An Affirmative Action/Equal Opportunity Employer

 MEMORANDUM P.O. Box 2393

Princeton, NJ 08543-2393

Telephone (609) 799-3535

Fax (609) 799-0005

www.mathematica-mpr.com

TO: [District Name]

FROM: [Data Collection Liaison] DATE:

PPD-12

SUBJECT: Administrative Data Collection for the Impact Evaluation of

Support for Principals, Round 1

[This memo will be customized for each district and round of data collection.]

Thank you for participating in the Impact Evaluation of Support for Principals, a study

that Mathematica Policy Research and its partners, American Institutes for Research, Social 

Policy Research Associates, and Pemberton Research, are conducting for the U.S. Department of 

Education. The goal of the evaluation is to examine the effects of principal professional 

development on principals’ practices, school climate, teachers’ effectiveness and retention, and 

student achievement. This memo outlines our request to [district name] for data on school 

administrators, teachers, and students for the 2014–2015 through 2017–2018 school years. 

Table 1 provides a description of the types and years of administrative data requested and 

the timing of each request. During the fall of 2015 (Round 1 of data collection), we will request 

educator school and grade assignment data for the full 2014–2015 school year as well as for the 

fall of the 2015–2016 school year to sample teachers to receive a survey during the spring of 

2016. During the fall of 2016 and 2017 (Rounds 2 and 3 of data collection), we will request 

additional data, specified in this memo, for school years 2014–2015 through 2017–2018.

Table 1. Administrative Data Collection Timeline 

Data requested 

School year of data requested, by round of data collection

Fall 2015 

(Round 1)

Fall 2016 

(Round 2)

Fall 2017 

(Round 3)

Educator school/grade 

assignment data 

Data for 2014–2015 

(full year) and 2015–

2016 (as of fall 2015)

Data for 2015–2016 

(full year) and 2016–

2017 (as of fall 2016)

Data for 2016–2017 

(full year) and 2017–

2018 (as of fall 2017)

Educator demographic and 

performance data 

n.a. Data for 2014–2015 

and 2015–2016

Data for 2016–2017 

Student demographic and 

assessment data 

n.a. Data for 2014–2015 

and 2015–2016

Data for 2016–2017 

n.a. = not applicable. We are not requesting this type of data during this round of data collection.

We will work with your district to determine the appropriate timing of data delivery, 

recognizing that some data may be ready for submission earlier than other data. In addition, we 
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

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realize that some data elements listed in this memo might not be collected by your district. If a 

data element is not available in your district’s data systems, please let us know, and we will work 

with you to determine if another, similar data element may be used instead. When you provide 

data, please include a data dictionary or codebook that explains what the variables and values 

mean.

Table 2 lists the schools and grades for which we are requesting data. 

Table 2. Schools and Grades Included in Data Request 

School Name LEA ID Grades

[school name 1] [LEA ID] [grades per school]

[school name 2] [LEA ID] [grades per school]

[school name ...N] [LEA ID] [grades per school]

A. EDUCATOR SCHOOL ASSIGNMENT AND BACKGROUND DATA 

Tables 3 and 4 list the school assignment and background data we are requesting on teachers 

and educators. Please include all teachers and school administrators (principals and vice 

principals) who worked in any of the participating schools listed in Table 2 at any time during 

the school years for which we are requesting data. This includes teachers and administrators who 

were in participating schools for only one year (or part of a year), as well as those who were in 

participating schools for more than one year. 

Table 3 lists the data we are requesting on teachers’ and educators’ school assignments.

Table 3. Teacher and Administrator School Assignment Data 

Data Element Description Notesa

School year School year to which the record pertains (2014–2015 

through 2017–2018)

Employee ID Number that uniquely identifies the educator across 

multiple files, records, and years. We prefer that the 

ID number not be personally identifiable information 

such as a Social Security number.

First and last name First and last name of each teacher and administrator

Email address Email address for each teacher and administrator

School ID Number, such as NCES ID, that uniquely identifies the 

school where the educator is assigned. If an educator 

is assigned to more than one school during a school 

year, please provide separate records or rows of 

information for that educator for each school. This 

may include schools not listed in Table 2.

School name Name of school corresponding to School ID 

Staff category or job 

type

Employment category, such as principal, assistant 

principal, or classroom teacher

Grade(s) taught Grade(s) taught (if teacher)
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FROM: [Data Collection Liaison]

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Data Element Description Notesa

Subject(s) taught Subject(s) taught (if applicable)

School assignment start 

date

Date when teacher or administrator began his or her 

assignment at each school listed

School assignment end 

date

Date when teacher or administrator ended his or her 

assignment at each school listed (if he or she left prior 

to date that data are provided)

a

The notes column will be completed by study staff using information provided during the initial call to 

discuss the data request. 

