your message.

Thank you,
CEPI Student Data Team


*For more information about MIEM and directions on how to register, you may visit their Web site: www.gomiem.org

**For more information about MPAAA and their upcoming meetings, please visit their Web site:  www.mpaaa.org

August 13, 2008

FROM: Carol Wolenberg, Deputy Superintendent

SUBJECT: Direct Certification of Children in Food Stamp Households for Free School Meals or Free Milk

The Child Nutrition and WIC Reauthorization Act of 2004 (Public Law 108-265), amended the Richard B. Russell National School Lunch Act to require direct certification. This memorandum provides further details regarding the direct certification information that you received from me in a memo dated June 12, 2008.

The Direct Certification Report will allow Local Educational Agencies (LEAs) to directly certify students who are members of households receiving assistance under the Food Stamp Program as eligible for free school meals or free milk, without further application, based on an electronic data match with the Single Record Student Database (SRSD) and the food stamp eligibility data. In SY 2008-09, the direct certification is required for all LEAs that participate in the National School Lunch Program (NSLP) or Special Milk Program (SMP).

If you have not already uploaded student enrollment data to the SRSD, the Center for Educational Performance and Information (CEPI) has developed a template for nonpublic schools to use to upload student enrollment data to the SRSD. To access the template, go to www.michigan.gov/cepi. Click on MEIS Data Services and then click on Direct Certification Report from the left navigation bar. The template can be found in the section titled Direct Certification Report Help.

The Direct Certification Report will match the student enrollment data that you have uploaded to the SRSD with data from Department of Human Services. Matched students will automatically be certified as eligible for free school meals or free milk. Each LEA must then notify these households that the children, as directly certified, are  eligible for free benefits, that no further application is necessary, and that the household must notify the school if they do not want free school meal benefits for their children. For more information, please refer to the Eligibility Guidance for School Meals Manual at http://www.fns.usda.gov/cnd/Guidance/default.htm.

CEPI has provided additional materials on the process, as well as training materials for schools on how to access the Direct Certification Report. These materials are available at http://www.michigan.gov/cepi/0,1607,7-113-986_46967---,00.html.

Questions regarding the technical SRSD computer applications may be directed to CEPI Customer Support by e-mail to cepi@michigan.gov or phone 517-335-0505 and select option "3." Questions regarding the NSLP Direct Certification requirement may be directed to MDE-Directcert@michigan.gov.

August 13, 2008

FROM: Carol Wolenberg, Deputy Superintendent

SUBJECT: Direct Certification of Children in Food Stamp Households for Free School Meals or Free Milk

The Child Nutrition and WIC Reauthorization Act of 2004 (Public Law 108-265), amended the Richard B. Russell National School Lunch Act to require direct certification. This memorandum provides further details regarding the direct certification information that you received from me in a memo dated June 12, 2008.

The Direct Certification Report will allow Local Educational Agencies (LEAs) to directly certify students who are members of households receiving assistance under the Food Stamp Program as eligible for free school meals or free milk, without further application, based on an electronic data match with the Single Record Student Database (SRSD) and the food stamp eligibility data. In SY 2008-09, the direct certification is required for all LEAs that participate in the National School Lunch Program (NSLP) or Special Milk Program (SMP).

SRSD authorized users, with the Unique Identification Code (UIC) resolver role, can access this report, which can be printed or downloaded as a data set. This file then can be imported into your local student information system and point-of-sale system.

The Direct Certification Report is now available in the SRSD. For more information, access the Center for Educational Performance and Information (CEPI) website at: http://www.michigan.gov/cepi, select MEIS Data Services, and then click on Direct Certification Report link. Please review the Direct Certification Report User's Guide prior to accessing the report.

Remember, for School Year 2008-09, direct certification is required for all LEAs. For questions, please contact CEPI Customer Support by e-mail: cepi@michigan.gov or by phone at 517-335-0505. Questions regarding the NSLP Direct Certification requirement may be directed to MDE-Directcert@michigan.gov.

Monday, July 28, 2008

Subject: Beginning with the fall 2008 SRSD collection, all records processed for SRSD must have valid UICs prior to submission.

