THE NEW YORK CITY DEPARTMENT OF EDUCATION

THE NEW YORK CITY DEPARTMENT OF EDUCATION

ATS Data OverviewATS Data Overview

Data Management

• School data is vital for improving student learning and for compliance purposes

• Inaccurate data compromises our ability to improve student learning and may lead to less favorable school accountability outcomes

• The Data Specialist is expected to become familiar with ATS, CAP, and HSST reports and functions in order to help maintain the integrity of our data

ATS Portal - http://portal.nycboe.net/sites/FinanceAdmin/DIIT/AppDev/ATS/

Main Menu

http://portal.nycboe.net/sites/FinanceAdmin/DIIT/AppDev/ATS/

ATS Wiki - http://wiki.dev.doe.local/display/ATSWiki

Main Menu

http://wiki.dev.doe.local/display/ATSWiki/

Managing Our Data – School Status Reports

• Each function provides areas where likely changes or corrections can be made

Register Reports

RREG Register Reports

RDGS NCLB Disaggregation Report

RSSS Ethnic Summary Report

Attendance Reports

RYIS YTD Attendance Interval Report

RGST Register and Attendance Report

R4RR R407 Report

RPPS Period Attendance Summary Report

RSAL School Attendance List

Special Education Reports

R201 Incomplete Evaluation Report

RFAD Awaiting First Attend Report

Accountability Reports

RCOS Regents Cohort Roster and Summary

Special Categories

RMEL Meal Code Category Report

RBPS BESIS Participation Report

RSNR Net Register Report

CAP Program

Student Inquiry

Referral/Evaluation

Placement

Data Entry Main Menu

The STAT Screen – Your School At A Glance

ATS STAT SCREEN

Overview of The Data Stored in ATS

• Student data categories– Biographical– Adult– Exam– Attendance– Health– Marks– Transportation

ATS PRIMARY MENU

Managing Our Data – Biographical

• NYC ID#• First Name• Last Name• Address• Date of Birth• Place of Birth• Gender• School• Phone Number• Ethnicity (Indicator Field)• Immunization Status• Meal Code• Gifted • ESL

• Off. Class • LEP• AIDP• Grade Code• Speech Services• Funded Programs• Grade Level• Temporary Housing• Chapter 53• Off. Room• Physically Challenged• Special Education• Bilingual• Resource Room

• The biographical data includes the following fields:

• There are many other fields available for the storage of student biographical data. An indicator field is usually a one character field that can be used to print reports of students with the same indicator designation

STUDENT INDICATORS

FIRST TIME ADMIT SCREEN

ATS BIO UPDATE SCREEN

Managing Our Data – Adult

• Name • Address• Home Phone• Work Phone• Authority Code• Employer Address• Relationship Code

• The related adult data includes the following fields:

• There are many other fields available for the storage of adult data. Up to 12 adults in relationship to the student may be input (e.g., mother, father, aunt, uncle, baby sitter, etc.)

UPDATE ADULT INFORMATION

Managing Our Data – Exam

• Exam Name• Exam Season• NCE Score• Exam Description

• Exam Year

• The exam data includes the following fields :

• The exam data is sent to ATS by the Office of Accountability after the test grids are scanned.

• The exam data that is available on ATS is for inquiry only! It may NOT be input or changed at the school or district level.

• Percentile• Scale Score• Exam Grade• Exam Form• Raw Score

EXAMINATION SCORES

Managing Our Data – Attendance

• Attendance data is stored twice daily for each student, even in schools where attendance is taken once a day

• Students are marked absent, late or released (e.g., clerical half-day)

• Reason codes should be entered to explain student attendance/absence.

STUDENT ATTENDANCE

INDIVIDUAL STUDENT ATTENDANCE

ATTENDANCE – PREVIOUS TERMS

Managing Our Data – Health

• Calc. Immunization Status

• Warning Date• Exclusion Date• Immunization Type• Exemption Code• Exemption Date

• Health data includes the following fields:

• Follow-up Date• TB Status• Admit Immunization Status

• TB Immunization Types

• Chest X-Ray Date• Immunization Dates

IMMUNIZATION DATA

Managing Our Data – Marks Data

• Course Codes• Teacher's Name• Subject Marks• Exam Marks• Teacher Comments

• Report card marks data includes the following fields:

• Major Status• Minor Status• Promotional Requirements

• School Message

MARKS DATA – MIDDLE SCHOOL

Managing Our Data – Transportation

• Transportation Status

• Distance Code • Line Number • Metro Card No.• Eligibility

• Transportation data includes the following fields :

• Note that the field lists are partial lists and don't include all of the data fields that are contained in the ATS system. Other fields do appear in the various ATS reports and on ATS data entry screens.

• Bus Stop • Handicap Code • Pick-up Time• Drop-off Time • Vendor Code

TRANSPORTATION DATA

What Does Clean Mean?

