district data coordinator training

DISTRICT DATA COORDINATOR TRAINING

ReportsDecember 6th, 2019

11 Linden Park

AGENDA

• Level 0

• Level 1 - Data Quality Report Card

• Level 1 - Lookups and Navigation

• Level 1 - Tested/Not Tested

• Level 1 - Instructional Reports

• L2RPT - PS & PK

• L2RPT - Other

• L2RPT - UIAS

• January Regents

• Pupils with Disability Reporting

District Data Coordinators Training #2 - Reports 2

LEVEL 0

V e r i f i c a t i o n a n d I n f o r m a t i o n

3District Data Coordinators Training #2 - Reports

INFORMATION REPORTS

• Non fatal warnings


STUDENT DAILY ATTENDANCE


LEVEL 1


LEVEL 1 – DATA QUALITY REPORT CARD

• Team Content > 1.0 Verification Reports > 0.1 Data Quality Report Card

Informational

No Errors

Errors


SUBSCRIBE TO A REPORT

• Run the report with all of the prompt values you for your subscription

• Click on the three dots and choose Subscribe


LEVEL 1 – L1C/LVL2 ERRORS

• Team Content > 1.0 Verification Reports > 0.4 L1C/LVL2 Errors


LEVEL 1 – L1C/LVL2 ERRORS

• Level 0 Data Validation Rules: http://www.p12.nysed.gov/irs/vendors/


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

LEVEL 1 - BOOKMARK/FAVORITES

• Any report can be “pinned” to the home screen


LEVEL 1 - STUDENT LOOKUPSLOCAL ID

• Team content > 1.0 Verification Reports > 0.2 Student Inquiry Report by Local ID - Multiple Years


https://dataview.wnyric.org/ibmcognos/bi/?perspective=authoring&id=i3B400EC0CE92454C8A0A2B9CB615363A&isViewer=false&isNewFromModule=false&isNewFromPackage=false&isNewDataSetFromModule=false&isNewDataSetFromPackage=false&isTemplate=false&isDataset=false&UIProfile=Titan&cmProperties%5bid%5d=i3B400EC0CE92454C8A0A2B9CB615363A&rsFinalRunOptions%5bformat%5d=HTML&rsFinalRunOptions%5ba11y%5d=false&rsFinalRunOptions%5bbidi%5d=true&rsFinalRunOptions%5brunInAdvancedViewer%5d=true&rsFinalRunOptions%5bDownload%5d=false&rsFinalRunOptions%5bprompt%5d=true&rsFinalRunOptions%5bisApplication%5d=false

LEVEL 1 - STUDENT LOOKUPSLOCAL ID

• 0.2 Student Inquiry Report by Local ID - Multiple Years > Details


https://dataview.wnyric.org/ibmcognos/bi/?perspective=authoring&id=i3B400EC0CE92454C8A0A2B9CB615363A&isViewer=false&isNewFromModule=false&isNewFromPackage=false&isNewDataSetFromModule=false&isNewDataSetFromPackage=false&isTemplate=false&isDataset=false&UIProfile=Titan&cmProperties%5bid%5d=i3B400EC0CE92454C8A0A2B9CB615363A&rsFinalRunOptions%5bformat%5d=HTML&rsFinalRunOptions%5ba11y%5d=false&rsFinalRunOptions%5bbidi%5d=true&rsFinalRunOptions%5brunInAdvancedViewer%5d=true&rsFinalRunOptions%5bDownload%5d=false&rsFinalRunOptions%5bprompt%5d=true&rsFinalRunOptions%5bisApplication%5d=false

LEVEL 1 - STUDENT LOOKUPSNYSSIS ID’S

• Team content > 1.0 Verification Reports > 1.0 Student and Enrollment > Student Enrollment History by State ID (NYSSIS)


LEVEL 1 - NYSSIS ID’S

• Team content > 1.0 Verification Reports > 1.0 Student and Enrollment > Mismatched NYSSIS IDs with Same Local ID

• Work with the RIC (Daron) to correct/merge if needed


TESTED / NOT TESTED REPORT – LEVEL 1

• Review hand-out …

“WNYRIC (Level 1) Tested/Not Tested Report – Quick Directions”


TESTED / NOT TESTED REPORT – LEVEL 2• Review hand-out …

“WNYRIC (Level 2) Tested/Not Tested Report – Quick Directions”


TESTED / NOT TESTED REPORTS

TNT REPORTS … IN REVIEW…

• Level 1 TNT: has a helpful Excel down-load option you can work with.

Download, Share and Review with your schools! ...




Review the following TNT report information with your schools …

• Absent For Entire Test: Did student(s) complete test during make-ups, was student truly absent, not enrolled?... etc.

