NSSRS 101Nebraska Student Staff Record System

Nebraska Department of Education

Outline

• What’s in it for you• Collaboration, Communication and Teamwork• Data Management, Security and Leadership• Getting the Data in…Validating the Data• Where Does the Data Go• Support

The Stakes are HIGH

• Funding

- State and Federal - Program $$$

- SpEd, Title, Perkins, Early Childhood

• Accreditation

- Meeting Rule 10 or Rule 14

What’s In It For You?

• Curriculum Leadership

- Staff

- Qualified Teacher/Certification

- Students

- PLAS/Assessment/AYP

What’s In It For You?

• Morale and Media- Published Data

- State of the Schools Report- AYP- NePAS

• Services Provided

• Community Development

Collaboration

Communication

Teamwork

301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska

It’s the Way Education Does Business• Whose Data is It?

– The District Owns the Data• Whose Job is It?

– Data Quality is Everyone’s Job• What are the attributes of good Data?

– Timely– Scheduled – Accurate– Secured and Confidential

Quality Data

Culture

Factors Affecting a

Quality Data Culture

Roles in a Quality Data

Culture

Components of a Quality

Data Culture

Importance of a Quality

Data Culture

Quality Data Culture Concept Map

Quality Data

Culture

Factors Affecting a

Quality Data Culture

Roles in a Quality

Data Culture

Components of a Quality

Data Culture

Importance of a Quality

Data Culture

Accuracy

Security

Utility

Timeliness

Policies and Regulations

Standards and

Guidelines Training and Professional Development

Timelines and Calendars

Technology

Hardware

Software

Network

Data Entry Environment

Data Steward

Superintendent

Board Member

Principal

Teacher

Office Staff

Technology Support

Staff

More Effective Decision-Making

Program Funding

Achieving AYP

Other

Quality Data Culture Concept Map (expanded)

The simplicity of this map is it comes down to one of three things:

1. People

2. Process

3. Resources

Data Concept Map

PROACTIVE MEASURES VALUE-ADD ACTIVITYROLE-MODELING

Data Quality Cultures Take Leadership

Safety in Numbers - Create a Team• Members of Team

– Standing Team (Leadership, including Data Steward)– Full Team (includes all contributing data owners)

• Regular Time(s) to Meet and Communicate• Appropriate levels of Access:

– SIS – Portal

• Team Review of Data– Pre Submission Audit of data – Post Submission Audit of data (Validation/Verification) –

before Collection Approval

District Organization Example

District Team Organization Example using the NSSRS Calendar

• Office Staff• Parent/Guardian and Students• Teachers• ELL Director• SPED Director• Guidance Counselor• Gifted Coordinator• Food Program Coordinator• Superintendent• Building Principals• Federal Programs (Title Programs)• Curriculum Director• Assessment Coordinator• Early Childhood Director• Technology Staff• Consolidated Data Collections (CDC) Steward• Human Resources• Business Manager• Other

It Takes a Team…

Data Management

Security

and Leadership

301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska

District Admin Responsibility

• District Admin Login/password• District Admin Tab• Keeper of the Activation Codes for all

collections• Select and Assign Appropriate Roles Activation

Codes• Select and Assign Appropriate Modifier(s)

NSSRS Validation Security Options

• Roles– Predefined set of data access– Differentiated between student and staff

• Modifier– Provides additional data views via:

• Student Lookups• Verification Reports

If your role is: You will get access to: Potential Individual Modifiers:

Student Data Steward

o All Student Error information except Free & Reduced Lunch

o All Student Verification Reports except Free & Reduced Lunch

o All Toolso Assessment datao Special Education data

o Free & Reduced Lunch Program

Basic Student o All Student Error information except Free & Reduced Lunch, Special Education and Assessment

o All Student Verification Reports except Free & Reduced Lunch, Special Education and Assessment

o Enrollment Lookup by IDo Expected Graduation Year Lookupo Programs Facto Student Summary Attendance

o Free & Reduced Lunch Program

o Special Education Programo Assessment Programo Reprocess Errorso Student Demographicso Graduation Cohort Analysis

Toolo Student Lookup by ID

Staff DataSteward

o All Staff Error informationo All Staff Verification Reportso Reprocess Errors Tool

Basic Staff o All Staff Error informationo All Staff Verification Reports

o Reprocess Errors Tool

Safeguard Sensitive Data to Guarantee Privacy and Confidentiality

“A data handler does not have the right to

look at her neighbor’s child’s grades simply

because she has access privileges to student

information.”

“Legitimate Educational Interests”

Sensitive Data

• Special Education

• ELL

• Free/Reduced Lunch

https://portal.education.ne.gov

The Process

Getting Data In

Validation

Approval

301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska

NSSRS Calendar

CDC Calendar

Change Management

• SIS is the Mother – SIS Updates and Patches– SIS Corrections – Clean Source

• Updates and Corrections– Expected: Changes in Student & Staff Populations – Extraordinary: Student Grades – Delivery Model

- Course Codes• Supporting Policy and Procedure

– Is it Current?– Authenticating Documentation– Intake Process – Make or Break!!

…takes Leadership

• Every student must have a unique ID number

• Two ways to enter information into Student Uniq ID to Assign NDE ID’s–– Upload a Batch File - Upload all of your students

in one file.– Enter Individual – Enter individual students one at

a time.

Student Uniq-ID

Student Uniq-ID

Student Uniq-ID

• Two options to upload a batch fileBasic Advanced

Header Record and Trailer Record are required for the Basic upload on.

Example Header: TH 04/12/2013 12:15:00 12345 delimited=0X2C

Example Trailer: TT 12345 25165

No Header Record and Trailer Record are required for Advanced upload.