• It is important that school staff have an understanding of what the data mean and how it is used for state and city accountability

– “Clean” refers to data in the source systems that have been reviewed by school personnel and is consistent with the documentation on file at the school

• Areas to be aware of includes: LEP (ELL) Status, Ethnic Code, Grade 9 Entry, Grade Levels, OSIS duplication,

Exam Errors, Cohort

Data Fields To Be Monitored

Standards and Guidelines

• In maintaining the integrity of the data in the source systems, standard procedures for changing/editing information in DOE systems must be followed

• The following screens provide a summary of the Guidelines and Standard Procedures governing the changes

Managing Our Data - Student Name

• Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form

Field Name Source Valid Values Description

Student Name ATS

Student Last Name, First Name. There is a maximum of 17 characters for the last and first name. If the name exceeds this part of the first name will be truncated

John Q Public

Managing Our Data - Student Address



Student Address ATS Student address14 Belloc AveApt 20Brooklyn NY 11420

Managing Our Data - Gender



Student Gender ATSM Male

F Female

Managing Our Data - Ethnic Code

• To change a missing code or ethnic code (6) use the UPEC function in ATS. To change an incorrect ethnic code fax PSE form to (718) 935-5874/5192


Ethnicity ATS

1American Indian/Alaskan Native

2 Asian/Pacific Islander

3 Hispanic

4Black, Not of Hispanic Origin

5White, Not of Hispanic Origin

6 Parent Refused to Choose

7 Multi-Racial

If the parent/guardian continues to refuse to sign the form the school can populate based on a visual observation of the student

TABLE DISPLAY

Managing Our Data - Meal Code

• Using the Application for Free & Reduced Price Meals on file in the school updated via the BIOU screen in ATS

Field Name

Source

Valid Values

Description

Meal Code ATS

1 Free Lunch

2 Reduced Price Lunch

3 Full Price Lunch

4Parent Refused to Sign Survey

5 Full Price – No Form

A Free Meal - HRA

ENTERING / UPDATING MEAL CODES

Managing Our Data - Date of Birth

• A copy of the student’s birth certificate with student name and OSIS faxed to DIIT –

(718) 935-5874/5192

Field Name SourceValid Values

Description

Date of Birth ATS

19990131January 31, 1999

20021114November 14, 2002

Managing Our Data - Admit Date

• Updates using the ATS request form found online at – http://www.nycboe.net/adminorg/Divisions/diit/ats/requests/ Field Name Source

Valid Values

Description

Admit Date ATS

20060702 July 2, 2006

19981031October 31, 1998

• This is the most recent date the student entered the current school

http://www.nycboe.net/adminorg/Divisions/diit/ats/requests/

http://www.nycboe.net/adminorg/Divisions/diit/ats/requests/

Managing Our Data - Grade Code

• Updated by school personnel using the SIGT function in ATS


Description

Grade Code ATS

310 Kindergarten

110 First Grade

190 Ninth Grade

442 GED

951Ungraded Special Education

Other Values

Managing Our Data - Grade Level

• Updated by school personnel using the SIGT function in ATS


Description

Grade Level ATS

0K Kindergarten

01 First Grade

02 Second Grade

03 Third Grade

04 Fourth Grade

05 Fifth Grade

Managing Our Data - Home Language

• Updated using the Home Language Identification Survey (HLIS) signed by parent/guardian upon admission via the BIOU screen in ATS


Description

Home Language ATS

SP Spanish

NO English

UR Urdu

Managing Our Data - LEP/ELL

• To request changes, schools submit request to Office of Accountability for review and resolution

Field Name

SourceValid Values

Description

LEP/ELL Status ATS/BESIS

E Eligible for testing on the LAB-R, Home Language is other than English

S Entitled based on IEP

Z No LABR exam; not recommended by CSE; school says entitled

Y Entitled based on the LAB-R exam

X Previously not entitled based on IEP. THESE STUDENTS ARE now ENTITLED

P English Proficient

Managing Our Data - LAB-R Decision


Field Name

SourceValid Values

Description

LAB-R Decision

ATS/Office of

Accountability

YStudents who scored at the lowest cutoff

X

Students who are transitional, and who are close to attaining English Proficiency

NStudents who scored above the cutoff and are deemed to be English Proficient

Managing Our Data - NYSESLAT


Field Name

SourceValid Values

Description

NYSESLAT Proficiency

ATS/Office of

Accountability

BBeginning level of progress toward English Proficiency

IIntermediate level of progress toward English Proficiency

A Advanced level of progress toward English Proficiency

PEnglish Proficient/ No long entitled to ELL/LEP services

BlankBeginning level of progress toward English Proficiency

Managing Our Data - Years of SCVS



Description

Years of Service ATS/BESIS

1Students who are in their first year of receiving services

2Students who are in their second year of receiving services

3Students who are in their third year of receiving services

Managing Our Data - Cohort Year

• To request changes, schools submit request to Office of Accountability for review and resolutionField Name

Source

Valid Values

Description

Cohort Year ATS

HFirst entered Grade 9 in 2002-03 school year.

IFirst entered Grade 9 in 2003-04 school year.

JFirst entered Grade 9 in 2004-05 school year.