• Missing Snapshot: you may want to contact Daron Lowell to follow up on these…

• Missing Assessment: student not enrolled at time of test, answer sheet left in test booklet, did not report a reason not tested?... etc.

• Refused to take Test: NYSED is collecting all assessment refusals. Make sure the count of refusals is accurate.


TESTED / NOT TESTED REPORTSTNT REPORTS … IN REVIEW…


• Medically Excused: Make sure there is a doctor’s note on file in the school’s office. Make sure the student had not made the test up during the assessment make-up period (a.k.a. … missing assessment).

• Administrative Error: This is a 2 step process. A letter from the school MUST also be sent to NYSED (Refer: SAMs Manual (School Administers Manual)).

• No Assessment: Was the student not enrolled at time of test? Is there an assessment missing (left in test booklet)… was there a reason not tested?

• AETI & Incomplete: these are computer based testing (CBT) reason not tested situations that are applied by NYSED and could occur if there were vendor technical issues during testing. These students listed in these columns had their assessment “quarantined” while NYSED and testing vendor (Questar) attempt to recover the student’s test. Make sure the schools are aware.





*** Make sure all of your enrollment & demographic records are accurate… including exit enrollments, new enrollments, program service… before, during and after testing!


LEVEL 1 - INSTRUCTIONAL REPORTS

3 Main Questions:

1. How did we compare to others?

2. How did all of our students answer questions?

3. How did specific individual students do?


HOW DID WE COMPARE TO OTHERS?

Gap Reports

Gap Analysis

When we compare our students to this other group of students, did we do better than the rest (positive gap) or did we not do as well as the rest (negative gap)?


WHAT DO THE GAPS MEAN?

Gap to the Region:

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Our region includes over 500 public school districts, private, and charter schools across New York State. This includes the City of Rochester and the City of Buffalo school districts. District Data Coordinators Training #2 - Reports

GAP TO BOCES

If you are one of the public school districts listed below, you are compared to the Monroe 2/Orleans BOCES districts:

• Brockport• Churchville-Chili• Greece• Gates-Chili• Hilton• Holley• Kendall• Spencerport• Wheatland-Chili


MONROE ONE BOCES INCLUDES:

If you are one of the public school districts listed below, you are compared to the Monroe One BOCES districts:

Brighton

East Irondequoit

East Rochester

Fairport

Honeoye Falls-Lima

Penfield

Pittsford

Rush-Henrietta

Webster

West Irondequoit

Does not include RCSD, but does include the Charter Schools


WHAT DO THE GAPS MEAN?

• Gap to the RIC: All 19 districts in Monroe One and 2, charter schools, non-public schools. (Rochester City School District is not included)

• Gap to the District: The entire district or charter school. This would include all students from your home district who are at another location.

• Gap to the Location: Each building in your district at the same level; students who attend different schools (Monroe One or 2; Rochester School of the Deaf; homeschooled students, etc.)


INSIDE THE INSTRUCTIONAL REPORTS FOLDER


INSIDE THE 2.1 ASSESSMENT PERFORMANCE FOLDER


INSIDE THE 2.3 COMMON DATA VIEWS

(ELA & MATH 3-8) FOLDER

• 5 basic reports

• 3 of them come in 4 different varieties• By District

• By Location

• By Teacher

• By Course-Section

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1

2

3

4


INSIDE THE 2.4 COMMON DATA VIEW (REGENTS) FOLDER


INSIDE THE 2.2 ITEM ANALYSIS REPORTS (WNYRIC ONLY)


INSIDE THE ELEMENTARY & MIDDLE ELA & MATH ITEM

RESPONSE & ANALYSIS REPORTS FOLDER

• Lots of Reports

• Some reports come in different varieties• By District

• By Location

• Teacher

• Course Section

37

= some favorites

District Data Coordinators Training #2 - Reports

SCAVENGER HUNT

1. Log into Level 1

2. Find Common Data Views• Choose Common View #2 or #3 District or Location• Choose Teacher or Course Section for the same report

3. Find the Performance Report with Gap Analysis• WNYRIC report• Only available for 3-8 ELA and Math

4. Find the Individual Strengths and Weaknesses Report

5. Find the Regents Distribution with Gap Analysis• WNYRIC report• Run report as a PDF

6. Find the Performance Level Summary by Subgroup Report

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Work at your own

pace.

Tasks gradually

increase

in difficulty.

You can do it!

