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Data Management and District Finances
Pam Culbertson and Angie Russell, School District Data CoordinatorsBob Reale, Systems ConsultantCentral New York Regional Information Center
December 7, 2012
Areas Impacted
Form A (Regular & Special Education) • General State Aid Claim Form for Attendance,
Related Pupil Count Data, and Schedules• Part I: Regular Day Enrollment & Attendance• Part III: Full-Time Equivalent for Students with
Disabilities• Part VII: Attendance in Summer School• Part VIII: Student Count Data Used for Aid
Claim Projections• For example: non-resident students enrolled in
public schools, NYS School for the Blind
Areas Impacted ContinuedBasic Educational Data System (BEDS)• Enrollment and Attendance – Increased data reporting through warehouse• Beginning Fall 2011• In-District
• Beginning Fall 2012• Non-Resident• Universal Pre-Kindergarten (UPK) • Incarcerated Youth• Equivalent Attendance• Home or Hospital Bound Student• Additional Enrollment Data
• Hand enter into Form A Part I, Part VIII
Areas Impacted ContinuedFoundation AidTitle GrantsUPK GrantMedicaid ClaimingFederal IDEA 611/619 GrantsNYS Report CardProfessional DevelopmentTeacher Student Data LinkageCivil Rights Data Collection (CRDC)NYS Department of Health
The Three Levels of DataLevel 0• RIC Level 0 Website• All data merges• Data cleansing; Error correctingLevel 1• RIC Level• COGNOS Local• Review data
Level 2• State Level• Verification/Certification• COGNOS State (L2RPT)• Data refreshes over the weekend upon new load
http://www.p12.nysed.gov/irs/level2reports/home.html
Data Systems – Input
Student Management SystemCafeteria SoftwareTitle I SoftwareSpecial Education SoftwareMedicaid Billing Software
Student Management System
Data Elements•Demographics•Enrollment/Average Daily Attendance•Program Service•Various other elements
Student Management System
Demographics• District of Residence• Tuition
• Ethnicity• Migrant Status• Immigrant Indicator• LEP Duration• Homeless Indicator
Enrollment/Average Daily Attendance• BEDS/Form A
Student Management SystemProgram Service• Summer School• Title X – McKinney-Vento Homeless (Sub Grant)• Title I, Part A – Improving Basic Programs• Targeted Assistance Program (TAP)• School Wide Program (SWP)
• Title III, Part A – LEP• Title III, Part A – Immigrant Children• Title I, Part C – Migrant (Sub Grant)• Universal Pre-Kindergarten (UPK)
Student Management SystemSummer School • Form A, Part VII – Attendance in District Operated Summer School• Aggregate amount of hours• Indicates that the student participated in a specific summer school
program for 20 hours or more.• BOCES Operated Summer School
ProgramReason
A - Advanced Enrichment B - RemedialEnglish Language Arts 2751 2861Mathematics 2752 2862Science 2753 2863Social Studies 2754 2864Technology 2755 2865The Arts 2756 2866Languages Other Than English 2757 2867
Health 2758 2868Physical education 2759 2869Driver Education 2760 2870Other 2761 2871
http://www.p12.nysed.gov/irs/sirs/
Student Management System
Homeless•McKinney-Vento Homeless Assistance Act• Yes/No•Nighttime Residence• Shelter, Transitional Housing, Awaiting Foster
Care, Doubled-up, Unsheltered, Hotel/motel
http://nysteachs.org/info-topic/mvliaisons.html
Student Management System/RTI Software
Title I• Program Type• Targeted Assistance (TAP)• Funding focused on students with greater needs
• Schoolwide Program (SWP)• If 40% or more of students receiving free or reduced
meals, option of Schoolwide Program• Funding may be used for all children
• Inform RIC when using RTI Software
http://www.p12.nysed.gov/accountability/T1/titleia/swp.html
Student Management System/RTI Software
Title I• Students served• Grade level• Content areas
Student Management System/District Report
Title III, Part A• LEP• Data Warehouse• CR Part 154 – District Reported using data from
warehouse• Minimum $10,000 to apply for grant individually• Join consortium – will affect accountability for LEP
category • Immigrant• Directly reported from district
http://www.p12.nysed.gov/biling/bilinged/CRPart154.htmlhttp://www.p12.nysed.gov/biling/docs/2012-2013Part154GuidanceDocument.pdf
