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Data Warehouse User Group / WorkshopFall 2011Agenda
MORIC Website New SIRS Guidance 2010-11 Special Education wrap-up August Graduates and Regents/RCTs New for 2011-12
BEDS, L0, Enroll & Prog Codes, Dist of Residence, Teacher/Course, Historical Application
Regents UIAS How the pieces fit Important Dates Spring User Group Dates
New MORIC Website – Data Verification Cont…
SIRS Guidance (new “SIRS Manual”) http://www.p12.nysed.gov/irs/sirs/
2010-11 Special Education wrap-up
Districts that receive an approved appeal for VR 13 (EOY
Snapshot) and VR 15 (COSF) will not have data refreshed.
The approved appeal is an acknowledgement and record that the district has made NYSED aware of the reason that data is inaccurate.
If a district has been granted an appeal for VR 11 (CSE/CPSE), VR 12 (EI) or VR 14 (CSENP), the special education events reports will be refreshed (with any updated events data submitted on or
before Thursday October 27th) on November 2, 2011, which must be verified as accurate or not accurate on or before Friday, November 4, 2011.
The PD System will not refresh 2010-11 reports after November 2, 2011 and all data that is not verified as accurate or not accurate after Friday, November 4, 2011 will be defaulted to not accurate by the NYSED.
August 2011 Data Updates
August 2011 Graduates - Update the student’s Enrollment exit reason, Credential Earned, and Post Graduate Plan in your SMS system by October 31st. Verification on L2RPT (Cognos State Reporting)
Total Cohort Summary, 2007 4 year Outcome Aug, 2006 5 year Outcome Aug Students are included in Cohort as of June 30, 2011. Graduation rates will be reported as
of June and August 2011.
August 2011 Regents & RCTs - Update secondary level exams, including date of administration, for all applicable students (including out-of-district students, such as BOCES or other Regional Summer Schools) in your SMS system by October 31st.
**Please note** A Regents assessment record must be present in order for us to load your Regents scanned item data for the 6 required Regents exams.
New for 2011-12 BEDS (http://www.p12.nysed.gov/irs/beds/)
The SIRS (Student Information Repository System) will be the official and sole source of grade by grade enrollment data for all public schools and districts beginning with fall 2011; grade by grade enrollment data are no longer collected from public schools and districts in the BEDS (Basic Educational Data System), with the exception of PreK.
BEDS Day was October 5, 2011 - Forms were due at SED on October 28, 2011 BEDS Day Enrollment Verification Reports will be made available by way of L2RPT
(Cognos – State Reporting), no later than November 15th. All Districts/Schools are expected to review, correct as necessary, and verify data
displayed in these verification reports by December 15th .
Level 0 Release 7.0 – October (DoR, Enrollment and Programs)
November – Express (Course/Staff Snapshot) December – Staff Student Course January – Student Class Grade Detail Spring – Testing Accommodations, Staff Evaluations
New for 2011-12 Beginning Enrollment Code
Code 0055 — Enrolled for instructional reporting only:
This code is used for reporting data for student-staff course linkages when the reporting entity does not have school/district accountability or CSE responsibility for the student (i.e., BOCES, Other Non Accountable Districts).
For example, students that attend a BOCES classroom inside a school building, and/or the student mainstreams into a regular classroom in the school – The BOCES and/or the school (district) in which the class links to a state assessment, must report this student, using this enrollment code, along with the teacher/course/grade data.
*Note: BOCES reporting is optional in 2011-12, but is required in 2012-13
New for 2011-12
Ending Enrollment Codes Code 8338 – Incarcerated student, no participation in a program
culminating in a regular diploma: This code is used to end enrollment for students who are court placed in a
program that does not lead to a HS diploma and is not an approved GED program.
Code 1089 – Transferred to an approved GED program outside this district:
This code is used to end enrollment for students who are placed by the court in a facility that offers an approved GED program and who enroll in that GED program.