District Data Coordinators Training #2 - Reports

L2RPT


L2RPT– SIRS-401 REASONABLENESS

• Team Content > L2RPT Reports – SEDDAS > Reasonableness > SIRS-401

• “Red Flag” Report used to identify significant changes in data from year to year

• Multiple categories

• Sample showing Programs


L2RPT– BEDS

• Team Content > L2RPT Reports – SEDDAS > BEDS

• Use these reports to verify all student BEDS data

• Difference between XXX and XXX.1 Reports• SIRS-312 shows most recent data

• SIRS-312.1 shows the data on the chosen snapshot date

• We recommend reviewing the SIRS reports that show the most recent data


SIRS-312BEDS DAY ENROLLMENT VERIFICATION FOR STATE AID

• Shows student counts for State Aid calculations

• Majority of state aid is reserved for students based on where they are enrolled, however textbook and transportation is based on the student’s District of Residence

• Two Categories1. Resident students who are enrolled outside the district2. Non-resident students who are enrolled in the district

• Includes students placed in• Correctional facilities for whom the district is providing education services• Approved AHSEP programs• BOCES• Other public school districts• Special Act schools• Homebound/home tutored• NYS School for Blind at Batavia or NYS School for Deaf in Rome• Urban-Suburban Transfer Program

• Does not include students parentally placed in private schools


SIRS-313REPORT BY LOCATION OF ENROLLMENT AND STUDENT SUBGROUP

• Shows student counts by grade for All Students and subgroups

• This is the official BEDS grade-by-grade enrollment for the district for grades PreK-12 and ungraded

• Does not include:• Preschool students (PS)

• AHSEP (GD)

• Homebound (location code ending in “0777”)

• Homeschooled (location code ending in “0888”

• Out-of-district placement students


SIRS-314REPORT BY DISTRICT OF RESIDENCE

• Shows student counts by grade and by District of Residence

• This is the official BEDS grade-by-grade enrollment for the district for grades PreK-12 and ungraded


PRESCHOOL VS PRE-K

• Preschool• Children referred to CPSE for Sp. Ed. Determination (enrolled with 4034)

• Students receiving Preschool Sp. Ed. Services (CPSE) (enrolled with 0011 and location is service provider)

• Grade level “PRES”

• Pre-K• Students enrolled in a prekindergarten program operated by or under contract

with school district

• Universal Pre-Kindergarten (UPK)

• Other Pre-Kindergarten (CBO)


SIRS-316REPORT FOR DISTRICT PRE-K

• Shows student counts for Pre-K • Half day vs full day• UPK vs Other Pre-K

• Used to calculate UPK grant funding• Program description

• UPK funded students in district operated classrooms

• UPK funded students in community operated classrooms

• Pre-K Students NOT funded by UPK Money

• UPK students who are not residents of this district and for whom tuition is or could be charged

• Need to have UPK program service for BEDS Pre-K!


THE Q’S OF PRE-K REPORTING

1. Is it a full day or half day program?

1. Where does the funding for the placement come from?• Is the placement funded by the Allocational Universal Pre-K (UPK) grant in any way?

2. Who is operating the program?• Is it district operated or operated by another eligible agency under contract with the district

(for example Community Based Organization, BOCES, Head Start, or Day Care)?

3. Is the student General Ed or Special Ed?• Special Education students will also have a 5786- “Preschool Student with a Disability”

Program Service code.


SIRS-319BEDS DAY ENROLLMENT IN PUBLIC AND CHARTER SCHOOLS BY RESIDENT DISTRICT

• Shows resident student counts by grade and by pubic or charter school.

• This report is an informational report for districts since charter and non resident student enrollment have financial implications for district student aid distribution

• If you see a student in this report who does NOT live in your district, you need to contact the school with reporting responsibility


SIRS-323FREE AND REDUCED PRICED LUNCH ELIGIBLE STUDENTS

• For Districts: Shows student counts by Pre-K, K-6, and 7-12 of students eligible for Free Lunch or Reduced Price Lunch .

• For Charters: This report is informational only as Charters report this data through BEDS Online.

• Used for State Aid calculations and Federal reporting

• Need to have FRPL program service for SIRS-323


SIRS-327FREE AND REDUCED PRICED LUNCH ELIGIBILITY TYPES

• For Districts: Shows student counts by Eligibility Types• Application

• Carryover (may be used up to 30 days into new school year)

• DCMP (SNAP & Medicaid Eligible)

• FDPIR (Food Distribution on Indian Reservations

• FOSTER

• HSTART (Head Start/Even Start program)

• HOMELESS (identified by homeless liaison)

• MIGRANT (identified by Migrant Outreach Coordinator)

• RUNAWAY (per Runaway and Homeless Youth Act)50District Data Coordinators Training #2 - Reports

ACCOUNTABILITYWHAT THE MIP?

