data workshop october 2021- data 101
Post on 20-May-2022
1 Views
Preview:
TRANSCRIPT
Data Workshop
Data 101 – Intro to
Level 0
Wednesday, October 6th, 2021
HAPPY BEDS DAY
Documents
https://www.monroe2boces.org/DDC-Training02_Data101.aspx.
Please be patient while we let
in a few more attendees. We
will start shortly…
Agenda
Purpose & Focus
Documentation
Data Requirements
Level 0 updates
Calendar/Timeline
2
Purpose & Focus of the
Data 101 session
New & Recent District Data Coordinators
Refresh current DDC’s
3
SIRS (Student Information Repository System)
http://www.p12.nysed.gov/irs/sirs/
Teacher/Staff Data
http://www.p12.nysed.gov/irs/beds/PMF/
Also in the SIRS, Chapter 3: Staff Reporting Rules
Vendor Changes
http://www.p12.nysed.gov/irs/vendors/
4
Documentation
SEDDAS:
http://www.p12.nysed.gov/seddas/
Teach: (self register for ID)
http://www.highered.nysed.gov/tcert/
Memos:
http://www.p12.nysed.gov/irs/memos/
5
Documentation
7
Vendor Support
Data 101
District Data Coordinator
Data Reporting Team
8
Chapter 2: Student Reporting RulesGuidance on the Role of District Data Coordinator
Superintendents and charter school leaders are responsible for maintaining and transmitting State-required data elements in specified file formats to SIRS and other NYSED collection applications.
The SIRS began collecting data utilizing 4 data templates over a decade ago. Today, school districts, BOCES and charter schools are required to submit data using 25 different templates with varied reporting timelines and business rules.
It is extremely important to ensure accurate and complete data are reported, as it may impact State and federal funding streams (e.g. Title I, State Aid). Additionally, State and federal laws require various datasets to be included and made publicly available in State School Report Cards. This information is available on the NYSED public data site.
9
District Data Coordinator
“Districts should be prepared to document for auditors that all students required to be reported have been reported. The chief school officer is responsible for verifying the accuracy of district/school data submitted to the SIRS but is strongly advised to engage a team, including but not limited to coordinators of various federal title programs, special-education programs, bilingual and English as a New Language programs, migrant programs, and homeless programs, to review data reports for accuracy.”
10
District Data Coordinator
Not just Level 0 and SIRS
• BEDS
• FRPL
• Special Ed reporting (PD & VR)
• TAA/PMF
Essential for data submission and verification
11
Reporting Data Team
Data 101Data Requirements
12
Data sources
SMS (schooltool, IC, PowerSchool, etc.)
Frontline Direct
HR
Title I/III administrators
Lunch/Cafeteria
13
Data Requirements
Data Warehouse Flow
14
Data Requirements
Level 0
L1WNYRIC
L2L2RPT
SMSFront-
line
Lunch Program
(Nutrikids)
Staff (WinCap)
15
Data Requirements
Level 0 SecurityL0 Security Officers
Permissions
16
Student Security
Staff Security
Determined by each district/school
Must be re-authorized annually
Forms returned by September 30
17
Level 0 Security
Full rights
18
Level 0 Security
Staff Only
Security & Auto time out
Add a Footer
User Setup (For Level 0 Security Officers)
“Initiate Password Set/Reset” Button
19
Level 0 17.00
o When creating a new user, the email is required
ASAP Entitlements
20
Level 0 Security
Add a Footer
21
Level 0 17.00
Enter the numeric PIN that has been sent to your email.
• You will be taken to the “Password Reset” screen
• If your email or security questions are not completed, then you will need to work with your schools Level 0 security Officer to have them send you a Password Reset email
User will receive an email with link to set up initial password
• Same as a password reset
Will then receive MFA PIN email
Initial Profile Setting:
22
Level 0 New User
900716
Add a Footer
23
Level 0 17.00 –
Security & Auto time out Answer security question:
Email Verification
• Do Not need to re-enter email if it is correct
• Only need to Verify (screenshot is after verification sent)
24
Level 0 New User – New Account Setup
Password Rules:
Must be between 8 and 15 characters.
