DATA WAREHOUSE /

STATE REPORTING CIO MEETING

November 20, 2013

LEVEL 1 DUE DATES

December 5

August Graduates (public release)

August Regents (& RCT’s)

Pre-K and UPK Child Counts (NYSSIS ID)

January 9

Special Ed BEDS Day Snapshot (VRs 1-9)

January 13

Certification on PD Data System

January ??

4 October BEDS Day Enrollment Reports 2

LEVEL 0 August Grads and

Regents

Presented by Mary Ann Sidoti

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AUGUST GRADS- LEVEL 0

December 5: Last Date for Submission of August Diplomas and Assessments for 2008 (five-year outcomes) and 2009 (four-year outcomes) cohorts

Graduates must be reported with the correct diploma type code, post-grad activity code and corresponding reason for ending enrollment code

most will exit with 799 exit code

use new credential types not IEP Diploma for 13-14

Career Development & Occupational Studies Commencement Credential OR Skills and Achievement Commencement Credential)

Exit Code should match diploma type

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5

POST GRAD ACTIVITY

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DIPLOMA TYPE

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EXIT CODE

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AUGUST REGENTS-LEVEL 0

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AUGUST REGENTS- LEVEL 0

Dec 5: Last day to Submit

Push Student Demographic file

Push Enrollment File

Push Assessment Fact (August Regents) file

Without all three above - the Assessment Data,

including the Regents Response data, will not

go up to the State.

Reminder: Moving forward- Out of District

students taking a Regents should have pre-

printed answer sheet from their own school

district before taking regents.

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L2RPT

REPORTS FOR

AUGUST

GRADUATES AND

AUGUST REGENTS

PRESENTED BY VIVIAN TRIPI

L2RPT REPORTS

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SIRS-308 for August Graduates and

SIRS-309 for August Regents

SIRS-310 for August RCT’s

SIRS - 308

SIRS - 308

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SIRS-308

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SIRS-309

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SIRS-309

SIRS 201- TOTAL COHORT - SUMMARY &

SIRS 202 – TOTAL COHORT - ASSESSMENT

SUMMARY

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SIRS 201 REPORT

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SIRS-202

UPK DATA COLLECTIONS

PRESENTED BY

JOHN CAHILL

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UNIVERSAL PRE-K (THE SHORT DEFINITION)

Universal Pre-K Programs: Universal Pre-K

programs are Pre-K programs funded pursuant

to Section 3602-e of Education Law. These

programs are operated by the school district or

by other eligible agencies (e.g., CBO’s) under a

contractual agreement with the school district.

– SIRS Manual 9.1 p. 248 Appendix VI: Terms and Acronyms

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N.Y. EDN. LAW § 3602-E: UNIVERSAL

PREKINDERGARTEN PROGRAM (SNIPPETS)

1.c "Eligible children" shall mean resident children who

are four years of age on or before December first of the

year in which they are enrolled or who will otherwise be

first eligible to enter public school kindergarten

commencing with the following school year.

And…

10.b. "Selected aid per prekindergarten pupil" shall equal

the greater of (A) the product of five-tenths and the

school district's selected foundation aid for the current

year, or (B) the aid per prekindergarten pupil calculated

pursuant to this subdivision…. 24

PREKINDERGARTEN PROGRAM SERVICES

Category: Prekindergarten Program/ PreK

Program (L0/ SIRS verbiage)

902 – Universal PreK program - requires a supplemental

UPK setting PS code (next slide)

990 – Other PreK program – no UPK setting code required or

expected.

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PREKINDERGARTEN PROGRAM SERVICES (CONT’D)

Category: UPK/ UPK(SETTING)/ Universal

PreK Setting (Level 0/ JC/ SIRS verbiage)

1309 District-operated

1320 Day care center

1331 Head Start

1342 Family or Group Day Care

1353 Nursery School

1364 BOCES

1375 Special Ed 4410 Preschool

1386 Nonpublic School

1397 Museum

1408 Library

1419 Other

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Program Service Manual Data Input Screens

LEVEL 0 PROGRAM SERVICE REPORTS: CATEGORY BREAKDOWN

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SIRS-316 BEDS DAY ENROLLMENT VERIFICATION

REPORT FOR DISTRICT PRE-K

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SIRS-316 BEDS DAY ENROLLMENT VERIFICATION

REPORT FOR DISTRICT PRE-K (CONT’D)

“Eligibility for UPK mid-year expansion

funds will be determined using the BEDS

Day PreK enrollment counts that exist in

SIRS as of the November 30, 2012 data

refresh.”

Rather, “…December 6, 2013 data refresh.”

