WS#2 - SCRIC DDC Training September 2015

DDC Training

September 2015

SCRIC Data [email protected]‐763‐3592

District Data Source Systems (eSchool, Schooltool, Powerschool, Cleartrack, IEP Direct, Nutrikids, Human Resource Systems, etc…)

SIRS Data Levels

Level 2 ‐ SEDStatewide Warehouse

Level 1Regional / RIC Warehouse

Level 0Data Collection Web Application – (Loaded by DDC)

Error types:1. Import – Records go through integrity

checks upon Import. For example records must have required data like race/ethnicity.

2. Verification – cross domain. For Example: Compares demographics to enrollments

3. Informational .

(Moves nightly M‐F)

Errors:“Burst” = Enhanced Edit errors • Fatal – will not go further (to Level 1

or Level 2) until records are fixed.• Warning – will go, but then will

require fixing.

(Moves every Thursday night)

L2RPT – SED Rpts

PD Reports – Special Ed

ePMF

2

eScholar Template Name The Source Application• Student Lite (Demographic) Student Management System• School Entry/Exit Student Management System• Programs Fact VARIES• Assessment Fact Student Management System • Assessment Acc Mod Student Management System• Student Attendance Codes Student Management System• Student Daily Attd. Student Management System• Day Calendar Student Management System• Staff Snapshot Human Resource ?• Staff Student Course Student Management System• Staff Assignment Human Resource ?• Staff Tenure Human Resource ?• Staff Evaluation Rating Varies

Name of the File Extract in Your Source System?

3

eScholar Template Name The Source Application• Location Marking Period Student Management System• Course Student Management System • Student Class Grade Detail Student Management System• Student Credit GPA Student Management System • Special Ed Snap Special Ed System• Special Ed Events Special Ed System


4

South Central Regional Information Center

5

Import Recap

6

• Know where your extract files are• SAVE ALL EXTRACTS FOR THE FUTURE• Run and save Dashboard Report as baseline

for reference• Unlock domains you want to import• Import extract• View and resolve errors in source system, if

possible• Repeat import process, if needed• Lock Domains• Run Dashboard Report, compare to baseline

Dashboard Report

7

• Dashboard Report– Run this report by clicking on

the reports menu and selecting Dashboard Rpt

• The dashboard report is used to show a summary count of records for all domains.

Dashboard Report

8

Import Steps Defined

• Choose File Type• Choose Category(s) if applicable• DO NOT Delete or Delete All• Browse for file Prepare file for import• Validate the import (this is when data is

deleted)

9

10

• Click on L1-Data Prep.– Data with a means the data domain is

locked– Data without a means the data domain is

unlocked• To LOCK (data must be locked to move)• To UNLOCK

Locking and Unlocking Data

11

• If errors occur on import, you will see a message similar to below

Data Errors (Import)

• If you click on the box, it will “jump” over to the Reports page for that data domain and will land on the Dist. Import Errors (Error Rpt#1)

Data Errors (Import)

• When on the Reports page, the Dist. Import Error Report will display the list of Import error as shown below

• To view the record in error, click on the Student ID next to the error and it will ‘jump’ you over to the Manual Input page with that record displayed

12

2014-2015

• Staff Evaluation• Special Education Events

13

2015-2016

• Student Lite (Demographic)• School Entry Exit • Programs Fact• Staff Snapshot• Staff Assignment (Principals and all other

non-teaching staff)

14

Questions?

15

HANDOUTS

eScholar Template Name The Source Application• Student Lite ___________________• School Entry/Exit ___________________• Programs Fact SEPARATE PROGRAM

FACT SHEET• Assessment Fact ___________________• Assessment Acc Mod ___________________• Student Attendance Codes ___________________• Student Daily Attendance ___________________• Day Calendar ___________________


19

eScholar Template Name The Source Application• Staff Snapshot ___________________• Staff Student Course ___________________• Staff Assignment ___________________• Staff Tenure ___________________• Staff Evaluation Rating ___________________• Location Marking Period ___________________• Course ___________________• Student Class Grade Detail __________________• Student Credit GPA ___________________• Special Education Snapshot _________________• Special Education Events ___________________


20

Program Service – Source Systems

2618 Inter. Dist. Transfer = Not Used in our area. Local Programs = You MUST contact the SIRS Help Desk before using. 5753 Intervening Services =TBD SED submission schedule not yet published.

