September 7, 2023
Texas Educator Preparation Programs Newsletter

Welcome

This newsletter compiles the most up-to-date information concerning what EPPs need to know to best support their faculty/instructors, staff, and candidates. Please thoroughly read all the sections for reminders, upcoming events, To Dos, and FAQs.   

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Educator Preparation Program Listserv Registration 

Upcoming Events

Topic   

Description

Event Date
& Time   

New Certification Officer Training

This training will provide information to Certification Officers related to requirements and processes for EPPs including the use of the various functions within ECOS for Entities. Please register to attend virtually. You do not have to be a new Certification Officer to attend. Note: This notice will be in the newsletter for 2 weeks as a preview for planning purposes. We will publish this training information again 2 weeks prior to the event. 

Tuesday, November 7, 2023, from
9:00 AM-3:30 PM
 

New: Texas Teacher Residency Learning Series  US Prep, national technical assistance provider for quality teacher preparation through residency transformation, will be hosting a fall learning series to learn more about teacher residency models. Please see the full message below to register for any of the upcoming events! 

Multiple events: See description below  

Link to register 

Upcoming Deadlines

Topic   

Action Item   

Due Date   

CSACERO Receipt Form Due  All participating programs should submit the Critical Shortage Area Receipt Submission Form. Please see information below for more details.  Monday, September 18. 2023  

EPP Commendations Category 4: Innovative Educator Preparation 

Please see the call and related instructions on the Program Provider Resources Page.

Tuesday, October 10, 2023 

Educator Preparation Program Support
Updates related to Educator Preparation Program Management

New: Vetted Teacher Residency Program Applications (FYI, no action required) 
Applications are currently undergoing final review and notification is still on track for September 2023. All applicants will be notified individually and will receive a comprehensive summary of their application’s review. In the meantime, please see the opportunity above to register for the Texas teacher residency programs learning series that begins this Friday, September 8, 2023.  

New: Dyslexia Training through TEALearn 
Due to the changes from HB 3928, the Dyslexia course has been temporarily closed for required updates. TEA is working as quickly as possible to ensure correct information is updated and we anticipate that the course will open again soon. TEALearn anticipates the course will open by next week. 

Reminder: TEA has updated the School District Personnel Certification Information page on the TEA website. School district personnel are responsible for ensuring that individuals serving in positions requiring educator certification hold the appropriate Texas credential. The questions and answers on that page address new and current certification processes and the most common hiring inquiries. EPPs will find this information helpful. 

Countdown to ASEP Reporting 
To assist EPPs with completing ASEP Reporting with ease, we have developed weekly reminders for EPP staff who work on ASEP Reporting. Each week, you will receive a weekly reminder in this Newsletter that will include a timely task that will lead to successful completion of data reporting by September 15. Please remember that the Technical Manual published on the Program Provider Resources page on the TEA website is a wonderful ‘how to’ resource for using the various functions needed for reporting in ECOS and contains some useful tips for problem solving, if needed. 

New: Reminder Week 9 Final ASEP Task: Make any final corrections and submit your affidavit.
Submit with confidence that your EPP has gotten everything perfect and ready to go. Submit your affidavit to the Educator Testing and Preparation Programs Help Desk. Be sure to name your affidavit according to the instructions on the Affidavit template. The affidavit will be posted to the Program Provider Resources after the end-of-year datasets are sent out.  


Reminder Week 8 ASEP Tasks: Review your data.
Compare your final EPP data with the data sets from TEA just to be sure you have not forgotten anything or anyone in your reports. Make any final corrections if needed. Reach out to your assigned specialist with any questions or issues. 

Reminder: Week 7 ASEP Tasks: Report your Applied Data.
Use the new Applied portal in ECOS Entities > ASEP to report the number of individuals that applied to any of the programs within your EPP in 2022-2023 (from 9/1/2022-8/31/2023). The Applied data is reported as a total of ‘All’ that applied and is also reported as disaggregated by demographic group. This Applied portal will lock when ASEP locks so data must be entered before the 2022-2023 ASEP locks on September 15. Be sure to review the 2022-2023 Technical Manual on the Program Provider Resources page if you need assistance using the Applied portal.   


