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The Educational Entity Master Explained
Presenters
Trevor Youngquist, Strategic Program Unit (CEPI)
Caitlin Groom, Business Integration Unit (CEPI)
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What’s so great about the EEM?
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The EEM provides the…
Who, what, where and why
for all educational entities in the State of Michigan
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Who are Michigan’s educational entities?
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What services do Michigan’s educational entities offer?
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Some questions that the EEM can answer…
Is the entity an elementary, middle or high school?
Does the entity offer virtual learning options?
Could the entity serve pupils with severe impairments?
Does the entity offer pupils before- and/or after-school activities?
Are there community services offered in the entity by DHHS?
Does the entity offer School-of-Choice options?
Does the entity offer all of its students free and reduced lunch (Community Eligibility
Provision)?
And so much more …
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Where are Michigan’s educational entities located?
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“Why doesn’t this work?!”
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Let’s take a deep dive!
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Who are Michigan’s educational entities?
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If you like seeing the numbers…
In August 2018, there were:
Approximately 5,700
open and active PK-20 entities in Michigan.
907 public (SEA, ISD, LEA, PSA) districts with
3415 public (ISD, LEA, PSA) schools.
655 nonpublic schools.
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Who are Michigan’s educational entities?
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CEPI, MDE and USED want to know, too!
EEM data is consumed by other agencies and applications
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MSDS
REP
FID
GADSID
EEM
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Data in the EEM
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• Entity Codes
• Entity Type
• Addresses
o Physical
o Mailing
o Web page
• Grades
• Educational settings
o Virtual
o Special education
o Alternative education
o Reportable program
o School of choice
• Shared education programs
(i.e. EMC, SEE, etc.)
• Administrative contacts
• Assessment contacts
• School emphasis
• Open and close date
• Charter information (for
Charter Schools)
• Community eligibility (for the
free/reduced lunch program)
• Research codes (i.e. NCES)
• NEW: Points of Pride
• And more …
What about entity codes?
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• Assigned in a hierarchy
• District code (ex: 82020 – the first two digits are the county code)
• Building code
• Entity codes are used in all CEPI collections and by MDE (such as MEGS+)
• Tied to NCES codes, which are issued at the federal level
• Are required to test students
DISTRICT CODE
BUILDING CODE
DUNS Number NCES NumberAgreement Number
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And what about entity types?
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• CEPI and MDE have definitions published on the CEPI EEM web page that explain every
categorization of educational entities in the State of Michigan.
• If any educational building/program in the state receives funding from MEGS+, TIA or the
federal government, it has a code and is classified in the EEM.
And what about entity types?
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Entities are classified in two ways:
• As “the legal entity that receives funds through [MDE]:”
I.e. ISD, PSA, LEA or “Other”
• As the type of learning facility:
I.e. School, Unique Education Provider or Non-Instructional Ancillary Facility
MORE ON ENTITY TYPES LATER…
District
(i.e. ISD, PSA, LEA)
SchoolNon-Instructional
Ancillary Facility
Unique Education
Provider (UEP)
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CENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATIONCENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATION
Who are Michigan’s educational entities?
The public wants to know, too!
CENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATIONCENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATION
Who are Michigan’s educational entities?
Everyone wants to know about entity contacts.
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CENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATIONCENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATION
Who are Michigan’s educational entities?
Each district and its buildings have contacts.
Questions?
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What services do Michigan’s educational entities offer?
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Educational Settings
What services do Michigan’s educational entities offer?
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Educational Settings
SET BY:
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What services do Michigan’s educational entities offer?
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Educational Settings
SET BY: YOU!
What services do Michigan’s educational entities offer?
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Educational Settings
GradesAuthorized and Actual
DevK (Full- or Part-time)
K-12**MSDS Grades 30 and 14 are not in EEM
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What services do Michigan’s educational entities offer?
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Educational Settings
Educational SettingsAuthorized and Actual
• General Education
• Pre-Kindergarten
• Alternative
Education
• Special Education
• Special Education
Center Program
• Virtual…
• Health Center
• Family Resource
Center
• School of Choice
• Seat-Time Waiver
• Tuition-Based
Before- and After-
School Programs
• Free Before- and
After-School
Programs
Virtual Educational Settings in the EEM
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• Virtual educational settings were modified by MDE (per US-ED) in 2017
• The three virtual settings cannot be chosen in combination – they are discrete
settings
FTVirtual SuppVirtFaceVirt
Almost 100% > 50% < 50%
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What services do Michigan’s educational entities offer?
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Educational Settings
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PoP is a unique set of fields in the EEM
• The purpose of PoP is to showcase the programs and activities
that make each school in your district great
• All PoP fields are optional
• It is available for year-round updates
• Its data will soon display on the Parent Dashboard
• PoP will update on the Parent Dashboard approx. every quarter
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You may remember PoP as a free-form text field
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The EEM PoP form
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PoP data is entered per school in your district
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PoP fields include (pt. 1):
• What is your school's percentage of students in National Honor
Society?