Table 4 lists the professional and demographic data we are requesting for educators. 

Table 4. Educator Professional and Demographic Data

Data Element Description Notesa

School year School year to which the record pertains (2014–2015 

through 2016–2017)

Employee ID Number that uniquely identifies the educator across 

multiple files, records, and years. We prefer that the 

ID number not be personally identifiable information 

such as a Social Security number.

Highest degree held Highest degree held by educator

Certification and 

licensure held

Name or type of each certification and licensure held 

by educator

Score for each 

certification and 

licensure test 

Score for each certification and licensure test taken by 

educator 

Years of service as 

teacher in the school

Number of years as a teacher at the first school 

assigned during the school year, as of the end of the 

school year (for example, for data on the 2015–2016 

school year, provide years of experience as of the end 

of the 2015–2016 school year) 

Years of service as 

teacher in the district

Number of years as a teacher in the school district as 

of the end of the school year (for example, for data on 

the 2015–2016 school year, provide years of 

experience as of the end of the 2015–2016 school 

year) 

Years of experience as 

teacher (ever)

Number of years as a teacher in any school or school 

district, as of the end of the school year (for example, 

for data on the 2015–2016 school year, provide years 

of experience as of the end of the 2015–2016 school 

year) 

Years of service as 

school administrator in 

the school

Number of years as a school administrator at the first 

school assigned during the school year, as of the end 

of the school year (for example, for data on the 2015–

2016 school year, provide years of experience as of 

the end of the 2015–2016 school year) 

Years of service as 

school administrator in 

Number of years as a school administrator in the 

school district as of the end of the school year (for 
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

DATE:

PAGE: 4

Data Element Description Notesa

the district example, for data on the 2015–2016 school year, 

provide years of experience as of the end of the 

2015–2016 school year) 

Years of experience as 

school administrator 

(ever)

Number of years as a school administrator in any

school or school district, as of the end of the school 

year (for example, for data on the 2015–2016 school 

year, provide years of experience as of the end of the 

2015–2016 school year) 

Year of birth Year of birth of educator

Gender Gender of educator

Race Race of educator

Ethnicity Hispanic or Latino indicator for educator

a

The notes column will be completed by study staff using information provided during the initial call to 

discuss the data request. 

B. EDUCATOR PERFORMANCE DATA

Table 5 lists the data we are requesting on educator performance. Please include all teachers 

and school administrators (principals and vice principals) who worked in any of the participating 

schools listed in Table 2 at any time during the school years for which we are requesting data. As 

described in Section A of this memo, this should include all teachers and administrators who 

were in participating schools for only one year (or part of a year), as well as those who were in 

participating schools for more than one year. 

Table 5. Teacher and Administrator Performance Data

Data Element Description Notesa

School year School year to which the record pertains (2014–2015 

through 2016–2017)

Employee ID Number that uniquely identifies educator across multiple 

files, records, and years. We prefer that the ID number 

not be personally identifiable information such as a 

Social Security number.

School ID Number, such as NCES ID, that uniquely identifies 

school of record for performance measures. This may 

include a school not listed in Table 2.

School name Name of school corresponding to School ID

Educator practice 

score(s)b

Each practice score for teachers and school 

administrators such as an observation score

Measure(s) of student 

achievement growthb

Each measure of student achievement growth, such as 

teacher and school value-added measures (VAMs), 

student growth percentile (SGP), and scores on student 

learning objectives

Other measure(s)b Other performance scores or measures, if applicable, 

aside from educator practice scores and student 

achievement growth 
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

DATE:

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Data Element Description Notesa

Composite 

evaluationb

Composite evaluation score, if applicable (often created 

by combining observation scores, measures of student 

achievement growth, and other scores or measures)

a

The notes column will be completed by study staff using information provided during the initial call to 

discuss the data request. 

b

Please provide underlying score and associated categorization or rating (such as highly effective, 

effective, developing, or ineffective), if applicable.

C. STUDENT DEMOGRAPHIC AND ASSESSMENT DATA 

Table 6 lists the demographic, behavioral, and attendance data we are requesting for students 

who were enrolled in the participating schools and grades listed in Table 2 at any point during 

the school years requested (2014–2015 through 2016–2017). Please provide these data for 

students in tested grades and non-tested grades, as well as students in tested grades who did not 

take the test for any reason. 

Table 6. Student Demographic and Other Data Requested for All Students

Data Element Description Notesa

School year School year to which the record pertains (2014–2015 

through 2016–2017)

Student ID Number that uniquely identifies educators across multiple 

files, records, and years. We prefer that the ID number 

not be personally identifiable information such as a Social 

Security number.