(If your email client formats this message incorrectly, it can be found on the Web at: http://www.michigan.gov/documents/cepi/SRSD_100_UIC_200807_243185_7.pdf) 

What This Means for You:

1. Every record submitted must have a UIC entered in Field 124: Unique Identification Code (UIC) for each student, even for kindergarten or other students who have not previously been assigned a UIC. If your file includes any records with blank UICs, your file will be rejected.
2. The local Error Check Application will check the file for records with blank UICs and for UICs that do not meet formatting requirements. Records that do not pass these initial checks will incur fatal errors. To assist users in obtaining correct UICs for their students, the application will input these errored records into a "non-SRSD" file ready to submit to SRSD (prior to October 4) or a "Request for UIC" file ready to submit to Michigan Student Data System (MSDS) (after October 4).  (NOTE: Non-SRSD and Request for UIC files are NOT used in assigning accountability for graduation or dropout rates. Although district information may be included in these files, the data are used only for UIC resolution.)
3. After your SRSD file is uploaded to the state, it must pass an initial file-level validation. The application will verify that each record has a UIC, and that every UIC exists in the UIC Master database.  Any blank or invalid UICs will result in the entire file being rejected, at which point you will need to correct all errors and resubmit your file.
4. Once the file passes the initial file-level validation, the records will then proceed through the UIC matching process. Each UIC will be processed through the MSDS to ensure that the UIC submitted is valid for that particular student.
5. Individual records which do not pass the matching process must be resolved by the user before those records will be accepted.
6. Secondary UICs will be accepted if submitted; however, a secondary UIC cannot be selected as part of the resolution process. MSDS will create a file for export with the submitted secondary UIC and the associated primary UIC. Districts should download this file and import the data to their local systems, updating the student's record to contain the primary UIC.

Steps to Take Prior to Submitting Fall SRSD Data:

1. Before October 4, submit non-SRSD batches as usual for all incoming students to ensure you have a UIC for every student. Complete any necessary resolution and download the output file with UICs to import into your local student information system.
2. Run the local Error Check Application to check your SRSD file for blank or incorrectly formatted UICs. Please note that the option to generate a non-SRSD file directly from the local Error Check will only capture records that do not have UICs or have UIC formatting errors.  Error Check will not validate your UICs against the state UIC Master database.
3. On October 4, the new MSDS Request for UIC component will be active. At this time, all districts should submit a Request for UIC file to the MSDS for all student records, even those which already have UICs. This process replaces the non-SRSD batch process and will allow you to validate all of the UICs on your records against the UIC Master database, ensuring that the correct UIC is associated with each student. Complete any necessary resolution, and download the output file with validated UICs to import into your local student information system.
4. Run the local Error Check Application as usual to prepare your SRSD file for transmission to your ISD. In addition to correcting any reported errors, remember to check for any remaining blank or incorrectly formatted UICs. Use the "Request for UIC" file (see #2 under "What This Means for You" above) to obtain any needed UICs.

Additional Support

1. CEPI will provide a weekly status report in September and October to every Intermediate School District (ISD) and district regarding the status of non-SRSD/Request for UIC uploads and resolution. This report will also indicate which districts have not yet gone through steps 1 and 2, as outlined above. This report will identify which districts may require additional support to complete these processes for a successful SRSD submission. 
2.  ISDs should work closely with districts requiring additional support to ensure that these districts complete the steps to validate UICs on their student records PRIOR to submitting their SRSD files.

Timeline

1. July 24 - October 3: Non-SRSD batches accepted in SRSD
2. September 24: SRSD Local Error Check released
3. October 4 - November 12: Request for UIC files accepted in MSDS
4. * October 15 - November 12: SRSD open for ISD uploads
5. * November 12: SRSD closes at 11:59 p.m.

* Note:   Please watch for additional information regarding specific steps to follow during the fall SRSD submission window.