• Does your school offer a Student Mentorship program?
• Does your school offer students access to recess?
• Which, if any, Advanced Placement classes does your school offer?
• What world languages does your school offer?
• What music classes does your school offer?
• What arts classes does your school offer?
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PoP fields include (pt. 2):
• What clubs are offered at your school?
• What sports are offered at your school?
• What Comprehensive Support Services does the school offer?
• Does your school partner with other agencies to share data in
support of student issues?
• What surveys are used at your school?
• What Early Learning and Development opportunities are offered
by the district?
• What Out-of-School Time (Before and After School Programming)
Learning opportunities are offered by the district?
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Your district’s PoP settings in the “Points of Pride List”
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What services do Michigan’s educational entities offer?
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Educational Settings
(SOON) SET BY:
School EmphasisUsed to determine school type by
MDE and USED based on student
population served
• General Education
• Alternative
Education
• Special Education
• CTE/Vocational
• Early Childhood?
• None of the above?
Questions?
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Where are Michigan’s educational entities located?
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Where are Michigan’s educational entities located?
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Where are Michigan’s educational entities located?
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Where are Michigan’s educational entities located?
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Where are Michigan’s educational entities located?
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“Why doesn’t this work?!”
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“Why doesn’t this work?!”
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MSDS Out of Level GradeThis characteristic is retired, beginning in the 2018-19
school year
“Why doesn’t this work?!”
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MSDS Out of Level GradeAn error will be returned if Grades Actual do not align with student
grades submitted (K-12)
An error will be returned if Educational Settings Actual do not align
for the following MSDS grades:
MSDS Grade 14 = EEM Ed Setting “SpecEd” and/or “SpecEdCtPr”
MSDS Grade 30 = EEM Ed Setting “PK”
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“Why doesn’t this work?!”
MEGS+ TISS ReportTitle I application submissions rely on EEM entities,
names, grades and CEP information.
“Why doesn’t this work?!”
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CEPI Collection Re-OpensAny re-open request must be signed by the lead
administrator currently listed in the EEM
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“Why doesn’t this work?!”
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CEPI Security FormsAny security form must be signed by the lead
administrator currently listed in the EEM
“Why doesn’t this work?!”
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Data Hubs SecurityAgreements and security verifications leverage the lead
administrator currently listed in the EEM
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Speaking of the Data Hubs…
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EEM data is provided to a student information system via the hubs• Participating districts can opt-in to receiving data from the EEM
• Changes to EEM data are pushed to district’s hub database
• EEM data is critical for using MSDS error-checking capabilities
Speaking of the Data Hubs…
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Other uses for EEM data provided by the hubs:• EEM data provided by the hubs can be leveraged in other systems
• Using EEM data is another way to validate contact information
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Questions?
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Break! Think good thoughts…
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EEM Advice… for everyone!
I’m not an EEM user…
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…What should I care about?
Entity information gets displayed and reported
everywhere.
Superintendents, principals and/or business office
staff should be double-checking for accuracy.
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I’m not an EEM user…
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…What should I care about?
The EEM and the Parent Dashboard
I’m not an EEM user…
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…What should I care about?
Federal audits of directory data from the EEM
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I’m not an EEM user…
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…What should I care about?
USED’s National Center for Educational Statistics
I’m not an EEM user…
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…What should I care about?
The new District Entity Overview tool
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I’m not an EEM user…
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…What should I care about?
EEM district reports
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Lists the details about
every entity in the state
by ISD (easier to view)
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Anyone can
generate these
reports!
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For future reference, the report
also shows the time and date
that it was downloaded
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I’m not an EEM user…
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…What should I care about?
EEM authorized user access in your district
Refer to the Authorized User Mailing (Fall and EOY)
Or call CEPI Customer Support to learn who is authorized in your district
(517) 335-0505 ext. 3
Questions?
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I am an EEM user…
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…How can I help?
EEM authorized user access in your district
Open your “List of
Entities.” Select your
district from the list.
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From this page, click the
“Authorized Users List” button to
view who has access to edit your
district and its buildings’ profiles
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Entity Authorized Users have
the sole permission to view,
edit and submit changes for
your entities
I am an EEM user…
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…Where do I start?
EEM user guides and support material
www.michigan.gov/CEPI
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www.michigan.gov/CEPI
CEPI EEM web page
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www.michigan.gov/CEPI
Important documents,
including the CEPI
calendar
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www.michigan.gov/CEPI
EEM technical and
training material
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www.michigan.gov/CEPI
EEM technical and
training material
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I am an EEM user…
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…How do I know what this data field means?