(Thursday December 5th submit to Level 1)

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SIRS-316 BEDS DAY ENROLLMENT VERIFICATION

REPORT FOR DISTRICT PRE-K (CONT’D)

If you see “Pre-K Students without required

Pre-K Program Code”: Students with PREKH

or PREKF grade level and no Pre-Kindergarten

Program code have been submitted to Level 2.

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PRESCHOOL/PREKINDERGARTEN/UNIVERSAL PRE-K

Preschool: children referred to the CPSE for SE

eligibility determination (4034 enroll) and students

receiving preschool SE services (0011 enroll). Both

groups use Grade Ordinal “PRES” (Grade Level: PS)

“Prekindergarten” means students who are enrolled

in a prekindergarten or universal pre-K program. Using

Grade Ordinals “PREKF” (PKF) or PREKH (PKH).

Universal Pre-K (see The Short Definition) or refer to

3602-e of Education Law (The Long Definition) or refer

to SIRS Manual 9.1 p.53

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PRESCHOOL STUDENTS IN A PRE-K PROGRAM

If preschool students with disabilities are enrolled in

Pre–K or Universal Pre–K programs, use grade level

code “PREKH” (half-day prekindergarten) or “PREKF”

(full-day prekindergarten) and the building of location

code of the Pre–K or Universal Pre–K program. In the

Primary Service Provider column of the Special

Education Snapshot template, provide the BEDS code of

the special-education service provider or the coordinating

service provider. In the disability Programs Fact record,

provide the disability code 5786 (preschool student with

a disability).

-- SIRS Manual 9.1 p.53

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PRE-K CLOSING THOUGHTS

Students in Universal Pre-K programs operated by entities

other than the school district or a BOCES must be reported

using the first eight digits of the district’s BEDS code followed

by 0666 as the building of location code, e.g., 280987030666.

Table of Reporting Responsibility for PRES & PREK Items 3,4

& 5 - p.28 SIRS Manual 9.1

Years in United States Schools (Demographics): For

immigrant students in preschool or prekindergarten, report

zero (0) years. Do not use zero for immigrant students in any

other grade level.

To ensure these likely to be new students receive NYSSIS IDs

please do not wait till the final week to submit their data.

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PD DATA SYSTEM

VR’S 1-9

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VR’S 1-9 REPORTS BASED

ON YOUR SPECIAL ED SNAPSHOT

These reports display preschool and school age students who received special ed services on BEDS Day (October 2, 2013), and for whom your district has CPSE / CSE responsibility.

VR’s 1, 4 and 6 are reports that display preschool students

VR’s 2, 3 and 5 are reports that display school-age students

VR’s 7 and 9 are service provider reports that do not require certification

Data needs to be loaded into Level 0 / Level 1 by January 9, 2014

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VR’S 1-9 CERTIFICATION

• These reports are certified as a group and not

individually.

• Verifying Zero data is required. If you do not have

any eligible students to report for that particular

report, then zero data are accurate.

• The certifications are to be provided by the PD data

system contact person. The two certification options

for the 2013-14 school year will be as follows:

1. I certify that my district’s data are complete and

accurate.

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VR’S 1-9 CERTIFICATION

2. I cannot certify that my district’s data are complete

and accurate, however I understand:

I must make any remaining changes in SIRS to

report complete and accurate data;

The PD Data System will not be refreshed to

display additional changes; and

Submission of complete and accurate data within

State established timelines is a federal compliance

requirement (IDEA, section 613(a)(7); section

618(a); 34 CFR sections 300.640 to 300.644).

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VR’S 1-9 REPORTS APPEAL PERIOD

All appeal requests should be made beginning

January 13 and are due by January 17, 2014.

Appeals will not be granted on the sole basis of the

failure of a district or educational program to

submit complete or accurate data to Level 2 of the

SIRS by the State’s established due date.

Appeals may be granted if a district or educational

program can prove to the satisfaction of NYSED that 1)

though correct data were submitted to Level 2 of SIRS by

the NYSED due date, the final data in the PD data

system reports do not reflect those data. 43

VR’S 1-9 APPEALS PROCESS

Notify IRS Special Education by phone at 518-486-4678

or by email at dataquest@mail.nysed.gov immediately

after January 13, 2014

Click certification option 2 (stated above) in the PD data

system;

The appeals template link will appear in place of the

certification buttons after certifying inaccurate data.

Complete an “appeals template” to explain reason for the

appeal and document the data system issue.