July 14, 2008

NOTICE:  MSDS XML File Samples Available for SY08/09 collections

The Center for Educational Performance and Information (CEPI) and the Department of Information
Technology (DIT) are please to provide sample XML files for each of the published Michigan Student
Data System (MSDS) collection schemas. The sample files are available for download at the Web
locations listed below. Click on the link to be directed to that site. If clicking on the link doesn't work,
copy and paste the address into your Web browser.

https://cepi.state.mi.us/srsd/XMLSchema/UICRequest/RequestforUIC2008-200
9_Sample.xml

https://cepi.state.mi.us/srsd/XMLSchema/MigrantCurriculum/MigrantCurricu
lum2008-2009_Sample.xml

https://cepi.state.mi.us/srsd/XMLSchema/EnrollmentExit/StudentEnrollment
2008-2009_Sample.xml

https://cepi.state.mi.us/srsd/XMLSchema/EnrollmentExit/StudentExit2008-2
009_Sample.xml

https://cepi.state.mi.us/srsd/XMLSchema/SNE/SupplementalNutritionEligibi
lityCount2008-2009_Sample.xml

https://cepi.state.mi.us/srsd/XMLSchema/SNE/SupplementalNutritionEligibi
lityupdate2008-2009_Sample.xml

https://cepi.state.mi.us/srsd/XMLSchema/EarlyChildhood/EarlyChildhood200
8-2009_Sample.xml


We are also updating the CEPI "New Projects" Web page 
(http://www.mi.gov/cepi/0,1607,7-113-986_50502---,00.html  ) to post these files. Please watch the
Web page and this listserv for further information. If you have questions about the MSDS or other CEPI
application, please contact CEPI customer support at CEPI@michigan.govor by phone at 517-335-0505,
select option "3". CEPI Customer Support is available to assist you between the hours of 8:00 a.m. and
5 p.m. Monday through Friday.

Thank you,

CEPI Student Data Team

DATE: July 9, 2008

FROM: Margaret M. Ropp, Director, Center for Educational Performance and Information (CEPI)
            Sally Vaughn, Deputy Superintendent/Chief Academic Officer, Michigan Department of
                                   Education (MDE)

As you know, MDE and CEPI have been working diligently with the Michigan Department of Information Technology (MDIT) and Compuware to deliver the new Michigan Student Data System in time for the October 31, 2008, supplemental nutrition eligibility counts. Meeting this deadline would have allowed us to remove Field 31: Supplemental Nutrition Eligibility from the SRSD, as well as eligibility counts from the Michigan Electronic Grants System (MEGS) system.

Modifications in the MSDS deployment and training schedule have altered this plan and we determined that more time was needed for everyone to prepare for this change. To provide a workable timetable, CEPI will continue to collect Field 31: Supplemental Nutrition Eligibility in the fall SRSD submission for accountability reporting, subgroup identification, and poverty indicators. Field 31 will be a mandatory field.

In an effort to provide additional testing capacity and minimize duplicative reporting, district authorized users will have the following options for reporting data for the 2008-2009 school year only: 

            1. EARLY ENTRY: District users may pilot the new MSDS collection process by submitting XML files or entering data online.

• The MSDS collection window will open on October 4, 2008, for district users to begin entering data. Data can be submitted using the XML schema or via on-line data entry within the MSDS. If district users choose to do so, they can delete their MSDS data prior to November 13, and proceed with the SRSD pre-population option.
  
  2. PRE-POPULATION: District authorized users may choose to have the MSDS pre-populated with the SRSD collection data and make modifications.
  
• District users who choose not to utilize the MSDS upload/data entry functions will have their SRSD data loaded into the MSDS on their behalf. Any districts that do not have data in the MSDS staging area as of November 13 (after SRSD closes) will have the data prepopulated for them. Data can then be modified within the MSDS (i.e., adding/removing student records).

Please note that these options are an interim solution for fall 2008 only. In 2009, we will proceed with a full deployment of the MSDS Supplemental Nutrition Eligibility collection, which will require a mid-November certification. This unified data set will be used for economically disadvantaged subgroup identification and accountability, as well as allocations.

We thank you for your patience and support as we continue moving through this important transition period from SRSD and MEGS to MSDS. We believe the options available for this fall will provide districts the flexibility needed to successfully complete these data collections while providing a critical test for the new system.