Special Education When you import your “Programs Services Extract” from your Special Education System (Cleartrack or IEP Direct), check the boxes:

Type of Disability – Used to place a student in a Subgroup for Accountability

0264::Section 504 Plan - Regular Ed students with modification

Safety Net - ONLY for 504 plan students if 504 plan allows (Must also have 0264 Program Record)

0220::Alt Assess – student must be ungraded and must take the NYSAA exam according to their DOB

Cafeteria System When you import your “Data Warehouse Extract (or Tool)” from your Cafeteria System (Microcheck or Nutrikids, etc), check the boxes:

0198::Poverty – Used to place a student in a Subgroup for Accountability

5806::Reduced Lunch (should ALSO have Poverty)

5817::Free Lunch (should ALSO have Poverty)

New Program Service Category Source Help.docx January 2, 2015 607-763-3592 Page 1

Student Management System When you import your “Program Services Extract” from your SMS (Eschool, PowerSchool, schooltool or Rediker), check the boxes: (FYI – most do, but some districts do not use their SMS as the source for the categories below)

LEP Eligibility – Used to place a student in a Subgroup for Accountability (All LEP students)

LEP Programs – If a student is LEP Eligible, they should also have a LEP Program (All LEP students)

0242::NYSESLAT (ONLY for 1st yr LEP students!) (A NYSESLAT record is only needed for 3-8 grade students who are in their FIRST year of ESL Services and will not be taking the regular NYS ELA exam. It allows districts to use the NYSESLAT exam (in place of the regular NYS ELA exam) for calculations of Accountability Participation and Performance.)

Prekindergarten Programs (UPK or ‘other’ PreK) (ALL PreK students)

UPK (Required for UPK students ONLY, not ‘other’ PreK students)

5753:Intervening Serv. (Early Intv’g Srvcs supported with IDEA Funds) (RTI Edge may be your Source)

Summer School Participation

CTE/Tech Prep

8261::Single Parent/Pregnant (Must also have a CTE program record & be at ‘concentrator’ level of intensity)

1232 SIFE

8272::Homeless Youth

Student Management System or RTI Edge When you import your “Program Services Extract” from your SMS (Eschool, PowerSchool, schooltool or Rediker) or RTI Edge (Cleartrack)

0286 NCLB

Title 1 TAS (Required for all students with and 0286 NCLB record)

New Program Service Category Source Help.docx January 2, 2015 607-763-3592 Page 2

PROGRAM FACT

Data Source – SMS

Safety Net CTE / Tech Prep LEP Eligibility LEP Programs NCLB Type of

Disability

0198::Poverty 0220::Alt. Assess. 0242::NYSESLAT 0264::Section

504 Plan 5753::Intervening Serv. 5806::Reduced

Lunch

5817::Free Lunch


8261::Single Parent/Pregnant


UPK Title 1 TAS

Prekindergarten Program

2618::Inter-Dist. Transfer

1232::SIFE Higher

Education Local Programs

Data Source – Special Education System


Disability



Lunch

5817::Free Lunch




UPK Title 1 TAS



1232::SIFE Higher


Data Source – Cafeteria System


Disability



Lunch

5817::Free Lunch




UPK Title 1 TAS



1232::SIFE Higher


Data Source – Other


Disability



Lunch

5817::Free Lunch




UPK Title 1 TAS



1232::SIFE Higher


5 W's - District Data Coordinator Responsibility Table for the ______ Central School District

Phone E-mail

Phone E-mail

New York State Student Identification System (NYSSIS) Verification

Daily Attendance-tardy or excused or unexcused absenceBuilding Level VerificationD

emog

raph

ic &

Stu

dent

Con

tact

In

form

atio

nPrimary Duties

Contact InformationPrimary DutiesDomains

Entry (E), Support (S), & Admin (A)

Personnel

District Superintendent

Contact Information

District Data Coordinator

District Location Table

Data Source MatrixDistrict Registration Form

Registration-Student ID-DOB-Gender-Ethnicity-Guardians (inc. contact information)-Address Building Level Verification

ImmunizationsBuilding Level Verification

Updated by SCRIC- 10.22-13


Phone E-mail



Personnel

ImmigrantDistrict Level Verification

MigrantDistrict Level Verification

Homeless (also see Title X)District Level Verification

Dem

ogra

phic



Phone E-mail



PersonnelUIAS Reports - see IRSP link on SEDDAS Portal - resolve enr. errors

Enrollment of Ungraded StudentsDistrict Level Verification

Census EnrollmentDistrict Level Verification

Homeschooled EnrollmentDistrict Level Verification

Enro

llmen

t

Enrollment of In District Students (Gen Ed and SWD)

Building Level Verification

Enrollment of Out of District (Gen Ed and SWD)

Building Level Verification

Enrollment of CSE Responsibility Only StudentsDistrict Level Verification

Enrollment of CPSE

District Level Verification



Phone E-mail



Personnel

NCLB Title X - Homeless McKinney-VentoDistrict Level Verification

Title III (if applicable)District Level Verification

AIS (optional)Dist/Bldg Level Verification

Limited English Proficient- LEP Eligibility (0231)- LEP Program Svc (5709, 5676, 5687, 5698, 8239)- NYSESLAT Eligibility (0242)-LEP students with Interrupted Formal Educ. - SIFE (1232)District Level Verification

NCLB Title I - Part A: Targeted Assistance (0286)- Targeted Assistance Prog.- Part A: Schoolwide (0411)- Part C: Migratory (0330)- Part D: Delinquent (0187)- Part D: Neglected (8327)- Supplemental for Schools in Improvement Status (5533) Dist/Bldg Level Verification