Must contain at least 1 lower case letter.
Must contain at least 1 upper case letter.
Must contain at least 1 number.
Must contain no more than 3 repeating characters.
Cannot reuse current password.
25
Level 0 Security - Passwords
26
Level 0 Security - Passwords
27
Level 0 Updates –
Multi-Factor Authentication
User will receive a PIN in email
Level 0 will use email in Level 0
account
28
Level 0 Updates –
Multi-Factor Authentication On first login
And every 14 days thereafter
User will need to Authenticate
Similar to using many online services such as banking and other
financial services
Alerts and messages on login
“Forgot/Reset Password” Link
Level 0 17.00
Add a Footer
29
Forget/Reset
Link
Add a Footer
30
Level 0 17
Auto Time-out
Level 0 will force a user to time-out after 15 minutes of inactivity
“Session Alert” after 14 minutes of inactivity
Pronounced “Level Zero”
Current year is set to “2022-06-30”
Cannot edit or submit previous school years data
34
Level 0
Initial login Click on the logo to return to Home/Dashboard screen
Add a Footer
36
37
Level 0 – Demo Screen
38
Level 0 – Manual Entry Search
39
Level 0 – Demographic
Guidance Counselor
• Must be in Staff Snapshot
• If no Staff Snapshot
records, will be purged
during import
Every student needs to have at least one record
Identifies when a student is enrolled where and at what grade level
40
Level 0 – Enroll Screen
When DDC attempts to use the “L1-Data Prep.” menu, may see the message”Note: # student(s) with demographic records have no enrollment records and will NOT be exported to Level 1. (See 'No Enrollment Rpt' for more info)
41
No Enrollment Report
Available for any Student based template
(except Enrollment)
42
No Enrollment Report
Add a Footer
43
Level 0 17
Help Menu
New “Help” Menu
Add a Footer
44
Level 0 17
Help Menu
New Codes
8250 (HSE Outcome Reporting Only),
“This code is used only for the purpose of recording students without a current active enrollment who exited school within the prior 24 months and subsequently earned a high school equivalency diploma
• Can be used for current SY students as well
45
Level 0 – Enroll Screen
Other Level 0
templates
46
Catch-all for reporting various aspects and services for a student, including:
47
Program Service (Program Fact)
• ELL
• Title I
• ESEA
• Disability
• CTE
• PK/UPK
• FRPL
• Summer School
• Homeless
• Immigrant
• Foster
• Military family
Child Nutrition Memo:
http://www.cn.nysed.gov/content/new-state-wide-direct-certification-matching-process-and-mandatory-reporting-snapmedicaid
• Includes links to using State Matching
• All Students receive Free lunch
• Only report those that are eligible due to Direct Match or Income Verification
• Eligibility Types no longer required• L0 needs to be updated for this change
48
Data Requirements - FRPL
CEP districts & schools
Do not report all student in a CEP school/building as Free Lunch (PS 5817)
CEP does not equal poverty
Only report students that are eligible
Direct match
Income verification forms
49
Data Requirements – FRPL
Community Eligibility Provision (CEP)
Examples:
• ELL
• 0231, ELL Eligible
• 1 of 4 ELL Programs
Homeless - 8262
• Title I – Part A – 0892
• Poverty – 0198
• Free Lunch – 5817
• Possibly Homeless unaccompanied Youth, 8272
50
Program Service – multiple pieces
Beginning in 2019-20, only CTE data for NYSED-approved CTE programs should be reported to the NYSED SIRS.
CTE data should be reported by the program provider — the agency that operates the NYSED-approved CTE program.
The Program Intensity of “enrollee” has been discontinued.
Program Intensity will only be reported for “Participants” and “Concentrators” beginning in 2019-20.