July 7, 2008 4:27PM

NOTICE: New EOY Error Check application released

Due to a problem with the End-of-Year Error Check application, a new version of the application has
been developed and is available for download. It is STRONGLY RECOMMENDED that all districts and
Intermediate School Districts (ISDs) completely uninstall the Error Check application and then
download and install the new Error Check application package. Failure to completely uninstall the
previous version of the application may prevent the new version from correctly installing.

PLEASE NOTE:  The previous version of Error Check may not have correctly identified errors and/or
may have shown errors that should not have applied to this collection. EVEN IF YOU HAVE
PREVIOUSLY RUN THE FILE THROUGH ERROR CHECK, please run all SRSD files through the new
version of Error Check before submitting to the state to assure the file is error free.

All files that were submitted to the state prior to the site shutdown on Thursday, July 3, have been
run through the new version of Error Check. Your ISD and District Authorized User will be
contacted if there are any problems with your file.

We apologize for any inconvenience this may have caused. If you have any questions, please send
an e-mail message to CEPI customer support at CEPI@michigan.gov, or call (517) 335-0505 and
select option 3.  Please provide your name, telephone number (including area code and extension),
district code and district name (if applicable), along with your message.

Thank you,

CEPI Student Data Team

Tue 6/24/2008 1:57 PM

Subject: FTE for Exited Students in the End-of-Year 2008 SRSD collection

For the End-of-Year 2008 SRSD Submission, students who are exiting the district prior to the collection date of 6/30/2008 must be submitted with FTE equal to 0.00.

State Aid payments are not based on FTE data reported in this collection; therefore this will have no impact on district funding.

In addition, please remember that students with disabilities receiving special education services/programs must also be exited from special education in Fields 45 and 46 when exiting the district.

Thank you,

CEPI Student Data Team

June 12, 2008

SUBJECT: Direct Certification of Children in Food Stamp Households for Free School Meals

FROM: Carol Wolenberg, Deputy Superintendent

The Child Nutrition and WIC Reauthorization Act of 2004 (Public Law 108-265), amended the Richard B. Russell National School Lunch Act to require direct certification. Each local educational agency (LEA) must directly certify children who are members of households receiving assistance under the Food Stamp Program as eligible for free school meals, without further application, based on information provided in an electronic data file from the Department of Human Services (DHS). The direct certification requirement went into effect School Year (SY) 2007-08 for all school districts with an enrollment of 10,000 students or more in the preceding year. In SY 2008-09, the direct certification requirement applies to all LEAs that participate in the National School Lunch Program.

The United States Department of Agriculture provided grant funds to the Michigan Department of Education (MDE) to develop a new process to ensure that all LEAs in Michigan can comply with this requirement. In August 2007, a Direct Certification Report through the Single Record Student Database/Unique Identification Code Application (SRSD/UIC Application) was available for all public school districts. For SY 2008-09, all school districts, including nonpublic schools, will be provided access to the report.

This Direct Certification Report replaces the data file of children of food stamp recipients who reside in zip code areas (provided by the DHS) that the MDE has previously mailed to local districts every summer. The new report matches data from DHS with student enrollment data reported by school districts in the SRSD. Matched students will be automatically certified as eligible for free school meals. Each LEA must then notify these households that the children, as directly certified, are eligible for free benefits, no further application is necessary, and the household must notify the school if they do not want free school meal benefits for their children. For more information, please refer to the Eligibility Guidance for School Meals Manual at http://www.fns.usda.gov/cnd/Guidance/default.htm.

The Center for Educational Performance and Information (CEPI) has provided additional materials on the process, as well as training materials for schools on how to access the Direct Certification Report. These materials are available at http://www.michigan.gov/cepi/0,1607,7-113-986_46967---,00.html.

Questions regarding the content of this letter may be directed to CEPI Customer Support by e-mail to cepi@michigan.gov or phone 517-335-0505 and select option "3."