NCLB Tranfer Options (if applicable)Dist/Bldg Level Verification

Homeless Unaccompanied Youth Status (8272)Dist/Bldg Level Verification

Prog

ram

Fac

t



Phone E-mail



Personnel

Safety Net Eligible under section 504Dist/Bldg Level Verification

Summer School ParticipationDist/Bldg Level Verification

Poverty- Poverty Indicator (0198)- Free and Reduced Lunch (5817 or 5806)District Level VerificationCTE Students- BOCES- Local Cohesive Conc.(also Technical Assessment)Building Level Verification

Higher Education - Liberty Partnerships Program - LPP (4004)Science & Technology Educ. Prog. - STEP (4015)Dist/Bldg Level Verification

Special Education - CPSE or CSE- Type of Disability- NYSAA Eligible (0220)- Ungraded StatusBuilding Level Verification

Prog

ram

Fac

t

Pre-Kindergarten - Universal PreK (902)- UPK Setting - Other PK (990)Building Level Verification

Early Intervening Services supported with IDEA funds (5753)Dist/Bldg Level Verification

Section 504 Plan (0264)Dist/Bldg Level Verification



Phone E-mail



Personnel

DropoutsBuilding Level Verification

Cohort (Enter Grade 9 Date)Building Level Verification

Graduation - Enrollment Out Code/Date- Credentials- Post Grad Status- August/January GradsBuilding Level Verification

Returning Students-Previously earned IEP diploma or GED -Grade 13 Students (repeating 12th graders)-Ungraded Students staying until 21Dist/Bldg Level Verification

Assessments- Regents/RCT- Approved Alternatives- Grade 11/12 ExemptionsBuilding Level Verification

Teacher/Course data- State Course Codes- Regents as final- Schedule setup - Course minutesBuilding Level Verification

Teacher/Course data-Staff IDs, Tenure, Hire, Exit datesDist/Bldg Level Verification

Hig

h Sc

hool

GED StudentsBuilding Level Verification



Phone E-mail



Personnel

Teacher/Course data- State Course CodesDist/Bldg Level Verification

Elem

enta

ry S

choo

l (3

-5)

Testing Coordination Building Contacts- Verifying Rosters- Answer sheet quality control- Oversee test administrationDist/Bldg Level Verification


Mid

dle

Scho

ol

(6-8

)

Testing Coordination Building Contacts- Verifying Rosters- Answer sheet quality control- Oversee test administrationDist/Bldg Level Verification


Teacher/Course data- State Course Codes- Course schedule & minutesDist/Bldg Level Verification


FOLLOW UP QUESTIONS

DDC Training September 18, 2015

Follow up to questions raised.

1. Career Path Code (a SIRS demographic record data element) is required for certain graduates

reported in the 2015-16 school year, including August 2015 graduates. We are expecting a

memo from NYSED to explain the details. However, Level 0 will continue to accept that field as

blank until the rules are clear.

2. Non-teaching professionals (pink BEDS form staff) will NOT have to verify their staff snapshot

submitted data via the TAA website. In fact, those staff will not appear on TAA in the ePMF

form section. NYSED expects to have a SIRS L2RPT report that could be used to distribute to

staff for them to review. See the NYSED memo here for more:

http://www.p12.nysed.gov/irs/memos/2015/NYSED-StaffMemo-June2015.pdf

a. Note Page 2, fourth paragraph: Beginning in the fall of the 2015-16 school year, the

SIRS Staff Snapshot and Staff Assignment data will be the official source for PMF non-

teaching data. Non-teaching professionals will not be completing ePMF forms.

3. Teacher Absence data collection. This will be an end of year reporting event. See the NYSED

memo here: http://www.p12.nysed.gov/irs/memos/2015/IndividualTeacherAttendanceData-8-

2015.pdf

a. Note Page 2, paragraph 2: An end of school year count of “days absent” will be

provided for each teacher. This collection does not pertain to teaching assistants,

teacher aides, or other staff.

4. ePMF form guidance for Teachers is found here: (former BEDS day teacher bubble sheets)

http://www.p12.nysed.gov/irs/beds/2014/PMF/home.html

5. TSRV (Teacher Student roster Verification) guidance is found here:

http://www.p12.nysed.gov/irs/teacher/

http://www.p12.nysed.gov/irs/memos/2015/NYSED-StaffMemo-June2015.pdf

http://www.p12.nysed.gov/irs/memos/2015/IndividualTeacherAttendanceData-8-2015.pdf

http://www.p12.nysed.gov/irs/memos/2015/IndividualTeacherAttendanceData-8-2015.pdf

http://www.p12.nysed.gov/irs/beds/2014/PMF/home.html

http://www.p12.nysed.gov/irs/teacher/

Documents

WS#2 - SCRIC DDC Training September 2015