School ID: beginning 

of the school year

Number, such as NCES ID, that uniquely identifies the 

school in which the student was enrolled at the beginning 

of the school year 

School name: 

beginning of the 

school year

Name of school corresponding to School ID for beginning 

of school year 

School ID: end of the 

school year

Number, such as NCES ID, that uniquely identifies the 

school in which the student was enrolled at the end of the 

school year 

School name: end of 

the school year

Name of school corresponding to School ID for end of 

school year

Gender Gender of student 

Year of birth Year of birth of student

Race Race of student

Ethnicity Hispanic or Latino indicator for student

Grade level Grade level of student 

Free and reducedprice lunch (FRPL) 

status

Student’s eligibility for free or reduced-price lunch as of 

the beginning of the school year 

English language 

learner status

English language learner status or limited-Englishproficient status of student, with level if available, as of 

the beginning of the school year 
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

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Data Element Description Notesa

Special education 

status

Special education status of student, such as having an 

Individual Education Plan, as of the beginning of the 

school year 

Suspensions (days) Total number of days during the school year that the 

student was suspended 

Suspensions (times) Total number of times during the school year that the 

student was suspended

Expulsions Indication if the student was expelled at any point during 

the school year from any school in the district

Attendance Total number of days the student attended school in the 

district during the school year requested (this should be a 

total for all schools attended during the year; not only for 

those schools listed in Table 2) 

Days in school year Total number of school days for each school the student 

attended during the school year requested

a

The notes column will be completed by study staff using information provided during the initial call to 

discuss the data request. 

Table 7 provides the specific state assessment data requested for students in tested grades 

who were enrolled in the participating schools and grades listed in Table 2 during the school 

years requested (2014–2015 through 2016–2017).

Table 7. Student Assessment Data

Data Element Description Notesa

A. Math assessments

School year School year to which the record pertains (2014–2015 

through 2016–2017)

Student ID Number that uniquely identifies educators across 

multiple files, records, and years. We prefer that the ID 

number not be personally identifiable information such 

as a Social Security number.

Math score on the state

assessment for the 

school years requested, 

as available

Student’s score on the math section of the state 

assessment. The scale score is preferred, but normal 

curve equivalents, percentile ranks, and number correct 

are acceptable (in descending order of preference). If a 

student retook the test, please provide the most recent 

score in that year; not the highest score.

Math test grade level for 

each state test 

Grade level of math test taken by the student for each 

state test

Math test description for 

each state test

Name of math test and test form information (such as 

“Stanford 9 Form S”) for each state test. Please indicate 

if a modified or alternate form of a state test was taken. 

Math test language 

indicator (if other than 

English) for each state 

test

For each state test, an indicator of whether the test was 

taken in a language other than English, such as 

Spanish 
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

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Data Element Description Notesa

Math test date for each 

state test 

Date of each math test taken by student. If no date is 

available, then “spring,” “fall,” or similar qualifier can be 

provided.

Math test exemption or 

invalidation code, as 

applicable, for each 

state test 

Code or indicator if a student received an exemption 

from taking a math test (such as a medical exemption) 

or the test was found to be invalid 

School identifier as of 

time of testing (math)

Number, such as NCES ID, that uniquely identifies the 

school in which the student was enrolled at the time of 

testing in math

School name as of time 

of testing (math)

Name of the school in which the student was enrolled at 

the time of testing in math 

B. Reading assessments

Reading score on the 

state assessment for 

the school years 

requested, as available

Student’s score on the reading section of the state 

assessment. The scale score is preferred, but normal 

curve equivalents, percentile ranks, and number correct 

are acceptable (in descending order of preference). If a 

student retook the test, please provide the most recent 

score in that year; not the highest score.

Reading test grade 

level for each state test 

Grade level of reading test taken by the student for 

each state test

Reading test description 

for each state test

Name of reading test and test form information (such as 

“Stanford 9 Form S”) for each state test. Please indicate 

if a modified or alternate form of a state test was taken. 

Reading test language 

indicator (if other than 

English) for each state 

test

For each state test, an indicator of whether the test was 

taken in a language other than English, such as 

Spanish 

Reading test date for 

each state test 

Date of each reading test taken by student. If no date is 

available, then “spring,” “fall,” or similar qualifier can be 

provided.

Reading test exemption 

or invalidation code, as 

applicable, for each 

state test 

Code or indicator if a student received an exemption 

from taking a reading test (such as a medical 

exemption) or the test was found to be invalid

School identifier as of 

time of testing (reading)

Number, such as NCES ID, that uniquely identifies the 

school in which the student was enrolled at the time of 

testing in reading

School name as of time 

of testing (reading)

Name of the school in which the student was enrolled at 

the time of testing in reading 

a

The notes column will be completed by Mathematica staff using information provided during the initial 

call to discuss the data request. 