Data Field Descriptions Addendum for Field 31: Supplemental Nutrition Eligibility
This addendum applies to the Fall 2008 Collection Only

Center for Educational Performance and Information (CEPI)
Michigan Education Information System (MEIS)
Single Record Student Database (SRSD)

Questions? E-mail: CEPI@michigan.gov or call 517.335.0505

Summary of Edits
The information contained in this addendum should be used to replace Field 31: Supplemental Nutrition Eligibility in the SRSD Data Field Descriptions for the Fall 2008 submission. Please be advised that the collection of Single Record Student Database (SRSD) Field 31:

Supplemental Nutrition Eligibility will continue to be a required field for the fall 2008 SRSD submission. The Center for Educational Performance and Information (CEPI) and the Michigan Department of Education (MDE) have jointly determined this to be a preferred approach as we move forward with transitioning to the new Michigan Student Data System (MSDS) collection of supplemental nutrition eligibility.

This addendum replaces pages 73 - 76 of the SRSD Data Field Descriptions for Fall 2008.

Field 31: Supplemental Nutrition Eligibility

Submission cycle:            Optional (line through word optional) Fall, spring, and end of year

Field use:                            Richard B. Russell National School Lunch Act, 42 USC. 175;Child Nutrition
                                             Act of 1966, 42 USC 1771; NCLB, Sec 20 Telecommunications Act of 1996,
                                             Sec. 254 (E-rate); NCLB, 20 USC 6311; PL 107-110 Sec. 1111 (computation 
                                             of economically disadvantaged subgroups for Adequate Yearly Progress
                                             [AYP]); Carl D Perkins Career and Technical Education Act of 2006. Section
                                             113 (computation of economically disadvantaged special population)

State of Michigan office contact:

• For questions regarding Supplemental Nutrition Eligibility, contact MDE Office of  
  Grants Coordination and School Support, Dawn Harris, (517) 373-4335 or HarrisDM@michigan.gov.
• For questions regarding E-rate, contact Jeannene Hurley, Michigan State E-rate Coordinator at MDE (517) 241-0898 or HurleyJ@michigan.gov.
• For questions regarding Adequate Yearly Progress (AYP), contact Paul Bielawski at MDE's Office of Educational Assessment and Accountability, (517) 335-5784 or BielawP@michigan.gov.
• For questions regarding Perkins Core Performance Indicators, contact Jill Kroll, Office of Career and Technical Education, Michigan Department of Education, (517) 241-4354 or KrollJ1@michigan.gov.
• For questions regarding the reporting of Early Childhood information, please contact Gary Schafer, Office of Early Childhood Education and Family Services, (517) 373-8483 or SchaferG@michigan.gov.
• For questions regarding the use of free-meal eligibility information by the Office of School Improvement, please contact Judy Thelen at (517) 335-1266 or ThelenJ8@michigan.gov.

Field specification:                            One-character

Record position/type:                       344, integer

Code/format:                                      This is a one-position field (N)

1. Student is eligible for free-meal/milk program for current school year.
2. Student is eligible for reduced-price meal program for current school year.
3. Student is not eligible for either free meal/milk program or reduced-price meal program for current school year.

Dependencies with other fields:     Field 29: Program Eligibility/Participation I, Field 34: Homeless

Programming edits: Error check to ensure a valid code is not out of range.

Fatal errors occur when this field contains an invalid number.

Message: An out-of-range number has been entered.

A fatal error occurs if this field is blank.

A fatal error occurs if this field does not contain a "1" and position 7 of Field 29: Program Eligibility/Participation I contains a "1" (migrant student) or Field 34: Homeless contains a valid code.

Message: This student appears to be eligible for supplemental nutrition under federal guidelines. This field should be reported with code "1".

Definition: The count is taken at the district in which the student is enrolled, not necessarily the school where the meal is received. The student need not actually receive a meal on the day this count is taken.

See the following Web site for disclosure information: http://www.fns.usda.gov/cnd/Governance/regulations/03-12-2007.pdf .

Usage: Supplemental Nutrition Eligibility is used by multiple state of Michigan offices as an indicator of poverty. Multiple state and federal reports are generated using these data; therefore it is critical that the field is completed correctly.

Adequate Yearly Progress: For Adequate Yearly Progress, this field currently provides the basis for subgroup identification of economically disadvantaged students. Additional information regarding Adequate Yearly Progress may be found at: http://www.michigan.gov/mde/0,1607,7-140-22709_22875-85660--,00.html.

