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SIRS Manual Systems for Collecting & Reporting Data SIRS (Student Information Repository System)

Most Staff information has been moved to the SIRS manual, Chapter 3 “Staff Reporting Rules”

Level 0 Validation Rules Systems for Collecting & Reporting Data SIRS (Student Information Repository System) Vendor Support for Student Management Systems Data Validation Rules Level 0 Data Validation Rules

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SEDDAS siteSEDDAS User guide

For Principals, superintendents, designated AdminsHow to create accounts and entitle usersSite has several quick guides to cover specific user cases

ePMFGuidance on who, when, why

Teach (Office of Teaching Initiatives)Use the “Self-Register with TEACH” buttonUse for all non-teaching staff that need ID’s for ePMF reportingAll non-teaching staff will be able to create accounts and see submitted data

To allow for collection of Race/Ethnicity

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http://www.p12.nysed.gov/irs/sirs/HighlightSIRS manualeScholar templates

Memo’sLocated on sidebar or SIRS

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http://www.p12.nysed.gov/irs/ Vendor Support for Student Management Systems(http://www.p12.nysed.gov/irs/vendors/home.html) {current school year}Code Changes 2018-19 Templates

Excel file where each tab/worksheet is a separate templateChanges are highlighted in yellow

Level 0 Validation Rules

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SIRS v14 has expanded this definition

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The D.D.C. needs to have support from the District Superintendent or Charter school leader to be effective- Needs to work with the Superintendent/charter school principal to

assure accuracy of all data- All Staff data needs to be reported as well

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Members:Student informationRegistrarSpecial education/DisabilityTitle I, III, XELL

- NYSITELL- NYSESLAT

FRPLFosterMilitaryHomelessEtc.

Review the Program Service CategoriesWhoever is in charge of each category should be on the DT- All members need to be aware of all timelines- What data gets updated and When

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SMSschooltoolInfinite CampusPowerSchoolEtc.

These need to be the absolute source for basic student dataUse built in functionality for exportsIf these are not reliable source, then fix the underlying data

Frontline DirectMain source for disability and 504 data

Free/Reduced LunchCafeteria program

http://portal.nysed.gov/portal/page/portal/CNKC/Direct Match

Data from NYSSIS with correct entitlementCommunity Choice still need to provide FRPL & Poverty records

Other sourcesTitle I (TAP), III, X coordinatorsCTE filesUPKESL/LEP coordinators

Human ResourceWinCap/Finance Manger

Data Team members

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SMS to Level 0Multiple time a dayFrequency is determined by district/DDCL0 L1 files

Automated four times a dayL1 reports refreshed nightlyL1 L2 (L2RPT)

Staff uploaded dailyPMF refreshed daily

All other data updated weekly on weekendsL2RPT refreshed on Monday morningsVR/PD reports also refreshed Mondays

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Data must be loaded in the correct sequence(arrows are not always top down)Loading sequence is the same for

Importing into Level 0 and L1-Data Prep (export)Loading order is important to avoid “errors” due to missing data

This can also be used for troubleshootingCan trace data back to find error sourceEnrollment records

MUST be present before other records can be loadedNO future errors on related data if enrollment records subsequently deleted

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Free/Reduced LunchCafeteria program

http://portal.nysed.gov/portal/page/portal/CNKC/Memo

http://www.cn.nysed.gov/content/new-state-wide-direct-certification-matching-process-and-mandatory-reporting-snapmedicaid

Direct MatchData from the NYSSIS with

School Food Authorities (SFA’s) will need correct SEDDAS entitlementNYSSIS Application with “Child Nutrition User” entitlementCommunity Choice still need to provide FRPL & Poverty records

NYSSIS will allow matching of single students and file uploads

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Free/Reduced LunchCafeteria program

http://portal.nysed.gov/portal/page/portal/CNKC/Memo

http://www.cn.nysed.gov/content/new-state-wide-direct-certification-matching-process-and-mandatory-reporting-snapmedicaid

Direct MatchData from the NYSSIS with

School Food Authorities (SFA’s) will need correct SEDDAS entitlementNYSSIS Application with “Child Nutrition User” entitlementCommunity Choice still need to provide FRPL & Poverty records

NYSSIS will allow matching of single students and file uploads

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Each district, charter and non-pub has a Security officerMay be two different peopleThese people need to maintain users and grant correct access

Includes removing access when staff leavesExtremely important to assign staff only the access needed for the duties performed

Student only access will only see basic staff info on related templates

S/S/CStudent Class Entry Exit

Users should see the Security Officer for password resetsOnly Security Officers should be contacting MAARS/Daron for password reset

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Will expire after a yearWill not allow re-useLevel 0 will not alert you when expiration is getting close

If password no longer works, contact Level 0 Security Officer

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If you mistype your password- Close browser- Reopen