Corrected data needs to be loaded by January 23, 2014

Review your data in the PD data system on January 27,

2014 and provide your certification of accurate data. 44

VR’S 1-9 REPORTS

RESOURCES

• Description of reports and business rules for

inclusion:

http://www.p12.nysed.gov/sedcar/forms/instruc

tions/instructions1213.html#vr1

• Schedule of submission/resubmission and

Certification Due Dates:

http://www.p12.nysed.gov/sedcar/data.htm

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NYSED UPDATES

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ENGAGENY PORTAL UPDATES

The grace period for selecting a dashboard ended on

Friday, November 15.

The EngageNY help desk has been reaching out to

districts who hadn’t made their selection by 10/31, and

approximately 25% of those districts have made their

selection using a paper form.

After 11/15, some districts will still be able to opt in to

the portal, but may not necessarily get the dashboard of

their choice.

Tentative schedule for going live is late winter. Parent /

student access coming later in the spring.

Send any questions to: portal-help@engageny.org 49

ENGAGENY PORTAL UPDATES

http://www.engageny.org/portal

Data Privacy and Security Memo updated 10/24/13

EngageNY Portal Fact Sheet updated 11/3/13

Updated Data Dictionary updated 11/3/13

EngageNY Portal FAQ updated 10/30/13

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ENGAGENY PORTAL FACT SHEET

Other uses of the Portal include:

early identification of students who

may be at risk of not graduating from

high school based on indicators that

combine academic, attendance, and

behavioral data and

the ability for students and parents to

send high school transcripts to SUNY

and CUNY institutions upon

application to these higher education

programs. 51

ENGAGENY PORTAL FACT SHEET

There is no requirement or expectation that districts or

charter schools continue to use the EngageNY Portal

after RTTT funding ends.

If a district ends its RTTT participation, the district

must close all open RTTT projects and return

unexpended RTTT funds. Districts that withdraw from

RTTT are no longer required to pick a dashboard or

distribute a secure PIN for account creation purposes.

A school district’s data will be included in the statewide

data set provided to inBloom, regardless of whether the

district continues to participate in RTTT. However, a

data dashboard vendor will display those data to local

stakeholders only if authorized to do so by a school

district. 52

BEDS DAY ENROLLMENT REPORTS

• We have not yet received a date for the BEDS

Day enrollment data pull, but it could be as early

as January 9.

• The January snapshot will be transmitted to

State Aid Unit for projections. Although this

January projection is considered as

“preliminary”, it still can be made public.

• This will be replaced with the April snapshot.

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Verifying, Certifying and Confirming

“All Students” vs “Subgroups”

All Students

In January, districts will Verify and Certify the “All Students” line on the reports.

In April, districts will have an opportunity to make changes to those counts and will Confirm that any changes were both intended and correct.

Subgroup Data

In January, districts are expected to review the subgroups for accuracy and completeness, even though subgroup data will remain open to update throughout the end of the school year.

In April, districts will verify the accuracy and completeness of subgroup data up until that point in time.

Certification of Subgroup data will take place at the end of of the school year.

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4 L2RPT BEDS DAY ENROLLMENT REPORTS

1. SIRS-312 Verification Report of

Supplemental Counts for State Aid

2. SIRS-313 Verification Report by

Location of Enrollment and

Student Subgroup

3. SIRS-314 Verification Report by

District of Residence

4. SIRS-316 Verification Report for

District Pre-K

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2014-15 TRANSITION OF BEDS PMF TO SIRS

The current collection of the PMF Personnel

Master File (green forms) uses bubble sheets.

Filling out and checking these bubble sheets

requires a lot of resources

Staff Student Course is already in SIRS

Transition away from BEDS Teaching

assignment codes to Course Codes

Many fields are not yet collected in SIRS

(years of experience, salary, highest degree

earned etc.) Think about how this

information will get into Level 0.

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THANKSGIVING WEEK LOAD SCHEDULE: WED. NOV. 27 @

2:30PM

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Comprehensive Course Catalog

http://www.p12.nysed.gov/irs/courseCatalog/home.ht

ml

ESEA Waiver

http://www.p12.nysed.gov/accountability/Webinars.h

tml

NYSED Information and Reporting Service web page: http://www.p12.nysed.gov/irs/ NYSED Data Reporting: http://www.p12.nysed.gov/irs/data_reporting.html

SED RESOURCES

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NASSAU BOCES WEBSITE SHORTCUTS

1. http://www.nassauboces.org/statereporting

2. http://www.nassauboces.org/testscoring

3. http://www.nassauboces.org/idw

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NASSAU BOCES DW CONTACTS

Phil DeGrazia: 832-2815

pdegrazia@nasboces.org

John Cahill: 832-2860

jcahill@nasboces.org

Vivian Tripi: 832-2794

vtripi@nasboces.org

Mary Ann Sidoti: 832-2739

msidoti@nasboces.org

Margarita Pieri: 608-6673

mpieri@nasboces.org

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