Reminder: Week 6 ASEP Tasks: Enter all observations   

1. Verify that all of the observations completed in 2022-2023 (9/1-8/31) have been entered into ECOS. Observations must be reported for all teacher and non-teacher candidates completing clinical teaching, internship, or practicum.  

2. Ensure that all your field supervisors are on your field supervisor list in ECOS. If they are not there, please enter them so observations for candidates assigned to those field supervisors can be entered into ECOS.  

3. Complete the Request for Exception (RFE) form, if necessary, to submit an exception for a candidate whose observations should not be included in the data calculations. The ASEP Observation RFE Form is located on the Program Provider Resources page under ASEP Reporting 2022-2023 Forms. Submit forms securely to Educator Testing & Preparation Programs > Data Reporting in Help Desk. 

  • For best functionality of RFE forms, use Google Chrome and download and save the form on your computer before completing. After the form is complete, e-sign the form which will lock it from further edits. Save the signed form and attach it to a Help Desk ticket to submit to TEA. 

Note: You can download the observation data from ECOS into a spreadsheet to assist with reviewing and verifying your data. Be sure to review the 2022-2023 Technical Manual on the Program Provider Resources page if you need assistance with downloading records from ECOS.  

Reminder: Week 5 ASEP Tasks: Create Clinical Experience Records 

1. Verify that each candidate that completed any part of a clinical experience (clinical teaching, internship, or practicum) in 2022-2023 has a Clinical Experience Record.  

2. Ensure that all cooperating teachers, mentor teachers, and site supervisors are entered to create the Clinical Experience Record (TEA ID numbers for cooperating teachers, mentors, and site supervisors are optional for Clinical Experience records for 2022-2023. ECOS will begin requiring those TEA ID numbers starting 9/16/2023). 

Note: You can download the Clinical Experience Records from ECOS into a spreadsheet to assist with reviewing and verifying your data. Be sure to review the 2022-2023 Technical Manual on the Program Provider Resources page if you need assistance with downloading records from ECOS.  

Reminder: Week 4 ASEP Tasks 8/3-9/2023 Update the Finisher Records List 

1. Verify that all 2022-2023 finishers are correctly listed on the Finisher Record List (FRL) with a status of “Finisher” (F). If a finisher is on the FRL for certificate categories they are not finishing, please be sure to remove those certificate categories from the list for the candidate. 

2. If candidates left your EPP without finishing requirements during the year 2022-2023, be sure that you have removed them from your Finisher Records List (and that you have removed their test approvals). Once ASEP closes, you will not be able to make any changes to the FRL. 

3. Additionally, remember to review the candidates from your mid-year data set that have been enrolled for 5 or more years and remove any from your 2022-2023 list that are no longer actively enrolled. Note: Candidates that are removed will need to apply and be admitted if they want to work with the EPP in future. 

Reminder: Week 3 ASEP Tasks 7/26-8/2/2023 Complete all admission reporting  

1. Verify that each candidate admitted in 9/1/2022-8/31/2023 has an accurate admission record. Verify all required admission data has been included in the record. If you need to update a record, you can do so manually or by bulk upload.  

2. EPPs can download admission data in ECOS into a spreadsheet to help verify the admission data that has been reported to date.  

3. Remember: Admission records for candidates admitted in 2022-2023 cannot be created after 8/31/2023 except for candidates admitted in the last week of August. Those records can be entered until ASEP locks on 9/15/2023. 

4. Be sure to review the 2022-2023 Technical Manual on the Program Provider Resources page. It is located under Forms and Documents. This is a helpful resource as it provides useful information needed to complete ASEP Reporting. 

Reminder: Week 2 ASEP Tasks 7/19-26/2023 

1. Ensure that TEA has your updated EPP Contact Information.  

2. Each EPP should have one Legal Authority or Primary Point of Contact and at least one Backup Legal Authority. If you have recently had a change in these staff, please contact your Education Specialist assigned and we will send you the template so you can request the changes to be made in TEA records. 