E-Rate: As of fall 2006, this field is used to derive eligibility for a district's E-rate discount. Michigan does not recognize pre-K or adult education students as eligible for E-rate discounts. The use of individual student data from the SRSD will allow these records to be filtered out, resulting in improved accuracy in reporting the eligibility of students in Michigan. Further information regarding the E-rate can be obtained at: http://www.sl.universalservice.org/data/pdf/ERate_Discounts.pdf and www.usac.org/sl.

Perkins Core Performance Indicators: The Office of Career and Technical Education uses this field for identification of the economically disadvantaged special population group for the Perkins Core Performance Indicators. For more information on the Office of Career and Technical Education and the Perkins Core Performance Indicators please visit: http://www.michigan.gov/mde/0,1607,7-140-6530_2629---,00.html .

Michigan School Readiness Program: The Michigan Department of Education, Office of Early Childhood Education and Family Services uses the data from Field 31 to determine the number of students who are eligible for free lunches in grades one through five per Sections 32d and 38 of the State School Aid Act for purposes of determining funding levels for the Michigan School Readiness Program. For more information on the Office of Early Childhood and Family Services, and the Michigan School Readiness Program please visit: http://www.michigan.gov/msrp .

Office of School Improvement :Free meal eligibility information may be used to calculate state and federal grant awards by theMichigan Department of Education, Office of School Improvement.

Eligibility: A student is eligible for free meal/milk or reduced-price meals when he or she meets one of the following criteria:

• attends a school that participates in the national school lunch, school breakfast, and/or special milk program, has applied using a school lunch application, and is approved as eligible for free or reduced-price meals or free milk based on income or categorical requirements;
• attends a school that does not participate in the national school lunch, school breakfast, and/or special milk program, has applied using an application other than the school lunch application, and is approved as eligible for free or reduced-price meals or free milk based on income or categorical requirements;
• has been identified through Direct Certification; or
• is eligible under federal guidelines.

Note: Participation is not a requirement for eligibility. Neither the attended school nor the student need participate in the national school lunch, school breakfast, and/or special milk programs for the student to be found eligible. Non-participating schools (PSAs) must use an eligibility application form that clearly states that no free or reduced lunch, breakfast, or special milk program will be provided.

1. As of the current count date, the student has an approved free meal/milk application on file for the current school year.
2. As of the current count date, the student has an approved reduced-price meal application on file for the current school year.
3. As of the current count date, the student is not eligible for either free meal/milk program or reduced-price meal program for the current school year

Thursday, June 12, 2008 11:25 AM
 
Subject: XML schema and business rules released for the Early Childhood collection


The Center for Educational Performance and Information (CEPI), in coordination with the Michigan
Department of Education, Michigan Department of Information Technology, and our contractor
Compuware, is pleased to release the XML schema and business rules for the following collection
within the Michigan Student Data System (MSDS):
Early Childhood https://cepi.state.mi.us/srsd/XMLSchema/EarlyChildhood/EarlyChildhood2008-2009.xsd

We are working on collection manuals that will provide additional details about the logistics of each
collection. In order to get the technical specifications posted as soon as possible, we have opted to
publish them separately from the collection manuals. These collections are currently scheduled to be
launched between August and December 2008. A comprehensive, detailed time-line will be released
when we have confirmed dates from our vendor.

CEPI has been providing status updates via the SRSD Listserv and will continue to do so. As the
project progresses in development, we will provide both end users and vendors with more detailed
information for each collection. Please watch this listserv for additional information.

The CEPI Web site has been updated to include a page dedicated to the rewrite project and contains
information for both the new Educational Entity Master (EEM) and MSDS. You can access this
important page by browsing to http://www.michigan.gov/cepi/ and selecting "MEIS Data Services"
from the left-side navigation bar and then selecting "New Projects (MSDS/EEM)" from the left-side menu.

Questions and requests for assistance should be sent to CEPI customer support via e-mail at
CEPI@michigan.gov.