Code 0066 — Ended enrollment for instructional purposes only: This code is used to end enrollment records for students with a Reason
for Beginning Enrollment Code 0055: Enrolled for instructional reporting only
New for 2011-12 Program Services
Universal PreK program —902 Description: Indicates participation in a Universal Prekindergarten Program. Students
reported with a 902 Program Service Code must also be reported with a Universal PreK Setting code (see below).
“Other” PreK program —990 Description: Indicates participation in a prekindergarten program other than UPK.
Type: Universal PreK Setting
1309 District-operated
1320 Day care center
1331 Head Start
1342 Family or Group Day Care
1353 Nursery School
1364 BOCES
1375 Special Ed 4410 Preschool
1386 Nonpublic School
1397 Museum
1408 Library
1419 Other
New for 2011-12 Students reported with an 0286 – Title I Targeted Assistance
Program Service Code must also be reported with at least one or more Title I Services from the list below:
New for 2011-12 Grade Level
Students attending a Universal Pre-K program must now be reported as: Half day Pre-K: PKH Full day Pre-K: PKF
Demographic – District of Residence code (http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/StudentReportingRules20111017.doc Page 34) All students must be reported with a District of Residence code. This code is collected as
an indicator of which public school district the student is entitled to attend and is used in the determination of state aid for textbooks and transportation.
For most students, the District of Residence code will be in the format of “NY” followed by the first six digits of the district’s BEDS code, e.g., NY123456
The initial District of Residence code that should be reported for a student is the one that indicates where the student resided on BEDS day 2011 (October 5, 2011).
If a student moves to and enrolls in a new district subsequent to BEDS day 2011, the student should be reported by the new district with the District of Residence code for that new district.
For State aid and BEDS enrollment purposes, the student will be always be counted in the district in which the student resided on BEDS day of that reporting year.
BEDS Online will continue to collect counts of students for whom tuition is or could be charged, while District of Residence data will be collected in SIRS.
Note: In 2012–13, the NYSED plans to replace this particular BEDS Online data with District of Residence data from SIRS. As such, District of Residence data in the BEDS Day Enrollment Verification Report should be thoroughly reviewed to ensure that proper counts can be provided when this transition occurs.
New for 2011-12 Reporting Teacher/Course/Final Grades
All public districts/schools must report the following teacher/course data:1. Unique statewide identifier for all district and charter school teachers;
2. Student enrollment in all elementary/middle-level courses linked to a State assessment (e.g., Grades 3–8 ELA and mathematics), using statewide standardized course codes (see Course Codes in SIRS Codes and Descriptions at http://www.p12.nysed.gov/irs/sirs/);
3. Student enrollment in all secondary-level courses that prepare students to take a Regents exam upon completion of the course (e.g., Integrated Algebra), using statewide standardized course codes
4. Numeric final course grades for secondary-level courses that prepare students to take a Regents exam upon completion of the course (e.g., Integrated Algebra);
5. Whether the Regents examination score was averaged in as a component of the final course grades for secondary-level courses that prepare students to take a Regents exam upon completion of the course (e.g., Integrated Algebra);
6. An indicator of course pass/fail for all reported courses;
7. An indicator of course completion (credits earned vs. attempted) for reported secondary-level courses;
8. Duration of reported course section;
Reporting Teacher/Course/Final Grades cont.9. Student-teacher linkage start/end dates for reported course section;10. Duration of student enrollment — teacher assignment linkage for reported
course section;11. Duration of student attendance — teacher assignment linkage for reported
course section;12. Student-teacher instructional weightings for reported course section
(additional requirements to be determined);13. Student exclusion-from-evaluation flag for reported course section
(additional requirements to be determined);14. Student enrollment in all remaining courses, using to- be-determined
statewide standardized course codes (optional)15. Evaluation composite score (highly effective, effective, developing,
ineffective)16. Evaluation component scores (student growth, local student achievement,
other local) 17. Other personnel data to be used for value-added modeling and policy
purposes (teacher preparation program, teacher preparation pathway, certifications earned, highest degree status, years in teacher or principal role)
http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/TeacherCourseReportingRules20111017.doc
Reporting Teacher/Course/Final Grades cont. Data element (1) should come from your school’s human resource
management system and be the source for your SMS system. Data elements (2) through (13) will need to be extracted from your school’s
student management system and reported to the SIRS. Data elements (15) and (16) are anticipated to be extracted from your
school’s human resource management system. Data element (17) is anticipated to be available through the TEACH
system (teacher preparation program, teacher preparation pathway, and certifications earned) and the BEDS Online reporting system (highest degree status, years in teacher or principal role). See http://www.p12.nysed.gov/irs/beds.