KFirst entered Grade 9 in 2005-06 school year.

LFirst entered Grade 9 in 2006-07 school year. Ungraded students are placed in a cohort based on their AGE.

Students with a GED grade code, such as 442 are placed in a cohort following their matriculation from middle school (eighth grade)

Managing Our Data - CAP REC PGM

• Contact CAP/CSE Office


Description

CAP Recommended Program

CAP/SEC

RS Related Services

SESpecial Class Recommendation

SSSpecial Class Recommendation D75

STSpecial Education Teacher Support Services (SETSS)

TTCollaborative Team Teaching

Others

Managing Our Data - Test Scores

• Check ATS exam-error screen for missing inaccuracies, and follow ATS procedures to correct. If score is missing contact Office of Accountability.


Description

Test Scores ATS

ELADocumentation must be maintained at the school for possible audit purposes

Math

Science

Social Studies

Performance Level

Monitoring The Data

• The school data specialist monitors the accuracy of the data entered by the school data management team using reports in ATS/HSST/CAP

• Suggested timetable– Beginning of the School Year– Daily– Weekly– Monthly– End of the school year– Ad hoc, as required

Managing Our Data – Timetable

• Beginning of Year Reports – ATS Report Description

ROCL Official Class List

RMSR Exam Report

RBIR Biographical Roster

RLAB LAB Scores Report

RCRL Cross Reference List

ROCR Official Class Registers

RCON Emergency Contact Report

RADR Address Report

RHIL Immunization Status List

RCR1 Clearance of Register Report


• Daily Reports – ATS Report Description

RDAL Daily Attendance/Lateness List

RNOC Non-Compliance Report


• Weekly Reports – ATS Report Description

RADP (Option U) Unconfirmed Discharge List


• Monthly Reports – ATS Report Description

RPAR Period Attendance Report

RWCL Working Class List

RCSL Class Summary List

RADP Admission List

ROCR Official Class Register

RADP Discharge List

RBIR Biographical Roster

RCRL Cross Reference List

RCON Emergency Contact Report

RCUA Cumulative Absence Report


• End of School Year Reports – ATS Report Description

PLNT Print List Notice

RFCL Future Class List

PSPE Special Education Checklist

RMIN Missing Information Report

RLNB Biographical Roster of List Notice

RSUM Summary Reports

RORL Official Class Reorganization List

RHLD Holdover Report


• Ad Hoc Reports – ATS Report Description

RFTF Face to Face

RMEL Meal Category List

RHIL Immunization Status List

RISA Individual Student Attendance

RTRR Ridership Report

Managing Our Data – CAP Reports

• There are many, many Special Education reports that the field uses to monitor workload. The most common are posted on the RMDS system and are also re-hosted on ATS to ensure that schools have the local data that they need.


RGFM Form G/ Class Profile Form

RART Articulation Report

RSPE Testing Mods Report (CAP)

R201 List of Incomplete Evaluations

RFAD First Attend Date Report

RSHL SE Historical Holdover Report

RSCP SE Promotion Criteria Report

SPECIAL EDUCATION REPORTS

Managing Our Data – CAP Reports

• There are many, many Special Education reports that the field uses to monitor workload. The most common are posted on the RMDS system and are also re-hosted on ATS to ensure that schools have the local data that they need.


R326 Students In Need of Annual Review

R313 Students Awaiting Place Auth

R671 Students Awaiting Site

R672 Students Awaiting Consent

R674 Students Awaiting First Attend

RACP CAP / ATS Discrepancies

RSEP Students in Evaluation / Placement Process

Managing Our Data – CAP/ATS

•The ATS (Automate the Schools) system is linked to the CAP (Child Assistance Program) system enabling users in both systems to share data in selected fields•The link permits the immediate assignment of New York City student identification numbers for all new students entered into both the CAP and ATS systems.


• First attend dates are automatically transferred from ATS into CAP during the months of September to November.

• ATS passes LAB scores to the CAP system twice a year that will enable CSE personnel to readily obtain this information.


•The Form G/Self Contained Class Profile Form (RGFM) is an ATS report used by Special Education staff in the CAP articulation process. While designed to reflect "future" CAP class placements during the end-of-year procedures, it can also be produced throughout the school year for current CAP classes.


•The Annual Review Tracking Form (RATF) is an ATS report used to manually enter Type 1, 2 or 3 changes for Special Education students in Self-Contained, Related Services or Resource Room programs.

RATF – ANNUAL REVIEW TRACKING


• The ACP link generates an Admit/Discharge form from ATS which is used by both CSE (Committee on Special Education) staff and pupil accounting secretaries to track the admits and discharges of special education students.

ATS – CAP DISCREPANCY REPORT


• ATS receives weekly updates of special education indicators from CAP. These indicators are: – Mainstreamed– Resource Room– Additional Related Services– Testing Mod – Counseling – Speech Services – Consultant Teacher– These indicators are entered into the system by CAP and are useful in printing reports by indicator for any of the students receiving these services.

Documents

THE NEW YORK CITY DEPARTMENT OF EDUCATION