Date: August 23, 2012Time: 1:00 PM – 3:00 PMPhone: 1-866-394-2346Pass code: 908 706 8683#Webinar: http://connect.moric.org/sirsdw/

Agenda1. Welcome and Introductions2. Regulations for the BOCES3. Getting Started Checklist4. Data Collection Requirements5. Data Collection Suggested Timelines6. Reference Resources7. Questions

Regulations for BOCES

Why is BOCES now included?

Why is BOCES now included?

What are the overall collection requirements for BOCES?

All BOCES will participate in the statewide data collection process as it relates to the Federal and State requirements for course data and teacher evaluation data.

BOCES will NOT participate in the data collection process related to accountability for LEAs.

How do I get started?

Getting Started Checklist1. Appoint a BOCES-wide Data Coordinator and Data Team to

Understand the scope of data collection requirements and the tools available to help you through the process

2. Contact your local RIC for assistance. Your RIC has extensive experience in organizing these data and understanding data collection and reporting requirements

3. Organize your data within your Student Management System and other systems that will be used for collecting data

Work with your Vendors to ensure they can meet the collection requirements

4. Notify your Human Resource office about acquiring a state assigned TEACH ID for all certified professionals, if they have not already done so

5. Understand reporting and certification requirements

1. Appoint a BOCES-wide Data Coordinator and Data Team

The BOCES-wide Data Coordinator should be responsible for implementing accurate reporting of individual student and other data

Become familiar with Student Information Repository System (SIRS) Guidancehttp://www.p12.nysed.gov/irs/sirs/

Understand the responsibilities of the Data CoordinatorReporting Student Data in SIRS – page 7

Understand and become comfortable with the terminologySIRS Acronyms and Definitions

Understanding the data warehouse codes and descriptionsSIRS Codes and Descriptions

Understand the scope of data collection requirements and the tools available to assist you throughout the process

What is SIRS – page 3

Understanding the NYSSIS IDNYSSIS User Manual for Statewide Unique Student ID System

Who is on my data team?Key Personnel:

ClericalAdministrationStudent SystemsSpecial EducationCurriculum

2. Contact your local RIC for assistance.

You MUST transmit your data through your RIC consistent with State policies Data is transmitted in the form of templates:

http://www.p12.nysed.gov/irs/sirs/ eScholar templates for SIRS Reporting

Have the Data Coordinator and Data Team work with your RIC contact(s) to: Guide the team through the roles and responsibilities Provide you with up-to-date requirements and associated policies Introduce and train the team in appropriate tools that will cleanse your data extracts

and allow you to move data through the levels of the warehouse. Establish data collection methods and procedures Provide you with data collection expectations and deadlines Establish data verification processes and procedures

For reference - RIC contacts can be found at: http://www.p12.nysed.gov/irs/nystart/tips.html#contax

3. Organize your data within your Student Management System and other systems that will be used for collecting data Your RIC and SMS vendor(s) will provide guidance for organizing your data

You will be required to report demographic, enrollment, teacher, course, and course/section data from these systems

It is imperative that you keep the SMS information as current and accurate as possible You will be responsible for extracting (in template format) and reporting data at various

times throughout the school year, depending on SED policies and timelines

If you are using multiple SMS systems within the BOCES programs, it is imperative that you assign ONE unique Student ID to each student and assure that unique ID is used in all systems

The same policy applies for Staff IDs. Only ONE unique staff id is allowed per staff member

4. Work with your Human Resource office

Your RIC and Human Resource vendor(s) will provide guidance for organizing your data You will be required to report staff and staff evaluation rating data from these systems

It is imperative that you keep the Human Resource information as current and accurate as possible You will be responsible for extracting (in template format) and reporting data at various

times throughout the school year, depending on SED policies and timelines

Notify your HR office about acquiring a state assigned TEACH ID for all certified professionals, if they have not already done so They received previous notification about the availability of the TEACH ID through the

SEDDAS Portal

Only ONE unique staff id is allowed per staff member

5. Understand reporting and certification requirements

BOCES will need to certify/verify this data, as it is being used for teacher & principal evaluation purposes

http://www.p12.nysed.gov/irs/sirs/ Verifying and Certifying Data in SIRs

All BOCES users authorized to L2RPT reporting will be able to access ALL TSDL information, not just the information within their particular program/virtual location.http://www.p12.nysed.gov/irs/level2reports/home.html

Designated staff will review the statewide L2RPT reports for accuracy and correct data as appropriate

Certification deadlines require the District Superintendent to certify that the submitted data is correct, based on generated reports through L2RPT

2012-13Data Collection Requirements

2012-13 Required TemplatesStudent Lite – Student demographic information

School Entry Exit – Student enrollment information (code 0055)

Course – Basic course information and state course code

Staff Snapshot – Basic staff information and TEACH ID

Location Marking Period – Marking period and term

Staff Assignment – Principal information and Virtual Locations

Staff Student Course – Instruction time per teacher per section

Student Class Grade Detail – Final grades and associated information

Staff Evaluation Rating – Evaluation Criteria

Sample templatestaff student course

Virtual LocationsFor the purpose of linking programs to

principalsContact your RIC for set-up

Principal

Satellite Location #10001

Satellite Location #2 0002

Satellite Location #30003

Principal

Location

Location

Principal # 1 Principal #2

Virtual Locations con’tExample: 019000BONNNN

• 019000 = First six digits of BOCES BEDS code

• BO = indicates a BOCES location

• NNNN = Last four to be assigned by BOCES. Alphanumeric

•Course Location Code = 0001 linked to a virtual location code of 019000BO0001

•Course Location Code = 0002 linked to a virtual location code of 019000BO0002

•Course Location Code = 0003 linked to a virtual location code of 019000BO0003

2012-13Data Collection Timeline

2012-13 Suggested Timelines to have data available and ready to begin the journey through the levels of the warehouse

Student Lite Fall 2012School Entry Exit Fall 2012Course Fall 2012Staff Snapshot Fall 2012Location Marking Period Fall 2012Staff Student Course Winter 2012Student Class Grade Detail Winter 2013Staff Assignment (Principals) Winter 2013Staff Evaluation Rating Summer 2013

Additional Resources Ken Wagner memos

http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-CourseDataCollection-final-5-2-11-2.pdf

http://www.p12.nysed.gov/irs/teacher/TSDL-and-RosterVerification-final3-15-12.pdf SIRS Guidance

http://www.p12.nysed.gov/irs/sirs/ Collection Requirements for 2012-13

http://www.p12.nysed.gov/irs/sirs/2012-13/AddDelete.pdf Annotated Templates for Extracts

http://www.p12.nysed.gov/irs/vendors/2012-13/Templates2012-13.xls NYS Teacher and Principal Evaluation (purple memo)

http://engageny.org/wp-content/uploads/2012/03/nys-evaluation-plans-guidance-memo.pdf APPR guidance

http://usny.nysed.gov/rttt/teachers-leaders/fieldguidance.pdf Comprehensive Course Catalog

http://www.p12.nysed.gov/irs/courseCatalog/home.html

Teach system http://www.highered.nysed.gov/tcert/teach/ http://www.p12.nysed.gov/irs/teacher/

For data related issues:

dataquest@mail.nysed.govNYSED IRS Department (518) 474-7965

For questions on Teacher-Leader Evaluation reporting:

educatoreval@mail.nysed.gov