| 1. |
Key Point:
A preparation program is not held accountable for the performance of an individual until the candidate is designated a program completer.
The previous ASEP system did not utilize a completer model; therefore, pass rates reflected the performance of all test takers on all tests attempted regardless of completion status. |
| 2. |
What is a program completer?
A program completer is an individual who has completed all educator preparation program requirements including: course work, field work, program assessments, and degree requirements. An individual does not have to pass state certification examinations or apply for a standard certificate to be a program completer. |
| 3. |
What is a completer cohort?
A completer cohort is a group of candidates who complete an educator preparation program during an academic year (September 1 to August 31). “Completing a program” means that all entity requirements for certification in a given field(s) have been met.
An individual does not have to pass state certification examinations or apply for a standard certificate to be included in a cohort of completers. |
| 4. |
Should candidates take tests before program completion?
The ASEP system does not rate preparation entities for a candidate's performance on an examination until after the candidate becomes a program completer. Thus, programs now have the option to allow candidates to take examinations multiple times before they complete a program without concern that low performance might affect the preparation entity's pass rate. Programs may still determine a candidate's eligibility to test until the time that the candidate becomes a program completer. |
| 5. |
May an entity decide when a student may take the TExES/ExCET? Is the “last semester” rule no longer in effect?
The “last semester” rule is no longer in effect, so an entity may allow (at its discretion) a student to take the TExES/ExCET at any time . Test results are not used by ASEP until the candidate becomes a program completer ; therefore, programs are encouraged to allow students to begin testing at the earliest appropriate administration. Additionally, program completers cannot be denied authorization to test. |
| 6. |
How is an individual designated a program completer?
When a candidate complete all programmatic requirements (i.e. course work, field experience, graduation (if applicable)) you should be certain that they are listed in ASEP as a completer for the appropriate year.
TIP: We encourage you to build your completer lists prior to actual completion. This will save you a lot of work in the long run and minimum unmatched records.
To assign a completion year: Select academic year of completion if known.
Select UNK if year of completion cannot be determined yet. Click “Save”
If an individual never entered or completed your program. Click ”Delete record”, and
complete a data revision request form and Fax it into SBEC. |
| 7. |
If a candidate drops out of the program, how do I remove them from my completer list?
TIP: If a candidate completes a program and never returns to you for another bar code, you may not delete the record.
On the “maintain completers” screen, Click on the name of the completer you wish to remove, go to the last column on the right “verify”.
Make changes, Click <Save> to return to completer list
Remember to click <Continue> once you return to the list if you changed information in the verify column.
Next go to the left side of the screen and click on “data change request form”. Print out the form, have it notarized, and then FAX it to the phone number on the back of the page. Data corrections take approximately 1-2 weeks to be entered into the system. |
| 8. |
What do I do if a candidate appears on the “unresolved data” screen?
This means that there are irregularities in the record. Example: multiple spellings of the same name, multiple SSNs for the same names, etc.
Go to the left side of the screen and click on “data change request form”. Print out the form, have it notarized, and then FAX it to the phone number on the back of the page. Data corrections take approximately 1-2 weeks to be entered into the system. |
| 9. |
If a candidate has dropped out of the program and sometime later appears on the “unmatched data” list, how do I remove this individual?
If the person is not a completer, you can remove them.
Delete record by going to the last column on the right and selecting “remove”.
The individual will now appear on the “removed data” list, but will not affect the ASEP rating.
Go to the left side of the screen and click on “data change request form”. Print out the form, have it notarized, and then FAX it to the phone number on the back of the page.
Data corrections take approximately 1-2 weeks to be entered into the system.
TIP: If a candidate completes a program and never returns, you may not delete the record. |
| 10. |
How are test scores used in ASEP if a student never completes the program, a certificate area, or changes certification area?
Since the new ASEP system does not use a candidate's performance on an examination until the individual becomes a program completer in that area, programs will not be rated based upon a test an individual may have taken if the individual is never reported as a completer in that area. |
| 11. |
If a candidate that is not enrolled in our program appears on the “unmatched data” list, how do I remove this individual?
Delete record by going to the last column on the right and selecting “remove”.
The individual will now appear on the “removed data” list, but will not affect the ASEP rating.