3. Each EPP must have a Primary Title II Pearson and Title II IPRC contact and should have a Secondary contact for each, if possible. Ensure TEA has these current contacts. The following organizations must also have current contact information for your Title II contacts:  

  • es-titleii@pearson.com
  • Title2@rti.org 

4. Make sure that the following contacts are correct (your assigned TEA specialist can provide you a list of contacts that we have on file for your EPP): 

  • Your LBB contact if you are a college or university.  
  • The staff that handles your data.  
  • The staff that receives your EPP ASEP Invoices. 
  • The staff, other than your Legal Authority, that may need to receive Accreditation Letters. 

To verify and/or update contacts with TEA, please contact your Education Specialist. 

Reminder: Week 1 ASEP Tasks 7/12-19/2023:  

1. Know your assigned Education Specialist. This is the TEA staff member that you will need to reach out to when you have questions about ASEP Reporting. The EPP specialist assignment list is published on the Program Provider Resources page under Forms and Documents. Your Education Specialist is one of five staff members: 

  • Lorrie Ayers, Director 
  • ​​​​​​​​​​​​​​Vanessa Alba
  • Irene Chacon 
  • Linda Mott 
  • Keena Sandlin 

2. Become familiar with the Help Desk which EPPs should use for all questions related to ASEP Reporting. Your Education Specialist will address your EPP’s questions in the Help Desk. We are in the Help Desk under the Educator Testing and Preparation Programs tile: 

3. Review the 2022-2023 Technical Manual on the Program Provider Resources page. It is located under Forms and Documents. This is a helpful resource as it provides useful information needed to complete ASEP Reporting. 

4. Register for the ASEP Reporting 2022-2023 webinar on Thursday, August 3 at 10:00 am central. The webinar will provide useful information and reminders about state reporting processes and tips to improve the reporting experience. Please find the link in the Upcoming Events section above. 

Reminder: Reporting Applied Counts via ECOS 

One of the updates that TEA IT has been able to make this year for ASEP reporting is creating a portal for reporting Applied counts in ECOS. Previously this reporting required EPPs to download a spreadsheet from the website, fill it out, and submit it. You can now submit these numbers directly in ECOS. 

Please see the updated Technical Manual with information about this report. Additional information will be provided during the ASEP webinar. We are excited to simplify this step in your annual reporting! 

Educator Standards and Testing
Updates related to Educator Standards and Certification Testing

New: ELAR 7-12 (331), Health (257) and Physical Education EC-12 (258) Redesigned Exam One-pagers 
The ELAR 7-12 (331), Health (257) and Physical Education EC-12 (258) exams will launch in September 2024. Please find important information for each redesigned exam in the one-pagers linked here: ELAR 7-12 (331), Health EC-12 (257) and Physical Education EC-12 (258) . As we prepare for the launch of these exams, more information regarding the exams and aligned capacity building opportunities will be shared in upcoming months. 

Reminder: Critical Shortage Area Certification Exam Reimbursement Opportunity Receipt Form Due 
As a reminder, the final step in the Critical Shortage Area Certification Reimbursement Opportunity (CSACERO) requires participating programs to submit proof of payment for CSA vouchers to the TEA no later than EOD Monday, September 18, 2023. Participating programs should complete the Exam Certification Reimbursement Opportunity Receipt Form linked in the CSACERO Process Document by attaching and submitting a copy/screenshot of payment receipt for all CSA voucher purchases. Programs should provide proof of payment for each CSA voucher purchase-if your program placed more than one CSA voucher order and received more than one CSA invoice, each CSA invoice submitted to the TEA for reimbursement must be accompanied by a payment receipt. Please contact Pearson directly at texas.support@pearson.com with questions related to payment and receipts.

Educator Preparation and Certification
Updates related to Educator Preparation and Certification

Reminder: The 2023-2024 EPP Review Handbook and Rubric are now posted on the Program Provider Resources page under EPP Material for 2023-2024 EPP Reviews. The Rubric is not only a guide for EPPs being reviewed, but it is also a helpful resource for all EPPs to assist you in ensuring that your programs are aligned to TAC requirements. 

