"The unit must maintain accurate records of candidate progress through the program, including applicable learning opportunities and coursework, clinical experiences, and all program requirements."

The UED and Metro State maintain accurate records of all candidates throughout their licensure programs using both University or MinnState system software applications as well as the TaskStream online assessment system software only used by the UED. Accuracy of records is ensured through student and advisor access to the records who point out if some record needs correction.

University Records

In addition to students’ electronic transcripts that keep an accurate record of students’ course completion progress which can appear in chronological order or by course subject, every Metropolitan State student has an electronic Degree Audit Reporting System (DARS) Report that keeps an accurate and updated record of their progress in completing degree, major and minor requirements. The DARS lists all degree, major and minor requirements according to the catalog year in which a student entered the program, and analyzes and shows with a green check mark what requirements have been completed or are IP “In Progress” as already registered for, or a red X which requirements remain to be completed (see Figure 17.1). The DARS includes where transfer courses meet degree and major requirements as pre-determined by University transfer evaluation specialists for General Education requirements and major department faculty as noted in the online tool Transferology. The DARS report also displays the courses from which a student must select in order to complete degree requirements, and it shows how the completed courses apply toward those requirements. If a student wishes to appeal a decision about a transfer course meeting University General Education requirements, they can submit an appeal to ensure their record is accurate. Student appeals about prior coursework meeting major or program requirements are handled by the department housing the major or program, and any updates to a student’s DARS are submitted by advisors to ensure an accurate record of progress.

Figure 17.1  DARS Example of Degree Requirements Met & Unmet

Other official student educational records for the University, including university admission documentation, official transfer transcripts, and graduation records, among others, are also maintained by the Registrar’s Office and can be accessed by employees via an electronic records tool called Perceptive Content, which houses electronic copies of students’ records.

School of Urban Education (UED) Records of Student Progress

In 2011, UED implemented an assessment and evaluation system tool Taskstream to  assess and monitor candidate progress in meeting the Standards of Effective Practice, and for ongoing program and unit evaluation and improvement. The system collects, analyzes, and utilizes data on candidate and program completer performance. The UED also uses TaskStream to maintain accurate student records about clinical experiences and other program requirements related to:

• Submission and completion of Undergraduate Program Admission requirements
• Completion of Progress Check #1 with their advisor
• Completion of Progress Check #2 with their advisor
• Documentation of progress completing required Urban Field Experience hours for the Urban Teaching Practicum (EDU 311) and the Advanced Urban Teaching Practicum (EDU 450).
• Meeting SEP and content standards through signature assessments in coursework
• Records of Advanced Urban Teaching Practicum lesson observations and overall evaluation by host cooperating teacher
• Submission and approval of Student Teaching Application Requirements
• Records of Student Teaching Lesson Observations and Overall Evaluations
• Submission of the edTPA for local scoring and official scoring

In 2022 prompted by a long-standing intention and the pandemic-changing conditions of advising and working remotely, the UED transitioned from keeping individual education student files in hard copy format in a central location to electronic file format (e-files). The e-files specific to UED with information ranging from program admission through program completion and licensure recommendation are maintained in the University tool called Perceptive Content and accessed by the UED Academic Advisor, the Office Administrative Specialist, student workers, and each student’s assigned advisor. This tool also houses a student’s records related to Admissions, Gateway Student Services and Financial Aid so now a student’s whole set of University and particular program records are in one virtual space searchable by their student identification (Tech ID) number. Notes of communications with students are now being kept using an online advising communication recording tool called RightNow, and such notes can also appear in the “My Advisees Dashboard” through the My.Metrostate portal.