51
Career & Technical Education (CTE)
NYSED has identified approximately 500 courses considered “CTE” courses which would be reported in SIRS. The Course catalog workbook identifies these CTE courses http://www.p12.nysed.gov/irs/courseCatalog/home.html
52
Career & Technical Education (CTE)
PS 8262 – Homeless Student Status
Include primary Nighttime Residence
PS 0892 - Served by Title I Part A
Separate from 8272 – Homeless Unaccompanied Youth
Must have 8262 as well
53
Program Service (Program Fact)- Homeless
54
Program Service – Homeless Student
SE Snapshot
SE Event
55
Templates - Special Education
Student Digital Resources
Add a Footer
56
New template to capture Digital Equity Survey
Only for BOCES, DISTRICTS and Charters
L1-Data Prep
Level 0 will allow valid record to be sent
Will ignore invalid records
Student Digital Resources
Add a Footer
57
Grade DetailAccommodationDay CalendarStudent Attendance CodesDaily Attendance
• Removal of PRNST & TARDY codes• Must us “-IN” & “ -OUT” Codes
• Mandatory for P-EBT• https://otda.ny.gov/SNAP-COVID-19/Frequently-Asked-
Questions-Pandemic-EBT.asp
58
Other Templates:
Local Lookups
59
Mapping of local codes
How are your local codes mapped to
State Codes?
60
Mapping and naming of courses
61
Course Codes
Mapping and naming of courses
• “Course Names” will appear in Level 0 reports
• Should be unique and descriptive
62
Course Codes
Attendance Codes
1. Student
2. Staff
63
Attendance Codes
Student Attend Codes
Staff Attend Codes
Attendance & Suspension codes
Search useful for reporting large amount of internal codes
64
Student Attendance Codes
• Location Marking Period (LMP)
• No delay, available immediately
65
Other school supplied codes
Break Time!Please be back in 10 minutes
66
Staff TemplatesStaff Snapshot
67
References
SIRS Manual
http://www.p12.nysed.gov/irs/sirs/
Chapter 3, Staff Reporting Rules
Teacher/Staff Data website http://www.p12.nysed.gov/irs/beds/PMF/
68
Level 0 - Staff Snapshot
69
Level 0 - Staff Snapshot
Teach ID = Staff ID
Must be valid
Itinerant staff
reduced requirements
70
Level 0 - Staff Snapshot
Hisp. Indicator/Race Code
• If “Y”, Race Code not required
• “DECLINED” an option for Race Code 1
Gender
• “X” = Non-Binary
71
Level 0 – Staff Snapshot changes
Reduced requirements
72
Level 0 - Staff Snapshot – Itinerant Staff
• First & Last Name
• Itinerant Status
• Status/Active Indicator
• Staff ID
• Birth Date
• Snapshot Date
• Position Title
• School Email
Navigation similar to student templates
“Manual Input” screen to search and edit individual Staff records
“Reports” menu used for listing
“District School Summary” list by location/Building
Tracking of individual Import and Uploading
73
Level 0 - Staff Snapshot
Search box and navigation bar
74
Level 0 - Staff Snapshot
Deletes
Deleting any Staff record will cascade to other, related records
Should NOT be used as Staff member will still appear in L2RPT reports
• Use the “Active/InActive” “D” code
• Deleted
75
Level 0 - Staff Snapshot
Course Instructor Assignment
Incidental Teaching Assignment Indicator:
Student Course Entry Exit
State Report Cards
See the SIRS manual, Chapter 3 for details
76
Templates:
All staff members reported in Staff Snapshot identified as “TEACHER” must have at least one CIA record
Each course can have multiple staff reported
77
Course Instructor Assignment
Incidental
Teacher
All students in every course must be reported in this template
One record per student per course
78
Student Class Entry Exit
Other Staff
Templates
79
Staff Assignment
Staff Attendance
Staff Evaluation
Staff Tenure
Staff Attendance Codes
80
Level 0
Staff Assignment
Used for PMF & APPR
http://www.p12.nysed.gov/irs/beds/PMF/home.html
Documents for Non-Instructional Staff and Principals
81
Level 0 - Staff Assignment
Used for APPR
Links courses a student is taking to the teacher
82
Templates:
Course Instructor Assignment
Student Course Entry Exit
83
Level 0 – Staff Tenure Snapshot
Attendance & Suspension codes
Search useful for reporting large amount of internal codes
84
Staff Attendance Codes
Level 0Import and Export
Reports
85
Use “Elect. Import” menu
In general, follow-on screen steps in order
Except, Select “Delete All…”
86
Level 0 - Import
Demographics
87
Demo & EnrollEnrollments
Program Fact Import “Perform Precheck” option
88
Level 0 - Import PS records
Add a Footer
89
Level 0 17
Program Service Import options
Automatically place a check mark in each applicable Category for
Import
Both PreCheck Category list (Step 4)
The full list of Category types (Step 5).