TEA Updates
Additional updates on initiatives and opportunities from the TEA.

Reminder: Texas Teacher Residency Learning Series—Register Today! 
Interested in learning more about the impact of teacher residency programs in the state of Texas? Register for US PREP's webinar series today! Through this series, you will discover the transformative impact residencies have on teacher candidates, schools, and PK-12 students. Each 1-hour webinar will provide an opportunity to hear inspiring stories, learn about programming components of residency, and see how immersive residency experiences are reshaping teacher preparation and education in urban and rural areas. 

  • Register: https://www.usprepnationalcenter.com/webinars 
  • US PREP website: https://www.usprepnationalcenter.com/ 
  • Contact sarah.beal@ttu.edu for more details

Reminder: Texas Teacher Residency Programs Landscape Tool 
Teacher residency programs continue to grow across the state of Texas, with 28 state-vetted programs in Spring 2022 and the TCLAS Decision 5 grant supporting over 85 partnerships to design and implement sustainably funded paid teacher residency programs. The Texas Teacher Residency Programs landscape tool provides an interactive snapshot of existing vetted programs' key features, identified partnerships, and other information to prospective district and school partners, local community organizations, and community college partners as they build talent pathway strategies. Prospective candidates may also use this tool to better understand local options for their teacher preparation pathway. 

FAQs
We take this space to highlight questions that we have heard from EPPs. 

Q: Where can my EPP find the ASEP Reporting Affidavit for 2022-2023? 

A:  The ASEP Reporting Affidavit will be posted to the Program Provider Resources page under ASEP Reporting Forms and Documents after EPPs have received and reviewed the end of year datasets. The Affidavit should be the last item each EPP submits after verifying all data is correct.   

Q: My EPP has admitted candidates with 9/1/2023 and 9/2/2023 admission dates. How do I create admission records for them for 2023-2024 if ASEP for 2023-2024 is locked? I won’t make the 7-day window for creating the admission record if I have to wait until 9/16/2023 for the new ASEP year to unlock.

A: The 2023-2024 ASEP year was unlocked on 9/1/2023. EPPs may create admission records for candidates with admission dates 9/1/2023 or after by selecting the 2023-2024 reporting year when creating the record. The candidates will populate automatically on the 2023-2024 Finisher Records List with a status of Other Enrolled as expected.  

Please note: Right now, Other Enrolled candidates in 22-23 will not yet have an Other Enrolled record for 2023-2024. When TEA rolls the Finisher Records List over on 9/16, the 2022-2023 Other Enrolled candidates will be added to the 2023-2024 Finisher Records List. This means that you cannot yet report 2022-2023 observations. You will need to wait until after 9/16/2023 to do this.

The period between 9/1 and 9/15 every year is slightly tricky. Because there are two ASEP years unlocked from 9/1 through 9/15, EPPs are encouraged to be careful to select the correct reporting years when reporting data. Remember to report all data with dates in 2022-2023 in the 2022-2023 reporting year in ASEP. 

EPP Points of Contact
Your best source for information and support at the TEA.

As an Educator Preparation Program, your main point of contact is your Education Specialist.   

  • View a list of EPPs and their associated Education Specialist. 
  • For easiest assistance, please submit a Help Desk ticket to Preparation Programs.   
  • Or EPPs (and candidates) may call (512) 936-8400 and select Option #5: Educator Preparation Programs. If an Education Specialist is not available to answer the call at that time, please leave a voicemail. An Education Specialist will promptly return the call.  

Updated: If EPPs (and candidates) would like to speak to a representative from another area(s), they may call (512) 936-8400 and select one of the options listed below. 

  • Option 2: Educator Certification  
  • ​​​​​​​Option 3: Fingerprinting  
  • Option 6: Investigations 
  • Option 8: General Office Information 

The Teal Account Access team and Educator Testing team are available through the Help Desk.

The Texas Education Agency will improve outcomes for all public school students in the state by providing leadership, guidance, and support to school systems.