TIP: If a candidate completes a program and never returns, you may not delete the record. |
| 12. |
If a candidate took a test that my program did not authorize, and fails (or passes), how do I remove the test so that it does not count against us in ASEP?
If the test appears in the “unmatched data” screen:
Delete record by going to the last column on the right and selecting “remove”.
The individual's unauthorized test will now appear on the “removed data” list, but will not affect the ASEP rating.
If the test appears in the “maintain completers” list:
Go to the left side of the screen and click on “data change request form”. Print out the form, have it notarized, and then FAX it to the phone number on the back of the page. Data corrections take approximately 1-2 weeks to be entered into the system. |
| 13. |
What are the definitions of “PB w/o prep” and “PB w/prep”?
SBEC rule allows post-baccalaureate candidates to be divided into two groups:
PB w/o Prep : Post-baccalaureates who did not receive content-related preparation from the authorizing entity prior to testing. This option gives you the opportunity to use the test for diagnostic purposes for an individual who earned their content degree from another institution.
If the person fails the test, the score does not count against the program in ASEP. If the person passes the test, the score again, does not count in ASEP.
PB w/prep : Post-baccalaureates who did receive content-related preparation from the authorizing entity prior to testing.
If you provide significant preparation (i.e. an academic course is considered significant prep, but a one afternoon workshop would not.) you must mark PB w/prep. Content specific pedagogy training is considered content preparation and a candidate must be marked as PB w/prep.
Programs will receive credit in ASEP for those successful initial attempts for which the authorizing entity had a significant role in raising the candidate's level of knowledge and skills for that test. A program that provided such content-related (content specific pedagogy training is considered content preparation and a candidate must be marked as PB w/prep) preparation will be held accountable for the candidate's unsuccessful initial attempt on the test once the individual is designated a program completer.
The performance on a content-area assessment taken for the first time by a degreed candidate who earned a baccalaureate degree from another entity shall be included in an entity's ASEP performance only if the candidate has taken related college level coursework and/or other comprehensive pre-service training at the current entity prior to attempting the test. Content specific pedagogy training is considered content preparation and a candidate must be marked as PB w/prep |
| 14. |
Clarify how an institution can authorize a post-baccalaureate student to take the TExES/ExCET for “non-accountability” purposes.
The first time a post-baccalaureate student with a degree from another institution takes a content test, that test will be treated as a “non-accountability” record and will not be counted in any institution's ASEP rating as long as the student did not receive content-related preparation from the authorizing entity prior to testing . However, the score is still legitimate for the student, and a passing attempt may be used for certification purposes. |
| 15. |
Does an entity have the option to accept responsibility for the test score(s) of a post-baccalaureate candidate with a degree from another university?
Yes. An entity may elect to accept responsibility for the test score(s) of a post-baccalaureate candidate with a degree from another university if the entity that issued the bar code provided the candidate with content-related preparation prior to testing. |
| 16. |
What happens if a post-baccalaureate candidate takes a test for “non-accountability” purposes, does not pass, and then changes entities? Will the candidate's first attempt on that test be counted in ASEP for the new entity?
If a post-baccalaureate candidate takes a test at one preparation program and then leaves and enrolls in a different program, the first time the candidate takes a content test at the new institution will be “non-accountable.” This is true no matter how many times the candidate already attempted to pass the test before changing institutions. |
| 17. |
When are the records locked?
SBEC rules require that ASEP records are locked on October 15th each year. This will begin for the 2004-2005 academic year.
For the 2003-2004 academic year the deadline will be December 15, 2004 . |
| 18. |
What If I want to make changes to the completer lists after the system is locked?
Changes to the completer list may be considered by the Executive Director on a case by case basis. Programs wishing to make changes should write a letter to the Executive Director, making sure to cc the Director of Accountability, stating the reason for the requested change. |
| 19. |
What is the meaning of the “Removed Data” screen? How is this useful to me?
When you remove a candidate from ASEP data, the information rolls into the “removed data” screen. That you can see a complete history of any candidates you have removed. |
| 20. |
What do I used the “Upload Files” screen for?
On this screen you can upload a file of a completer cohort. (i.e. first name, last name, and SS#)
You may then ask ASEP to retrieve existing certifications and/or test score files for the uploaded group.
NOTE: This does not Pre-populate your completer lists! |
| 21. |
The departmental faculty has asked for permission to be able to view candidate test scores that are broken out by domains. Is this legal? How do I obtain “read only permission” for this faculty member(s)?