Teacher(s) of Record are those teachers who are primarily and directly responsible for a student’s learning activities that are aligned to the performance measures of a course consistent with guidelines prescribed by the Commissioner. For a course with more than one teacher of record, all teachers who meet the definition must be reported.
L2RPT Teacher and Course Verification Report
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NYSED Historical Application
General Information Access to District information would be based on user SEDDAS authentication
rights Mass adds, updates, deletes are not a function of this application NYSSIS ID or local student id will not be updated through this application Inquiries will be by individual local student id and school year. Only NYS Reporting fields are displayed
Assessments Districts cannot view vendor scored assessments Districts cannot view any future assessments administered by another district. Missing assessment information can be added for a prior district. (i.e. Missing
Regents exam scores) District owned assessments can be changed District owned assessments cannot be deleted when attached to an
assessment response record
New for 2011-12
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Regents January 2012
The 6 Regents exams are required for scanning in January Comprehensive English Integrated Algebra Earth Science Living Environment Global History U.S. History
Regional Scanning sites – TBD Information on ordering answer sheets will be sent out soon Reports will be available to run, as soon as scanned data is processed, through ASAP
Same signon as Level 0 – DDC’s may request authorizations
June 2012 In addition to the Regents exams listed above, we will also be scanning the
following exams for NYSED analysis (Item data collection): Physics Chemistry Geometry Algebra 2/Trigonometry
UIAS Reports – Unique ID Audit System http://www.p12.nysed.gov/irs/uias/
Disappearing Students Students who have an enrollment record for 2010-11 school year, but do not have
an exit code AND do not have a subsequent enrollment (in the district) in the 2011-12 school year
False Dropout Students who have a drop-out code reported for them in the 2011-12 school year,
but show a subsequent enrollment in another district. False Transfer
Students who were reported as transferring to another school or district, but do not have a subsequent enrollment in another school or district
Simultaneous enrollment report Students who are actively enrolled in 2 or more school districts during the same
enrollment period.
District/Building names will replace BEDS codes beginning with the release of UIAS 3.0 (Fall 2011), along with other enhancements to make the reports easier to use.
NYSED will post reports on Business Portal and notification will be sent out to the Superintendent or CIO contact
RIC’s will receive copies of all reports and will post them to the UIAS folder on the Core FTP site
Core FTP (File Transfer Protocal)
Secure transfer of PI (Personally Identifiable) information between the District and the RIC
Accounts by District District Data Coordinator (DDC) Alternate DDC Account (DDC2)
Sub Accounts by Data Area Cognos Reports (Cognos) Regents Scanning (Regents) Unique ID Audit System (UIAS) Data Readiness (DataRead)
Installation file and instructions can be accessed though the MORIC Website, under Data Verification
You must call or send e-mail to Datareadiness for logon information
Core FTP (File Transfer Protocal)
Monthly data loads to Level 0 This is a tentative schedule of when we will start loading your data from ALL
systems to Level 0 – these will occur during the following weeks:
November 7th December 5th January 2nd
February 6th March 5th April 9th (Spring Break) May 14th June – none (loads can be done upon request if needed) July – Loads are done upon request after rollover has been completed
All districts must request a final data load to pull data on graduation and student transfers/exits and other end-of-year maintenance
** Any changes to this schedule will be posted on the MORIC Website, under Data Verification - Announcements
2011-12 Data Collection Requirements
Students (PK – 12), including Preschool students with disabilities See ‘SIRS Data Elements’ on the SIRS Guidance page http://www.p12.nysed.gov/irs/sirs/
Demographics (Student Lite Template) – Student Management System
Enrollment (School Entry Exit Template) – Student Management System
Programs (Programs Fact Template) - See ‘RIC Program Codes Listing’ for all codes and sources
Assessments (Assessment Fact Template) – Student Management System, Vendor scored, or COSF from Special ed system.