D. JUSTIFICATION FOR REQUESTED DATA

We greatly appreciate your assistance with this data request. We want to assure you that the 

evaluation team and the U.S. Department of Education carefully considered this request to 
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

DATE:

PAGE: 8

ensure it asks for the least amount of data necessary to conduct a high quality evaluation. Below, 

we briefly describe why the requested data elements are required in order to conduct the study. 

1. Educator grade and school assignment data: We will use the educator grade and 

school assignment data for the participating schools to examine staff retention and 

mobility, as well as to select a sample of teachers to complete a survey. 

2. Educator demographic and performance data: We will use the teacher and 

administrator demographic data to describe the characteristics of teachers and 

administrators in the study sample. We will use the performance data to examine how 

the principal professional development program affects the performance of teachers 

and administrators.

3. Student demographic, behavior, and assessment data: We will use the student 

demographic data to describe the characteristics of students in the study sample. We 

will use the student behavior and assessment data to examine how the principal 

professional development program affects students’ attendance, behavior, and 

achievement in reading and math. 

E. DATA CONFIDENTIALITY

Mathematica and its subcontractors follow the confidentiality and data protection 

requirements of The Education Sciences Reform Act of 2002, Title I, Part E, Section 183. We 

will use the data provided in response to this request for research purposes only. The reports 

prepared for the study will summarize findings across the sample and will not associate 

responses with a specific district, school, or individual. We will not provide information that 

identifies respondents to anyone outside the study team, except as required by law.

F. FILE FORMAT

You may provide the data in a single file or multiple files, whichever the district prefers. We 

can work with almost any file format, including Excel, comma delimited or fixed-width text 

files, SAS, SPSS, Stata, and Access. Please also provide documentation of the data, including 

definitions of variables/fields, any codes used, and contact information for someone who can 

answer questions about the data. See Attachment A for instructions on transferring the data 

securely to Mathematica.

Thank you very much for your assistance with this data request! We greatly appreciate 

your assistance. Please do not hesitate to contact me with any questions or concerns at 

[liaison phone number and email].

ATTACHMENT A
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

DATE:

PAGE: 9

This attachment describes procedures for securely transferring administrative data to 

Mathematica for the Impact Evaluation of Support for Principals. Step 1 describes the process 

for obtaining your username and password for the secure file transfer site. Step 2 describes the 

procedures for delivering data to Mathematica. If you have any questions, please contact [data 

manager’s phone and email]. 

Step 1. Obtaining Your Username and Password

We have created a unique username and password to protect the security of your data; no other 

districts will have access to the data you provide.

Username: [insert username] 

Password: Please call [data manager’s name and phone number] to obtain your password.

Passwords may not be emailed. 

Step 2. Sending Data to Mathematica

When you are ready to transmit data, you may choose one of two delivery options listed below. 

The options are listed in order of preference, with Option 1 being the most secure and Option 2

the least secure. To best ensure the security of your data, please choose Option 1 if possible. 

Detailed instructions for each option are included below.

Option 1: Upload Your Data File(s) to Our Secure File Transfer Website

To upload your file(s) to our secure website, go to: [study FX site address]

You will be prompted to enter your username and password. When prompted, please enter the 

following (case-sensitive) login information:

- Username: [insert username]

- Password: (provided by telephone, see Step 1)

After you log in, to upload files, click on the Browse button as seen in the picture below.

Locate your file where it is saved on your computer (for example, My Documents or Desktop) in 

the familiar Windows dialog box. Click the Open button in the dialog box to complete this 

action, as pictured below.
MEMO TO: [District Name]

FROM: [Data Collection Liaison]

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When the dialog box closes, click the Upload button to upload your file, as pictured below. 

When this step is complete, you have successfully uploaded your file. Repeat this step if you 

have multiple files to upload.

Option 2: FedEx

If you are unable to use Mathematica’s secure file transfer site to upload data, you may ship data 

to designated staff at the address below via FedEx. Please contact [data manager’s phone and 

email] for a prepaid FedEx label. Please ship data to:

[Data manager]

Mathematica Policy Research

600 Alexander Park, Suite 100

Princeton, NJ 08540

Note: To protect the security of your data, Mathematica requires the use of encryption software 

for all disks, CDs, and DVD-ROMs shipped via FedEx. Shipping unencrypted materials places 

your data at risk. Please do not include the encryption password in your shipment; encryption 

passwords should be communicated by telephone to the contact listed above.