• Team Content > Accountability > SIRS-105 – 113

• Academic Progress for ELA and Math• HS: SIRS-105 Estimated Performance Index

• Elementary/Middle: SIRS-106 Estimated Weighted Average Index

• Grad Rate• SIRS-105 Estimated Graduation Rate

• Chronic Absenteeism• SIRS-107 Percentage of Students Chronically Absent

• College, Career, and Civic Readiness• CCCR Index


ACCOUNTABILITYWHAT THE MIP?

• Team Content > Accountability > SIRS-105 – 113

ESSA Indicator SIRS Report Measure

Academic Progress HS 105 Estimated Performance Index

Academic Progress EM 106 Estimated Weighted Average Index

Graduation Rate 105 Estimated Graduation Rate

Chronic Absenteeism 107 Percentage of Students Chronically Absent

College, Career, and Civic Readiness 108 CCCR Index

Student Growth 112 Combined – Growth Level

English Language Proficiency 113 ELP Level


L2RPT -UIAS/NYSSIS


NYSSIS

• = NYS Student Identification System

• Provides unique statewide identification numbers to all students participating in the Pre-Kindergarten - 12th grade SIRS

• Links all student data together• NYSSIS links a students records across districts (LEA’s)

• Each NYSSIS ID must be unique to the student


NYSSIS• Primary Fields

1. First Name, Last Name and Date of Birth2. Local Student ID 3. Guardian Name 1’s last name and Guardian Name 2’s last name4. Zip Code5. Phone Number


UIAS(UNIQUE

IDENTIFIER AUDIT SYSTEM)

V e r i f i c a t i o n a n d I n f o r m a t i o n

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L2RPT - UIAS

• L2RPT Reports – SEDDAS > UIAS > UIAS (Unique Identifier Audit System) Summary Report


L2RPT - UIAS

• L2RPT report guide• SIRS-701 – UIAS (Unique Identifier Audit Summary)

• “The intent of the UIAS SIRS-701 report is to help Local Education Agencies (LEAs) promote data quality and integrity … and the UIAS SIRS-701 report then displays potential “business rule” violations.”

• Four Categories1. Disappearing Students (DS)

2. False Dropouts (FD)

3. False Transfers (FT)

4. Simultaneous Enrollments (SE)


http://www.p12.nysed.gov/irs/level2reports/documents/SIRS-701_UIAS-ReportGuide.pdf

L2RPT – UIASUSE CASE SPECIFICATIONS

Use Case Specifications

• Disappearing Students (DS): • Students expected to be continuously enrolled in a given location … but with no

re-enrollment in that location in the new school year (SY);

• False Dropouts (FD): • Students exited as dropouts but who may have subsequently re-enrolled

• False Transfers (FT): • Students who were coded as having transferred to a new location but appear not

to have re-enrolled

• Simultaneous Enrollments (SE): • Students who appear to be inappropriately enrolled in multiple locations.


L2RPT – UIASRESOLUTIONS

•Disappearing Students• Need a new enrollment

• May need to update Historical

•False Dropouts• The dropout code be replaced with a more appropriate exit code;

•False Transfers• Update exit to an appropriate exit code

•Simultaneous Enrollments• Correct enrollments• May need to work with the other LEA


L2RPT – UIASEXAMPLES

• False Transfers• FT.###

• The ### is the subcase

• May stand for the enroll code

• FT.170, students had final exit of 170, but no new start enroll



•Disappearing Students• DS.##

• The ## is the subcase

• DS.01, students had no exit, but started in a different school in new SY


• Student was excepted to return

• Started someplace else

• First school needs to end enrollment


•Simultaneous Enrollments• SE.###


• SE.01, within same school

• SE.02, enrolled in separate schools



• False Dropouts• FD.##


• District can use this report to exit the student in Historical• Provides documentation


PD REPORTING


JANUARY 2020 REGENTS

MAARS Website:

http://www.monroe2boces.org/January2020.aspx


http://www.monroe2boces.org/January2020.aspx

WRAP UP


DDC TRAINING #3PROGRAM SERVICE DEEPDIVE

E T A F e b r u a r y 1 2 2 0 2 0 1 : 0 0 - 3 : 0 0 P M


DDC TRAINING #4END OF YEAR PREP

D a t e T B D


• Daron Lowell x9064 [email protected]

• Laurie Hazard x9051 [email protected]

• Mari-Ellen Maloney x9025 [email protected]

• Brenda Fagan x9060 [email protected]

• Lorena Stabins x9068 [email protected]

• Kerri Baxendell x9077 [email protected]

• Cindi Clarke x9052 [email protected]

• Ryan Maier x9063 [email protected]

• Bridget Harris x9010 [email protected]

MAARS CONTACTS (ALL PHONE # START WITH 585-649-####)

mailto:[email protected]









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