Yes. Complete an SBEC ONLine user access form, making sure to check “read only access” and fax the form to the number on the form. http://www.sbec.state.tx.us/SBECOnline/entity_logininfo.asp? |
| 22. |
If a preparation program extends a probationary certificate (internship) for a second year, when does the candidate become a program completer?
To remain consistent with the ASEP definition of completer, these individuals become a completer when all programmatic requirements (excluding testing) have been completed. In other words, if an individual completes all training/coursework as well as the required internship in year one for purposes of certification but has not passed a certification test, that individual must be declared a completer under the ASEP definition. The probationary certificate may still be extended the additional year, but this extension is for assignment only . ASEP is not related to assignment. |
| 23. |
When are ASEP pass rates reported?
SBEC rules require that ASEP records are locked on October 15 th each year.
This will begin for the 2004-2005 academic year. For the 2003-2004 academic year the deadline will be December 15 th , 2004 .
Using the completer model, rates are determined based upon candidates' successes on the last attempt made on a given test by December 31 following the academic year of completion; therefore, Programs receive a “preliminary rating” in early spring, and if a program wishes to dispute the rating they may do so at that time.
Final ASEP pass rates will be issued by the SBEC Board in late spring. |
| 24. |
What is the initial pass rate and how is it determined?
The initial pass rate is the percent of tests passed by a completer cohort through December 31 following the academic year of completion. The pass rate is based only on the tests required to obtain certification in the field(s) in which the person completed a program during the academic year. The rate reflects a candidate's success on the last attempt made on the test by December 31 following the year of completion.
Formula: The number of successful (i.e., passing) last attempts made by the cohort divided by the total number of last attempts made by the cohort. |
| 25. |
What is the final pass rate and how is it determined?
The final pass rate is the percent of tests passed by a completer cohort through the second December 31 following the academic year of completion. The pass rate is based solely on tests required to obtain certification in the field(s) in which the person completed a program during that academic year. The rate reflects a candidate's success on the last attempt made on the test by the second December 31 following the year of completion.
Formula: The number of successful (i.e., passing) last attempts made by the cohort divided by the total number of last attempts made by the cohort. |
| 26. |
Please define the time periods for the pass rates.
Initial pass rates for the ASEP system reflect a candidate's success on the last attempt made on a test by December 31 following the academic year of completion, and
Final pass rates reflect a candidate's success on the last attempt made on a test by the second December 31 following the academic year of completion. |
| 27. |
What are associated tests?
Associated tests are examinations which may be used for certification or accountability purposes when the primary test for certification is either no longer available or when the recommending educator preparation program determines that it is in the best interest of the candidate, or the program, to take an alternate examination. Example: The ExCET Mathematics grades 6-12 test is the primary test for an individual who completed a certification program in Mathematics under previous standards. This ExCET test will be administered for the final time in the summer of 2003. An appropriate associated test would be the new TExES Mathematics grades 8-12 test. |
| 28. |
How are associated tests utilized in the ASEP system?
For accountability reporting purposes, associated tests will be used in a manner similar to the use of primary tests. Successful performance on an associated test can be used to “cancel out” a failing performance on a primary test . Example: A candidate who fails the ExCET Mathematics grades 6-12 test may take the associated TExES Mathematics grades 8-12 test. If the candidate passes the associated test (TExES), the failing score on the primary exam (ExCET) will not negatively impact the entities accountability ratings as the new system uses successful last attempts to calculate the pass rate. |
| 29. |
How are pass rates calculated for fields in which there is not an associated test?
In some instances as individual content areas are replaced under the new certification structure, there is not an associated test with a similar scope of content. Example: The ExCET Economics grades 6-12 test will no longer be offered after summer 2003; the new TExES Social Studies grades 8-12 test is much broader in content and is therefore not considered an associated test. Failing scores on ExCET tests that do not have an associated TExES test will not continue to impact a preparation program's ratings after the last administration of an ExCET test that does not have an associated TExES test. |
| 30. |
Will a teacher performance assessment be used in determining accreditation ratings?
SBEC rule requires implementation of a performance assessment for beginning educators. SBEC, in conjunction with the ASEP Advisory Committee, will review performance assessment options for future implementation. |
