ASEP 3.0 Pilot Data Collection Spread Sheet updated 9/7/05

Download “Applied” template spread sheet

Download “Admitted” template spread sheet

The State Board for Educator Certification (SBEC) has asked that all educator preparation programs begin collecting additional data starting September 1, 2005. This request follows the requirements established by §229.7(b) of the Texas Administrative Code and §21.045(b) of the Texas Education Code. While we understand that some programs already collect this data for program evaluation, we would like to:

• clarify the definition of each status within these reporting requirements,
• establish who will be collecting that data, and
• provide the correct template to facilitate integrating your program's information with the Accountability System for Educator Preparation (ASEP).

Listed are candidate statuses as defined by the Texas Administrative Code and revisions approved by SBEC at the May 6, 2005 board meeting. Each status I've indicated whether it is an additional reporting requirement being implemented this September (NEW), a current reporting requirement facilitated through ASEP (Current), or a reporting requirement that will be facilitated by the Public Education Information Management System (PEIMS):

Texas Administrative Code §229.7(c) Program data shall be disaggregated by gender and ethnicity (male, female, African American, Hispanic, white, and other). Program data to be reported by an educator preparation program to the Board for an academic year includes information for:

(1) the number of candidates who apply: the number of persons who apply to enter the program, as documented through evidence such as, but not limited to, the candidate's enrollment in professional development courses and other relevant academic coursework or pre-service training undertaken to meet program admission requirements, or as determined by the educator preparation program's published application criteria.
NEW

(2) the number of applicants admitted: the numbers of and identifying information for persons who have been admitted and meet all minimum admission criteria as determined by the educator preparation program's published admission criteria and those criteria established by the Board during an academic year;
NEW

(3) the number of candidates retained: the numbers of and identifying information for persons who have been admitted and who, during the academic year, were enrolled in coursework, field-based experience, or other activities undertaken to make progress during an academic year;
NEW

(4) the number of candidates completing the program: the numbers of and identifying information for persons who became program completers during an academic year.
CURRENT

(5) the number of candidates employed in the profession after completing the program: the numbers of and identifying information for persons employed in a public school district, or accredited private school in Texas within two academic years of completing a program, who may or may not be assigned in an area in which they completed their program. A person may be assigned in any role requiring a certificate in a Texas public school (both teaching and non-teaching roles).
PEIMS

(6) the number of candidates retained in the profession: the numbers of and identifying information for persons employed in a public school district, or accredited private school in Texas within two academic years of completing a program and also employed at five years after completion, who may or may not be assigned in an area in which they completed their program. A person may be assigned in any role requiring a certificate in a Texas public school (both teaching and non-teaching roles).
PEIMS

Beginning September 1, 2005, each educator preparation program will need to collect the specified data for individuals who apply and who are admitted to that program. The retained status will be manageable from within ASEP at a later time.

For the 2005-2006 academic year, your program will need to maintain or be able to provide a comma separated value file (CSV) with the following fields for each status:

This data may be maintained through your own database or by utilizing a spreadsheet you can later save as a CSV file. A spreadsheet or a database report with the required data in the appropriate format would look like this:

Applied

Admitted

*Determining Certification License ID:
Beginning August 19, 2005, you will be able to use ASEP to download a list of the correct License IDs for the areas of certification your program has been approved to offer. Follow these directions to download that list for your program:

1. Log on to SBEC Online (https://secure.sbec.state.tx.us/SBECOnline/entity_login.asp)

2. Click on “ASEP” to reveal the ASEP menu

3. Select “Download Cert License IDs”

4. Click the hyperlink to open the list in a new window

-> If this functionality is not available as scheduled, please use your own code for each area of certification. If you create a code and use it consistently, we can help you translate it to the correct Certification License ID when that information is available.

The fields defined above and the appropriate format will be essential to integrating your program's data with an updated version of ASEP when it is implemented in 2006-2007. A seamless integration and maintaining the integrity of your program's information will require this additional data beginning September 1, 2005 , for the 2005-2006 academic year.