http://www.p12.nysed.gov/nclb/allocations/1213/titleiiilepallocs.html
Student Management System
Title I, Part C – Migrant (Sub Grant)•Migrant•Migrant Education Outreach Program
Centers• No longer considered migrant after 3 years
in same district
http://www.p12.nysed.gov/accountability/T1/migrant/meops.html
Student Management System
Universal Pre-Kindergarten• UPK Records• UPK Program Participation• Type of UPK Program• Due• By December 7, all UPK entries needed to be in
the Student Information Reporting System (SIRS) – Preliminary• January 11, UPK Certification
http://www.p12.nysed.gov/upk/
Cafeteria Software – Free-Reduced Price LunchPoverty - Economically Disadvantaged• Poverty/free or reduced program service record• Foundation Aid (Adjusted Foundation – Cost of Education)
• Pupil Need Index – Extraordinary Needs Count• Enrollment• K-6 FRPL %• LEP (Form A entry 73)
• How a student becomes part of the FRPL Percentage• National School Lunch Program (NSLP) application • Direct Certification• Other Source Categorically Eligible
http://www.fns.usda.gov/cnd/lunch/
Cafeteria Software – Free-Reduced Price LunchDirect Certification• Assistance Programs• SNAP (Food Stamps Program)• Food Distribution Program on Indian Reservations (FDPIR)• Temporary Assistance for Needy Families (TANF).
Other Source Categorically Eligible• Homeless• Runaway• Migrant • Foster Child• Other
Non-Resident Status• BOCES student attending in BOCES-rented district room• Location where receiving meals
Student Management System - SWDForm A/Enrollment of Students with Disabilities (SWD)• In-District Regularly Enrolled• Out-of-District• BOCES• Other special placements
• CSE Responsibility Only• Live within district boundaries, attend elsewhere• Non-public (private) school• Home school• Preschool services only• Court placed
Special Education Software
Program Service• Type of Disability• Program • Full Time Equivalent (FTE) of Students with
Disabilities
http://www.p12.nysed.gov/specialed/publications/
Form A – Part III60% or More of the School DayDistrict Operated Programs – Resident 60% or more of the school dayDistrict Operated Programs – Non-Resident 60% or more of the school dayBOCES Operated Programs – Resident 60% or more of the school dayOther School District Programs – Resident 60% or more of the school day
20% of the weekDistrict Operated Programs – Resident 20% of the weekDistrict Operated Program – Non-Resident 20% of the weekBOCES Operated Program – Resident 20% of the weekOther School District Programs – Resident 20% of the week
Consultant teacher servicesDistrict Operated Programs – Resident (Consultant teacher services)District Operated Programs – Non-Resident (Consultant teacher services)BOCES Operated Programs – Resident (Consultant teacher services)Other School District Programs – Resident (Consultant teacher services)
District Building Setup• FTE Provider Agency - District Operated• SIRS Primary Setting - Regular School• School Day Minutes
October Snapshot• All Active Classified Students Receiving Services• Transfer Student Intake Process• Application Exclusion Reports
Special Education Software Review
New Regulations as of 9/01/2009• Encounter-based Billing Methodology• Parental Consent to Access Benefits• Written Orders/Referrals• Documentation of Individual Sessions• National Provider Identifier (NPI)• Current Procedural Terminology (CPT) Codes
Medicaid Claiming Process
http://www.oms.nysed.gov/medicaid/ http://www.health.state.ny.us/health_care/medicaid
http://www.medicaidforeducation.org/
Medicaid cost will be calculated through a series of calculations (retroactive to 10/01/2011)
• Random Moment Time Study (RMTS)• Cost Report• Cost Reconciliation• Cost Settlement
Medicaid cost will be compared to Medicaid interim payments and a settlement will be calculated
Medicaid Cost Reimbursement Process
http://www.oms.nysed.gov/medicaid/ http://www.health.state.ny.us/health_care/medicaid
http://www.medicaidforeducation.org/