EEM Glossary and EEM Help
Click the “?” symbol to
reveal more information
about each characteristic
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Click the “?” symbol to
reveal more information
about each characteristic
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Click on the “?” to learn
about any characteristic
and who to contact with
questions
I am an EEM user…
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…How do I know what this data field means?
EEM Glossary and EEM Help
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I am an EEM user…
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…How do I add a new entity?
Begin with the EEM Definitions document
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Remember that entity types are important…
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School
• Issues state assessments
• Has a separate administrative path from other entities, with some exceptions
• Has a discrete set of educators, with some exceptions
• Is accountable as the PEPE and (if it has grade 12) graduates students
SchoolNon-Instructional
Ancillary Facility
Unique Education
Provider (UEP)
Remember that entity types are important…
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Unique Education Provider
• Does not issue assessments, graduate students or act as the PEPE
• Often used for adult learning, PK or supplemental learning
SchoolNon-Instructional
Ancillary Facility
Unique Education
Provider (UEP)
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Remember that entity types are important…
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Non-Instructional Ancillary Facility (i.e. bus garages, food service centers, district-
owned athletic facilities)
SchoolNon-Instructional
Ancillary Facility
Unique Education
Provider (UEP)
To add a new entity,or not add a new entity – that is the question!
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When to not request a new code:
• Entity name change
• Location change
• The grade span of the school changed by three grades or less
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To add a new entity,or not add a new entity – that is the question!
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When to not request a new code:
• Two entities merge with essentially the same grade span and
educational concentration
• An LEA school becomes a PSA school
• An alternative education/virtual program exists within another entity
that is run by the same administration
To add a new entity,or not add a new entity – that is the question!
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When an entity code could be warranted:
• A new program with a separate administration and educator staff is
being established
• Adding or removing 4+ grades
• Close the entity, open new one
• If a graduation rate will be added, a new code will be requested
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To add a new entity,or not add a new entity – that is the question!
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When an entity code could be warranted:
• The School Emphasis changes
• If an entity splits 50/50 (same grade spans); close both entities, request
two new codes
• Reporting an educational program offered in the admin building – pupils
and finances should not be reported as “00000”
• A pre-Kindergarten entity exists within another entity and needs to be
reported separately
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Yellow/white fields can
be edited by you; grey
are edited by others
How do I add a new entity to the EEM?
Step 1: Submit a form to add the entity
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Wait, hold on!
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Did we mention how important open dates are?
• Open dates set in the past present a gap in reporting
• If an entity is opened prior to 6/30, the district will have to report all
required data for the entity for the school year
• Ideally, the open date for an entity should be set to the beginning of the
school year in which the program will start (7/1)
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Step 2: EEM state admin contact
Let’s talk…
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Step 2: EEM state admin contact
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Step 3: EEM state admin reviewThe addition of new entities are subject to business rules from USED and
MDE, such as:
- Entities that are programmatically the same with similar lead admin may
not warrant a new entity code
- Entity codes cannot be re-opened
- Alternative education programs operated within another school with
shared classrooms and curriculum does not need its own entity code
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Step 4: Decision
Good news!
Questions?
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I am an EEM user…
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…How do I close an entity?
Refer to the CEPI EEM web page instructional material
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Step 1: Submit a close request
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Step 1: Submit a close request
Wait, hold on!
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With closing entities, keep in mind…
• Codes cannot be re-opened
• Entities cannot be closed with a past date unless no reporting has
occurred
• Closing the entity after 6/30/2018 will require reporting for the next
school year in SID, REP, MSDS and FID
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Step 2: EEM state admin contact
Let’s talk!
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Step 3: EEM state admin review
• Entity closures adhere to business rules from USED and MDE
• CEPI may also need to validate that no recent data submissions have
occurred from the entity subject to closure
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Step 4: Decision
Good news!
I am an EEM user…
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…What are some best practices
for keeping my entities updated?
Check EEM information for accuracy before fall, spring
and end-of-year reporting
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I am an EEM user…
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…What are some best practices
for keeping my entities updated?
Think ahead to deferred transactions
I am an EEM user…
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…What are some best practices
for keeping my entities updated?
Review the “high-stake” fields
The District Entity Overview includes the fields used for determining
important information reported to USED and MDE
• Lead Administrator
• School Emphasis
• Grades
• Educational Settings
• Early Childhood Programs
• Alt Ed for
Suspended/Expelled
• Web address
• Physical address
• Mailing address
• Main telephone
• Magnet Status
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I am an EEM user…
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…What are some best practices
for keeping my entities updated?
Validate physical and mailing addresses
The EEM uses USPS
address validation.
Questions?
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In conclusion…
Let us know how we can help!We’re actively working to improve the EEM.
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We’re here to help!Caitlin Groom, EEM Business Lead (CEPI)
Trevor Youngquist, Technical Integration Analyst (CEPI)
CEPI Customer [email protected] or (517) 335-0505 ext. 3
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