data workshop october 2018 - data 101
TRANSCRIPT
Data Workshop
Data 101
Wednesday, October 10th, 201811 Linden Park
Thursday, October 11th, 2018MAARS
Documentshttp://www.monroe2boces.org/
Oct2018Data101.aspx.
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Agenda
Documentation
Data Requirements
Level 0 updates
WNYRIC Reports
Calendar/Timeline
2
Documentation
SIRS (Student Information Repository System)
http://www.p12.nysed.gov/irs/sirs/
Teacher/Staff Data
http://www.p12.nysed.gov/irs/beds/PMF/
Vendor Changes
http://www.p12.nysed.gov/irs/vendors/
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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/
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Vendor Support
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Data 101
District Data Coordinator
Data Reporting Team
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District Data CoordinatorChapter 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. …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.
Given data reporting responsibilities, all school districts and charter schools should employ a District Data Coordinator to oversee the coordination and transmission of data to the State while ensuring data integrity and accuracy.
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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.”
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Reporting Data Team
Chapter 2: Student Reporting RulesGuidance on the Role of District Data Coordinator
Local Educational Agencies (LEAs) are responsible for maintaining and transmitting certain State-specified data elements in specified file formats to the State School Information Repository System (SIRS). As such, LEAs should employ District Data Coordinators whose responsibility is maintaining and transmitting the State’s required data elements.
In particular, these District Data Coordinators should be responsible for implementing accurate reporting of individual student and other data by completing the following activities:
Assembling and leading a team of district personnel who have• Technical expertise in the district’s management system(s) and infrastructure,• Working knowledge of current reporting requirements, including those of special
populations of students (e.g., ESEA, special education, migrant students, ELL students, etc.),
• Knowledge of the district’s registration materials and processes,• Data analysis experience, and• An instructional background.…
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Reporting Data Team
Not just Level 0 and SIRS
- BEDS
- FRPL
- Special Ed reporting (PD & VR)
- TAA/PMF
Essential for data submission and verification
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Data 101Data Requirements
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Data Requirements
Data sources
SMS (schooltool, IC, PowerSchool, etc.)
Frontline Direct
HR
Title I/III administrators
Lunch/Cafeteria
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Data Requirements
Data Warehouse Flow
SMS
Level 0
L1WNYRIC
L2L2RPT
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Data Requirements
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Data Requirements - FRPL
Child Nutrition Memo:
http://www.cn.nysed.gov/content/new-state-wide-direct-certification-matching-process-and-mandatory-reporting-snapmedicaid
Can pull 2018-2019 data based on 2017-2018 SY enrollments
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Data Requirements – FRPLCommunity Eligibility Provision (CEP)
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
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Level 0
SecurityL0 Security Officers
Permissions
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Level 0 Security
Student Security
Staff Security
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Level 0 Security - Passwords
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.
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Level 0 Security - Passwords
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Level 0 Security
Full rights Staff Only
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Level 0
Pronounced “Level Zero”
Current year is set to “2019-06-30”
Cannot edit or submit previous school years data
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Level 0 – Demographic
Guidance Counselor
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• Must be in Staff
Snapshot
• If no Staff Snapshot
records, will be
purged during
import
Level 0 – Demographic
Changes
Homeless Indicator (moved to PS)
Optional/Local Use only
• Demographic
• If “Yes”, PS 8262 must exist
• Primary Nighttime Residence MOVED
• New PS 8262
• Includes “Provider Type Code”(Primary Nighttime Residence)
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Data Changes - Homeless
Homeless indicator optional on DemographicReplaced with • PS 8262 – Homeless Student Status• Include primary Nighttime Residence
• PS 0892 - Served by Title I Part A
• Works with current 8272 – Unaccompanied Youth
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Program Service –
Homeless Student
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Level 0 Express
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Level 0 Express
Attendance Codes
Student
Staff
NYS Audit
State Education Department Oversight of Chronic Absenteeism
https://www.osc.state.ny.us/audits/allaudits/093018/17s52.htm
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Level 0 Express
Location Marking Period
• moved to normal menus
• Can view in various reports
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Other Level 0
templates
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Templates:
Special Education
SE Snapshot
SE Event
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Templates:
Other
Grade Detail
Accommodation
Day Calendar
Daily Attendance
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Part of NYS ESSA Plan
under Chronic
Absenteeism
Templates:
Course Instructor
Student Course Entry Exit
ePMF reporting
State Report Cards
See the Reporting SIRS Staff Data to NYSED.pdf on Staff website for details
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Course Instructor Assignment
All staff members reported in Staff Snapshot identified as “TEACHER” must be reported
• Each course can have multiple staff reported
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Student Class Entry Exit
All students in every course must be reported in this template
• One record per student per course
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Break Time!Please be back in 10
minutes
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Staff
TemplatesStaff Snapshot
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Level 0
Staff Snapshot
References