Thank you,

CEPI Student Data Team

June 2, 2008

MEDS/MSIX Migrant Curriculum Component

As we move toward the full implementation of the MSIX program for migrant students, one of the
key initiatives is to add the course history for all students grades K-12. Since these data will likely
need to be collected in the future for all students in Michigan, we thought it best to develop a
system that collected all similar data in the same place - the new Michigan Student Data System
(MSDS), that will be replacing the Single Record Student Database (SRSD). This will put the Migrant
Education Program in the unique position of being able to serve as the pilot project for the state. The
Center for Educational Performance and Information (CEPI) is working with its developers to have
the Migrant Curriculum component in place for Fall 2008. Unlike the current SRSD, this component
will be available on a daily basis for eventual transmittal to the MSIX system.

What does this mean for migrant and non-migrant programs across the state? All school districts
that serve migrant students will be responsible to enter the data regarding course work into the
MSDS within five days of the migrant student's entry into the system and 10 days of the time the
migrant student exits the program. This is required of all districts serving migrant students, regardless
of participation in the federally funded Migrant Education Program. This can be done with district
personnel responsible for CEPI data entry or by using MEDS data entry specialists to complete the
work in MSDS.

Training will be available as we approach the time to activate this portion of MSDS, we will hold
trainings across the state to assist with data collection and entry for MEDS and SRSD/MSDS data
entry specialists as well as program directors. Look for dates to be announced in early fall.

If you have any questions, please feel free to contact Evelyn Sitterson via e-mail at
sittersone@michigan.gov or at 517-373-6066.

               __________________________________

The above memo was sent to all Migrant Program Directors on 6/2/08.

Please be aware that if you have migrant students attending schools within your district, the
district will be impacted by this requirement.

Thank you,

CEPI Student Data Team

 Monday, June 02, 2008 10:43 AM

 Subject: XML schemas and business rules released for CEPI data collections

The Center for Educational Performance and Information (CEPI), in coordination with the Michigan
Department of Education, Michigan Department of Information Technology, and our contractor
Compuware, is pleased to release the XML schemas and business rules for the following
collections within the Michigan Student Data System (MSDS):

Request for UIC (updated)
https://cepi.state.mi.us/srsd/XMLSchema/UICRequest/RequestforUIC2008-200
9.xsd

Migrant Curriculum
https://cepi.state.mi.us/srsd/XMLSchema/MigrantCurriculum/MigrantCurricu
lum2008-2009.xsd

Student Enrollment
https://cepi.state.mi.us/srsd/XMLSchema/EnrollmentExit/StudentEnrollment
2008-2009.xsd

Student Exit
https://cepi.state.mi.us/srsd/XMLSchema/EnrollmentExit/StudentExit2008-2
009.xsd

Supplemental Nutrition Eligibility Count
https://cepi.state.mi.us/srsd/XMLSchema/SNE/SupplementalNutritionEligibi
lityCount2008-2009.xsd

Supplemental Nutrition Eligibility Update
https://cepi.state.mi.us/srsd/XMLSchema/SNE/SupplementalNutritionEligibi
lityUpdate2008-2009.xsd

The XML schema and business rules for the Early Childhood collection are in the final stages of
testing and it is anticipated that they will be posted next week. 

We are working on collection manuals that will provide additional details about the logistics of
each collection. In order to get the technical specifications posted as soon as possible, we have
opted to publish them separately from the collection manuals. These collections are currently
scheduled to be launched between August and December 2008. A comprehensive, detailed
time-line will be released when we have confirmed dates from our vendor.

CEPI has been providing status updates via the SRSD Listserv and will continue to do so. As the
project progresses in development, we will provide both end users and vendors with more
detailed information for each collection. Please watch this listserv for additional information.
The CEPI Web site has been updated to include a page dedicated to the rewrite project and
contains information for both the new Educational Entity Master (EEM) and MSDS. You can
access this important page by browsing to http://www.michigan.gov/cepi/ and selecting "MEIS
Data Services" from the left-side navigation bar and then selecting "New Projects (MSDS/EEM)"
from the left-side menu.

Questions and requests for assistance should be sent to CEPI customer support via e-mail at
CEPI@michigan.gov.

Thank you,

CEPI Student Data Team

Wednesday, May 28, 2008 1:26 PM

Subject: SRSD Documentation Updated

The Center for Educational Performance and Information (CEPI) has posted the following new
documentation for the SRSD:

"Field 34 Addendum" - for End-of-Year 2008
"SRSD Fall 2008 Data Field Descriptions"
"Fall 2008 Cycles of Field Submission"
"Fall 2008 Student Record Layout"

Please visit our Web site, http://www.mi.gov/cepi/0,1607,7-113-986_10481---,00.html to view
and/or download these documents.