(need to clear the cookie)Only need a reset if you have truly forgotten your password

Need to contact district L0 Admin

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These can be further customized when setting up a users account to only allow specific templated/data types

(Live presentation of changes within Level 0)

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Each RIC/region of NYS hosts its own instance of Level 0Please look for the MAARS logo

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Not “Level Oh”Prior years are lockedOnce final reporting is past, should only be making student data changes in Level 0 HistoricalCurrently also submitting Staff Evaluation record for 2017-2018

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1. Message board on left side2. Dashboard will be on home screen be default3. Data Domains are clickable

1. Will take user to the Reports > (Domain) > Dist. Import Errors (Error Rpt #1)

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User does not require access to all templatesDashboard report is not filtered to only show these templates

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Used for new L2RPT Grad readiness reportL2RPT > Annual Outcomes > SIRS-341 Graduation Exam Requirements Details Report- The goal is to be able to drill down by guidance counselor for report distribution

Field Change:• Guidance Counselor (Counselor Name)• Must exist in Staff Snapshot• If Staff Snapshot has not been loaded, this field will be blanked

out

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New 8262 code requires Primary Nighttime Residence• NYSED still working out rules of if and when to report changes• Current rules look at first record• L2 uses the most recent• Priority is to know if a student was homeless during SY

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Homeless Codes:• 8262: Homeless Student Status (NEW)

• Description: Indicates that the student meets the definition of homeless under the McKinney Vento Homeless Assistance Act (per Title IX, Part A of the Elementary and Secondary Education Act, as amended by the Every Student Succeeds Act)

• Requires Primary Nighttime Residence.• DO NOT need new records when student changes PNR• Only need one record per continuous set of dates

• 8272: Homeless Unaccompanied Youth• This program service is only applicable to students who are identified

with Program Service Code 8262: Homeless Student Status. This program service indicates the student is not in the physical custody of a parent or legal guardian.

• 0892: Title I: Part A: Homeless Student Served with Set-Aside Funds )NEW)• Description: Identifies homeless students (identified with program

service code 8262) who receive services or resources funded by Title I, Part A homeless set-aside.

• Purpose: This data element must be collected for each homeless student served by funding under ESEA Title I - Part A to fulfill the State reporting requirements under the ESEA legislation.

• 8272 and/or 0892 MUST have a 8262

Must have permission in the Student Setup screen to see L0 Express

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These provide the lookup values for other templatesSchool specific codesRequired for S/S/C, Grade detail, etc.

Attendance is used in ESSA as a measure of student successAttendance Codes

Used for both Student and Staff codes“ATTENDANCE CODE TYPE” used to indicate which useStudent Attendance is a required data setPlease review your SMS to assure that all local codes are matched

This will assure accurate reporting

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Location Marking period Moved to normal menus/functions

Imported same as other templatesUse the “Elect. Import”Submitted using the “L1-Dta Prep” function

Updates are delayed by one dayRequired by S/S/C and Grade Detail and others

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Only reported by DistrictsDistricts have CSE responsibility and determine classification and IEP’sSE Snapshot

Beds DayWhich students ID as of BEDS DayDue January 3rd 2019

EOYWhich students disabled at anytime in SYReported by August YE deadline

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Grade detailReport final grade for a courseUsed for credit recovery

AccommodationOnly what 504 accommodations actually usedOnly reported for school reported assessments

NYSITELLIBEtc.

Scanned form bubble sheets except NYSITELLDaily Attendance

Negative attendance onlyRequired for all districts, charters, & BOCES

By Building/VLCProper mapping of local codes to state codesMissing mapping may result in under reportinghttp://www.nysed.gov/policy-guidance > Attendance (School) (http://www.p12.nysed.gov/sss/lawsregs/#AttendanceRecords) >

Day CalendarIdentifies what days school is in session or closedUsed with Daily Attendance

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Used to report ALL coursesCourse InstructorReports all staff teaching a courseCan ID primary teacher

Must have at least one Primary Instructor per courseOne record per instructional staff

Student Course Grade DetailReports each course a student is takingReports start and end

2019-2020PMF reporting is scheduled to use these instead of online reporting

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Required for District, BOCES & ChartersIdentifies each teacher for a courseEach course must have ONE Primary Instructor

No Aides or assistantsMay be used for sorting pre-printing Delivery Method used to assist in replacing IMF data

Instructor Indicator fields are Yes/No

English as a New Language (ENL) Indicator: A Primary ENL indicator will be added to the table to allow LEAs to identify “push-in” ENL teachers (teachers working with English Language Learners (Ell's) in their regular classrooms) associated with a course/section.