SIRS Manual
http://www.p12.nysed.gov/irs/sirs/
Teacher/Staff Data website http://www.p12.nysed.gov/irs/beds/PMF/
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Level 0
Staff Snapshot
Field Changes
Teach ID > Staff ID
Must be valid
Itinerant staff
reduced requirements
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Level 0 – Staff Snapshot
changes
• Hisp. Indicator/Race Code
• 2018-2019, required
• Hisp. Indicator is needed
• If “Y”, Race Code not required
• “DECLINED” will be an option for Race Code 1
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Level 0
Staff Snapshot – Itinerant Staff
Reduced requirements
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• First & Last Name
• Itinerant Status
• Status/Active Indicator
• Staff ID
• Birth Date
• Snapshot Date
• Position Title
• School Email
Level 0
Staff Snapshot
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
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Level 0
Staff SnapshotSearch box and navigation bar
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Level 0
Staff Snapshot
Deletes
Deleting any Staff record will cascade to other, related records
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Other Staff
Templates
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Level 0
Staff Assignment
Staff Attendance
Staff Evaluation
Staff Tenure
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Level 0
Staff Assignment
Staff Assignment
• Used for PMF & APPR
• http://www.p12.nysed.gov/irs/beds/PMF/home.html
• Documents for Non-Instructional Staff and Principals
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Templates:
Staff Student Course
Used for APPR
Links courses a student is taking to the teacher
ONLY for NYS assessments
3-8 & Math Regents
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Level 0 –
Staff Tenure Snapshot
Level 0Import and Export
Reports
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Level 0
Import
Use “Elect. Import” menu
In general follow on screen steps in order
Except, Select “Delete All…”
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Demo & Enroll
Demographics Enrollments
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Level 0
Import PS records
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Level 0
Import Assessment records
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DO NOT report
most regents
Other Imports
S.E. (Special Education)
Frontline Direct
Staff/Student/Course
Only assessment group records
Only Evaluation related
Staff Snapshot
for all staff
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L1-Data Prep
aka: “Export”
Demographics Program Service
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Import errors:
Demographic
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ReportingVerification
Errors
Reasonableness
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Reports – Level 0
General
Default: Dist. Import Errors
Dist. School Summary
Log reports
Verification
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Reports
Template specific
Entry/Exit
Program Service
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Reports
Dashboard Reports
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Reports:
Information
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Level 0
Export
Use the “L1-Data Prep” menu
Follow steps from top down
Use flow chart as a guide
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Error discovery
and resolutionLevel 0 and beyond
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Level 0
Level 0 and beyond
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Validation Errors
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
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No Enrollment Reports
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“No Enrollment” Reports
Level 1/Dataview
Verification and eDM
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https://dataview.wnyric.org(http://www.monroe2boces.org/WNYRICLevel1Report.aspx for direct links)
eDML1C - WNYRIC (Level 1) ReportsL2RPT - L2RPT Primary Site
Training videos:• https://ensemble.monroe2boces.org/Watch/level1new
menuicons• https://ensemble.monroe2boces.org/Watch/navigationti
psinlevel1
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Dataview
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Dataview
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Dataview
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COGNOS update
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Dataview
The following reports are useful for data verification in general:
• Data Quality Report Card
• Student Inquiry Report by Local ID
• L1C/LVL2 Error Report
• Program Participation Report
• Tested/Not Tested Report
• Mismatched NYSSIS IDs with Same Local ID
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Dataview
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Dataview - eDM
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Dataview - eDM
(breadcrumb)
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Dataview - eDM
Data 101Calendar
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Level 0
Data Submission schedule
Monthly update suggested
Monthly schedule sent out
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General Calendar/Timeline
2018-2019
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Start 2019 SY Data Collection
2017-2018 Staff Evaluation Due
Demographic, Enroll, Program Services, etc. (updated monthly)
LMP, Course, Staff Snapshot, Staff/Student/Course (used for ePMF) Staff/Student/Course for start of evaluation process
Preprinting for January Regents Preprinting for June Regents
January Regents Administration Regents Administration
Scanning January Regents Scanning June Regents
Preprinting for ELA, & Math
Preprinting for NYSESLAT
NYSAA PS records (0220 and Disability codes) Process NYSAA
NYSESLAT Speaking
NYSESLAT Listening, Reading, Writing
Process NYSESLAT
Preprint 4th & 8th Science
Science 4&8 Administration
Process 4th & 8th Science
Nextera data for CBT 3-8 ELA Administration
Process ELA
3-8 Math Administration
Process Math
2019 SY Certification
Due
BEDS Day (Oct. 3) BEDS Day data, initial SED pull BEDS Day data for State Aid calculations
PD Reporting Verification BEDS Certification TSDL and Staff Evaluation data
ELL/LEP Data Pull for NYSESLAT (SED)
Sept Oct No Dec Jan Feb Mar Apr May Jun Jul Aug
Feedback
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(all phone numbers start with 349-####)SIRS & Level 0
Daron Lowell - [email protected] – x9064Laurie Hazard - [email protected] – x9051
3-8 Assessments & CBTMari-Ellen Maloney - [email protected] - 9025
RegentsBrenda Fagan – [email protected] – x9022
MAARS websitehttp://bocesmaars.org/
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MAARS Contacts