Special Education Snapshot – Special ed system (Cleartrack, IEP)
SE Events – Special ed system (Cleartrack, IEP)
Staff Student Course – Student Management System
Student Class Grade Detail – Student Management System
Level 0 Express:
Staff Snapshot – Student Management System
Course – Student Management system
HOW THE PIECES FIT TOGETHER
Student Management System
(SchoolTool, eSchool Data, PowerSchool, IC)
Special Education System
(Cleartrack, IEP Direct)
Cafeteria System(Nutri-kids, WinSNAP)
Test Scoring System
(NYS, NRT, RegentsScanning)
(Note: May bypass Level 0)
District Data Coordinator/RIC Data Readiness Team
Cognos 8(Local Reports)
(Regents Reform, Skill Analysisand Supplementary Services)
nySTART(Pre AOR’s, Guided Analysis)
UIAS System
Level 1(RIC’s)
Level 0NYSED District Student
Validation System - RIC’s
Level 2 (Statewide)
School AccountabilitySchool Report Cards
NYSSIS Unique Student ID
Level 1C Data Pass-thru container
PD Data System(VR Reports & Reasonability
Surveys)
L2RPT(Cognos State Reports)
(Accountability, Annual Outcomes, BEDS, ISRs, Staff/Course,
Total Cohort, T/NT, CTE, & Reasonableness)
Academic InterventionSystem
(AIS Edge, RTIm)
L0 Data only moves to L1 / L2 with DDC request or with notification
from RIC (No Errors)
Other(BOCES CTE,
Historical, TEACH,HR System, etc.)
Historical
2011-12 Final dates to submit data August Graduates and August Regents/RCTs
December 1, 2011
BEDS (Demographic, Enrollment, Programs for Accountability sub-groups (Disability,
LEP, Poverty, Migrant, Homeless)) December 15, 2011(tentative)
Special Education January 5, 2012 - VR 1 thru VR 6 and VR 8 July 26, 2012 - VR10 and VR 16 September 27, 2012 - VR 11 thru VR15
** Please note: Enrollment, demographic and disability program service records for those students who are potential submission records for the VR 10 thru VR 16 reports must be in Level 0, Locked, with a request to load to the Level 2 Student Data Repository by no later than Thursday July 26, 2012
** Details are available at:
http://www.p12.nysed.gov/sedcar/files/word/due_dates1112.doc
Accountability July 26, 2012
Tips for building and maintaining Data Teams
Guidance on the Role of District Data Coordinator can be found on our website: www.moric.org – Data Verification – Links - SIRS Guidance 11-12
Reporting Student Data in SIRS – Page 7
Know who is entering data in your buildings Includes: SMS, Special ed, Cafeteria, HR, etc… Keep them informed about NYSED requirements and changes.
Form your data team based on key people for each piece of data;
Get everyone to the table and discuss their roles Meet often to discuss issues
Continually verify your data (monthly) The RIC is here to help!
Spring 2012 DW User Group/Workshops
March 12, 2012 – Jefferson-Lewis BOCES
March 13, 2012 – Madison-Oneida BOCES/Costello Center
March 14, 2012 – Herkimer High School (PM)
March 15, 2012 – Oneida BOCES
Data Readiness/Verification - Data Warehouse Level 0 L2RPT (Cognos – State Reporting) New York State Assessments NYSSIS Unique ID nySTART Regents Scanning / ASAP (Assessment Scoring & Analysis Program)
Contact Data Readiness Support [email protected] Sally Zielasko Chris Urich Brenda Heigl Danielle Polisse Katie Duell
Data Analysis and Interpretation Contact Deb Duffy at [email protected] or Melissa Moshetti at
MORIC Contact Information
(315) 361-2700; 1-866-98MORIC (1-866-986-6742)