Federal IDEA, Section 611State Calculated Minimum per pupil allocationsApproved Special Education Providers (ASEP)• Based on VR 1-6, 8 Certified Data• Adjusted 611 Count• Number of school age SWD (4-21) PLUS• Number of preschool SWD receiving other than related services PLUS• One-third number of preschool SWD receiving related services
• 611 Adjusted Allocation Amount• Section 611 total amount MINUS• 2012 Proportionate share of IDEA $ for parentally placed students in nonpublic
schools MINUS• 15% of 611 total amount (Districts required to reserve IDEA funds for CEIS )• Coordinated Early Intervening Services (CEIS – 5753, PD Site VR16) – Part B of IDEA
• 611 Minimum = • Adjusted Allocation Amount / Adjusted Count
http://www.p12.nysed.gov/sedcar/federal/perpupil1112.htmlhttp://www.p12.nysed.gov/specialed/publications/policy/CEIS908.pdf
http://www.p12.nysed.gov/specialed/spp/apr2012/ind10.htm
Federal IDEA, Section 619State Calculated Minimum per pupil allocationsApproved Special Education Providers (ASEP)• Based on VR 1-6, 8 Certified Data• Adjusted 619 Count• Number of school age SWD (4-5) PLUS• Number of preschool SWD receiving other than related services PLUS• One-third number of preschool SWD receiving related services
• 619 Adjusted Allocation Amount• Section 619 total amount MINUS• 2012 Proportionate share of IDEA $ for parentally placed students in nonpublic schools
MINUS• 15% of 619 total amount (Districts required to reserve IDEA funds for CEIS )• Coordinated Early Intervening Services (CEIS – 5753, PD Site VR16) – Part B of IDEA
• 619 Minimum = • Adjusted Allocation Amount / Adjusted Count
http://www.p12.nysed.gov/sedcar/federal/perpupil1112.htmlhttp://www.p12.nysed.gov/specialed/publications/policy/CEIS908.pdf
http://www.p12.nysed.gov/specialed/spp/apr2012/ind10.htm
Additional Data Reporting
NYS Report CardProfessional DevelopmentTeacher Student Data LinkageCivil Rights Data Collection (CRDC)NYS Department of Health
Report CardImplications – Teaching Out of Certification• Public Data: School Report Card• Title I set aside removed (ESEA waiver)• If Title I school + 4 or more weeks teaching• Letter must be sent to every parent/guardian whose child has
teacher who is not Highly Qualified (HQ)• Helpful to explain why teacher was hired and steps being
taken• Ex: Physics hard to fill; Prior physics-related employment; Close to
completing required coursework
• Audit – Rotating schedule
Telephone Interview: NYSED Title Office; Oct 16, 2012
Professional Development Hours
Begins July 1 after professional certification dateDocumentation on file for 7 yearsTeachers/Administrators• 175 hours every 5 yearsTeacher Assistants (TA)• 75 hours every 5 yearsResponsibility• Teachers/Administrators/TAs District/BOCES• District /BOCES TEACH Online (at least annually)Audits
http://www.highered.nysed.gov/tcert/resteachers/175.html
Teacher Student Data Linkage (TSDL)
Staff-Student-CourseCourse/Section IDCourse NameLinkage begin and end datesDosage (Length of course)Enrollments• Course• Assessment
http://www.p12.nysed.gov/irs/teacher/TSDL-and-RosterVerification-final3-15-12.pdf
Civil Rights Data Collection (CRDC)
All Districts receiving federal funds – MandatoryDue December 7, 2012Repercussions of not submitting• Decided by Office of Civil Rights within the US Department of
Education• Possible reduction of receiving federal fundsPart One• Single day between Sep 27 and Dec 31, 2011Part Two• Cumulative information through end of 2012 school year
http://www.crdc.ed.gov/Security/Home.aspx
New York State Department of Health (NYSDOH)
Immunization •Due October 31, 2012•$2,000 fine if miss deadline•Possible 2-week extension depending on reasonBody Mass Index (BMI)•50% of districts randomly selected annually•Data for future grant use
https://commerce.health.state.ny.us./hcsportal/hcs_home.portal
CNYRIC Data Warehouse
http://www.cnyric.org/teacherpage.cfm?teacher=750
cnyric.org • data warehouse & testing • documents & resources• data administrator tools
NYSED News and Notes
Updated data informationListservMinutes from the Board of Regents Monthly MeetingsCan subscribe to receive email updates
http://www.p12.nysed.gov/newsnotes/subscribe.htmlhttp://www.p12.nysed.gov/newsnotes/
Contact Information
Pam CulbertsonAngie RussellBob Reale
Questions/Comments????