If the Import File Count is less than the Database Count for any of
the selected categories, that Category or Categories will be
highlighted for manual review to ensure that the Category should
continue to be imported:
90
Level 0 - Import Assessment records
DO NOT report
most regents
S.E. (Special Education)
• Frontline Direct
Staff Snapshot
• For all staff
• Charters have rollover files available
• (These have been imported)
91
Other Imports
92
Import errors - Demographic
Available for schooltool and PowerSchool districts & charters
Most templates can be scheduled
Automation occurs Monday mornings
Yearly reauthorization
93
Level 0 AutoImport
Error discovery
and resolutionLevel 0 and beyond
94
96
Verification Errors
97
“No Enrollment” Reports
In every student Report except Enrollment
Show students with that datatype and no enrollments
WHY?
Subsequent enrollment records imported with delete option, but related students no longer included
98
No Enrollment Reports
Reporting –
Brief OverviewVerification
Errors
99
General
Default: Dist. Import Errors
Dist. School Summary
Log reports
Verification
100
Reports – Level 0
102
Reports - Dashboard Reports
Error records will show in red text:
Updated Error highlighting
Add a Footer
103
104
Reports - Information/Warning Reports
DDC Training #3- Data Warehouse 102 - Level 0 Reports
❖ Will provide a deeper dive into reports available in L0
105
Further Report Training
Level 0 Export
“L1-Data Prep.”
106
Use the “L1-Data Prep” menu
Follow steps from top down
Use flow chart as a guide
107
Level 0 - Export
Demographics
108
L1-Data Prep - aka: “Export”
Program Service
109
Bundling: The future of data submission
• “Bundling” means the process of grouping together dependent templates for export from Level 0.
• For example: PS records will not be submitted until changes in Demographics and Enrollments have been corrected and submitted
• Details to come
Questions?
113
The "District Data Coordinator Training Series" are several sessions
giving a birds-eye view of various areas of what a District Data
Coordinator needs to know, and what to be aware of. The focus of
the "DDC Training Series" is for those who are new to the DDC role,
and as a review for those currently in this role.
For details, please review last year’s web pages at:
https://www.monroe2boces.org/DistrictDataCoordinatorTrainingSerie
s.aspx
DDC Training Sessions114
DDC Training Sessions115
S c h e d u l e
DDC Training session Date Time
DDC Training #2 Session -Data 101, Level 0 overview
10/6/2021 1-3 PM
DDC Training #3 Session -Data 102, Level 0 Reports
11/3/2021 9-11 AM
DDC Training #4 Session -January Regents & BEDS day
12/14/2021 1-3 PM
DDC Training #5 Session -PS Deep Dive, 3-8 Testing
3/15/2022 9-11 AM
DDC Training #6 Session -EOY Prep & June Regents
5/24/2022 1-3 PM
• Please mark your calendar for the following dates
• As we get closer to each session, I will send out registration forms and
further details.
https://www.monroe2boces.org/ContactMAARS.aspx
116
MAARS Contacts
top related