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(return to presentation)

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• Bulk of SIRS info moved into Chapter 2 of SIRS

Staff ID MUST be the same as TEACH ID• ID will be validated against TEACH ID’s• Hisp Indicator and Race Codes required

• Race Code 1 can be “DECLINED”• Districts are asked not to default to “Declined” for all

(Review difference in requirements of district vs. itinerant)District does not have HR responsibility for itinerantNeed to report for S/S/C and related templates

• For Course Instructor Assignment (CIA) and Student Course Entry Exit (SCEE)

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Main Template highlights

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MUST be the same as TEACH IDL0 will zero pad if needed

(Review difference in requirements of district vs. itinerant)District does not have HR responsibility for itinerantNeed to report for S/S/C and related templatesRefer to “Reporting SIRS Staff Data to NYSED.pdf ” guidance

http://www.p12.nysed.gov/irs/beds/PMF/home.html

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Similar to student barNavigate between related Staff RecordsSearch bar can use “*” in “Last Name” boxUse TEACH id

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User must have appropriate HR Access“You selected a function for a district in which you do not have HR permissions”.

Snapshot will update Status to “Delete” (Soft delete)Staff Attendance (when available) will also delete

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These templates should come form your HR packageStaff Evaluation

• Change the “School Year” to “School Year Ending 2018-06-30”• MONROE deadline is Thursday, Oct. 26th noon

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Staff Assignment• One template has multiple purposes• Used for ePMF• All Staff need a PMF record

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Required for all districts and charterslinks NYS assessments for evaluation purposesSee page 80 of current SIRS (2016-2017 v12.15) for codes

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Tenure is linked to a specific school yearRecord can be deleted

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Delete records to avoid duplicated and overlapping

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Demographics are not deletedEnrollments should almost be deleted/purgedEliminates overlapping and duplicate records

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Import “gotcha’s” for PSWill need to perform several imports from various data sources

SMSFRPLCTEDisability (FrontlineDirect)

If a category is selected and “delete” option used, all current PS records for selected categories are deleted.

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If a category is selected and “delete” option used, all current PS records for selected categories are deleted.Assessments operate in same way

NYSITELL (Braille only)CTEIB & APother non-college board assessments (?)

Also SPEC ED COSF

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Staff SnapshotFor all staff that can be linked to a codeNon-instructional staff will be able to create TAA accounts and review data

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Counts are specific to templateImport errors

Generated during import or manual entryCounts by location/building/VLC’s (virtual location codes)

VLC’s are used by BOCESIndicate programs or outside locations

LogsImport LogDist. Upload Log Dates

No Enrollment RptStudents with current template records but no enrollment recordsThese records will not be included in export

Verification ReportNOT liveGenerated buy most recent “Run Verification 4” button or Export (“L1-Data Prep.”)Checks that required related records exist

LEP PS records check against Years of LEP (LEP duration)Graduate exit enrollment check for post grad plans/diploma typeEtc.

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EnrollmentCredential Counts

Compare previous year credential/diplomas to current SYProgram Facts

Category BreakdownCompare previous year counts to current SYGood for checking reasonableness

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Check for missing data that may reveal reporting issues• Can be used to move data into Test

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Program Service & Assessment by categoryPS records will only export

Valid categoriesCategories that contain data

Assessment treated in similar fashion

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These check related data:if disabled, is there a SE Snapshot?if homeless, is there a FRPL record

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Consequences are that these records will not be reportedHard to diagnose until late in the gameNo warnings on import of enrollment related dataData Prep screen would warn user

But this would not be checked if data was previously validated in the L2RPT/PD/VR report

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Weekly error reports• data being moved from L1 to SED

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Intro to new look and feel1. Regional DW reports

1. L1 reports2. Instructional3. Verification4. Daily updates

2. NYSED L2RPT1. State reporting2. 3-8 test results

3. Forgot Password link1. WNYRIC is separate from Level 0 and SEDDAS

4. Data News1. Navigation Training2. Upcoming webinars

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New login screen

Refer to Lorena's handout for navigation overview training video

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“Team Content is the new “Public Folders”• Some of the main folders and reports have been re-organized

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Should be checked on the Monday following data being submitted fromL0 --> L1

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Use the “Search” function to find a report- alternative to digging thru folders

Errors from most recent load to L1CCan catch nightly staff related errorsErrors from the weekly L1C loadWill include all errors,

Most recent StaffAll Student changes for the week

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Review export stepsPS and Assessment export only checked categories

Data created by the “L1-Data Prep” menuAutomatically submitted to WNYRIC/L1 every 5 minutesDue by Thursdays noon to assure weekly loading

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ePMF is completed on the TAA site by staffStaff can start on BEDS day (October 3rd)

Teachers need to submit by December 14, 2018Staff Snapshot needs to be submitted first

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Discuss future meetingsRequest for topicsSurvey coming in October

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