Thank you.

CEPI Student Data Team

Wednesday, May 28, 2008 12:33 PM

Subject: SRSD Fall 2008 Manual

Monday, May 19, 2008 9:35 AM

Subject: Single Record Student Database (SRSD) Addendum for Field 34:Homeless

The Center for Educational Performance and Information (CEPI) has issued an addendum for the End
of Year (EOY) SRSD data collection. This addendum replaces pages 76-77 of the SRSD Data Field
Descriptions for Spring and EOY regarding Field 34: Homeless. Questions about this addendum and
submitting your district's data in SRSD should be directed to CEPI Customer Support. Questions about
determining students' homeless status or most frequent nighttime residence should be directed to the
State Contact listed in the addendum.

Please watch the CEPI Web site and this Listserv for future updates and announcements. If you have
any questions, please send an e-mail message to CEPI Customer Support at CEPI@michigan.gov or
call (517) 335-0505 and follow the prompts. Please provide your name, telephone number (including
area code and extension), district code, and district name (if applicable) along with your message.


Thank you.

CEPI Student Data Team

Friday, May 09, 2008 3:33 PM

Subject: Preliminary GAD Rates Coming Soon

The district Graduation/Dropout Review and Comment Application (GAD) submission window is now
closed.  The Center for Educational Performance and Information (CEPI) is completing the backlog of
help-desk tickets that were submitted during the window, as well as developing a preliminary
graduation rate report that will be available via the GAD "Reports" section within the next few days. 
The rates in this report may vary as pending requests are approved or denied.  CEPI will notify
authorized users when the preliminary dropout rate report is added to the GAD report section.

During the month of May, intermediate school district (ISD) and Michigan Department of Education (MDE)
staff members will continue to approve and deny pending GAD requests.  During this time, an ISD auditor
may choose to deny a request, but may be able to change the decision upon receiving additional
information.  Please continue to monitor your pending requests, paying particular attention to any ISD
auditor comments and instructions in your denied requests.  On May 31, any remaining pending requests
will be automatically denied, and the rate report will be finalized and delivered to the MDE Office of
Educational Assessment & Accountability (OEAA) for Adequate Yearly Progress (AYP) calculations. 

Throughout May and the following months, please take the following steps to ensure a smooth 2008
cohort process:
        1) Review your 2008 cohort report (under the "Reports" link in the GAD) and identify data quality
             gaps.

        2) Submit data corrections via the end-of-year (EOY) 2008 Single Record Student Database (SRSD)
             collection. Please remember that submitting an exit code of "08" (Enrolled in another public school
             district in Michigan) will not change the "cohort status" of a current dropout unless another
             district submits an SRSD record enrolling that student. 

        3) Identify and submit any Unique Identification Code (UIC) linking requests (via e-mail to
            cepi@michigan.gov) as soon as possible for students in the 2008 cohort. These linking requests
            must be made by your district's SRSD/UIC resolver. 

CEPI appreciates all of the suggestions and feedback that it has received throughout this first GAD
cycle. Because of your feedback,several changes have been planned for the cohort 2008 processing,
and the GAD Application itself. Please feel free to send a message to CEPI customer support
(cepi@michigan.gov) if you have suggestions for enhancing the functionality of the GAD Application
for next year.

Thank you,

CEPI

The Center for Educational Performance and Information (CEPI) collects and reports data about Michigan's K-12 public schools. Initiatives in data collection and reporting facilitate school districts' compliance with the federal No Child Left Behind Act of 2001 and the Michigan Department of Education's accreditation plan, Education Yes!

CEPI has developed a variety of step-by-step user guides, tutorials, and FAQs. You can access the CEPI website by clicking here.

Help and Training Resources Available: (To access the following resources, click here.)

• SRSD/UIC Resolution Simulation
• About Pop-up Blockers and Opening CEPI Applications
• SRSD/UIC Resolution Tutorial
• SRSD Data Field Matrix - Uses in Federal and State Re