Detail Record is required for Basic and Advanced upload. Detail Record =16 fields

Detail Record is required for Basic and Advanced upload. Detail Record =16 fields

Student Uniq-ID - Validating the Data

File Upload Failed Message

Student Unique-ID – Fix Data Errors

After clicking on “Fix Errors”, the next screen will display a list of students that have errors that need to be fixed. Click on the “Edit” button to choose the record to review to make the necessary corrections.

The application will notify you of the data errors by displaying a message directly below the field.

Student Unique-ID – Fix Data ErrorsUpdate the information on the screen and then click on “Update Student Records”.

After all validation errors are addressed, either by fixing or canceling the student record, the screen below displays NDE Student ID assignment can now be started. Click on “Assign State ID”.

If the applications does not find any Near Matches, the Status for the batch will be “ID Assigned” and the Next Action will be “Download State ID”.

Student Unique-ID – Resolve Near MatchesIf the system finds students included in your file that match records already in the database, the system displays a message that you have ‘Near Matches/Duplicates Found”. Click on the “Resolve Near Matches”.

Student Unique-ID – Resolve Near MatchesAll fields in which the information differs between the two students are highlighted in yellow.

Student Uniq-ID – Enter Individual Student

All red starred fields must be entered. The “Clear’ button will remove all values from the fields. After entering the student’s information, users can click ‘Assign State ID”.

Ensure That Quality Data is Submitted

• Work with the Data Steward and others submitting the data to complete a validation process

• Make sure data is complete and accurate• Not only can inaccurate data cost you money

but it can also lead to poor instructional decisions

• Poor data will lead you to false conclusions

Multiple Detailed and Multiple Aggregate Reports Available for Data Quality Validation & Verification

Validation

Static Reports Allow you to…

• Verify student counts by groups, grade, gender, ethnicity, etc.

• Check staff reported for accurate demographic information, endorsement status, multiple assignments etc.

• Review the accuracy and completeness student grade reports

• Monitor the status of your graduation cohort four years in advance

• Verify special education counts• Check your ADA/ADM for state aid purposes

Dynamic Look Up Tools

• Search for students by name and examine demographic characteristics

• Identify, by name, special education services being delivered

• If you find extra or missing students on verification reports you can search by specific student names for groups in which they are included

• Create files that can be matched to assessment data files and files from other sources allowing student level data analysis

Membership and Attendance

Membership By Grade, Race and Gender

1125

STUDENT

GROUP

COUNTS

Student Summary Attendance

Validation/Verifications need to talk to CDC

Data Collections Tab

• CDC • Request to Submit Data Late or Make Data Changes **NEW**• Graduation Cohort Resolution Request• Elementary Class Size• Days in Session and Instructional Program Hours

…and many more• Preview: SOSR• Data Reporting System (DRS)

…and many more

Consolidated Data Collection

Gotchas!Summer Exiters (after June 30)Dropouts (202)Completers (203, 204, 208)

◦ Cohort RamificationsCollisions with CDC

◦ Days in Sessions◦ Norm Referenced Assessment◦ Range of Grades (PK by ESU)

(Warning: List is not a complete list…)

Collection Approval

• Purpose: Superintendent’s (District Admin) Digital Signature

• Signifies Approval of Data for State and Federal Use

• Locks Data (*)• Done at the completion of Validation and

Verification Activities• Found within “Data Manager”(*) Can be unlocked prior to close of data collection

Collection Approval

Due Dates

 AUDIT WINDOW CLOSE DATE: The Audit Window allows District and NDE staff to review the submitted data and make necessary adjustments. Districts must ensure final approval occurs during the Audit Window.CDC – Collections must be approved locally on or before the Audit Window Close DateNSSRS – Collections must be approved locally on or before the Audit Window Close Date. After the Audit Window Closes the data becomes available for official reports and calculations.

DUE DATE: A date when data must be submitted. CDC – Collections need to be Submitted and ApprovedNSSRS – All required templates must be submitted during the collection window

Make Changes

• Need to make changes BEFORE the Audit Window Close Date and you have already approved?Contact the NDE Helpdesk at 888-285-0556 or nde.helpdesk@nebraska.gov

• Need to make changes AFTER the Audit Window Close Date?Requests to change data, after the Audit Window Close Date, require submission of “Request to Submit Data Late or Make Data Changes” available within the Consolidated Data Collection.

Master Calendar

NSSRS & CDC Calendars

Where does the data Go?

301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska

Federal Programshttp://www.education.ne.gov/federalprograms/

State Aid

http://www.education.ne.gov/FOS/Index.html

State of the Schools Report (SOSR)

http://reportcard.education.ne.gov

Reports approximately 70 data points for performance comparison

Includes both State and Federal reportable data Includes Teacher and Student populations Can be previewed well in advance of publication – Preview: SOSR found in Portal under Data Collections Tab – 24 hours after filing

data in NSSRS

Nebraska Performance Accountability System (NePAS)

Support for Data QualityInstructions and Program Linkso http://www.education.ne.gov/nssrs

◦ Template Instructions for data requirements by field◦ “Who Reports What” ◦ Guidance documents◦ Course Codes and Clearing Endorsements Document

NDE Submissionso https://portal.education.ne.gov

Support for Data Quality

NDE Research Analysts:

◦ Ben Baumfalk…402.471.3697◦ ESUs 1, 2, 3, 7, 18 & 19

◦ Matt Heusman…402.471.3696◦ ESUs 4, 5, 6, & 9

◦ Rachael LaBounty…308.631.5117◦ ESUs 13, 15, 16 & 17

◦ Kathy Vetter…308.730.1949◦ ESUs 8, 10 & 11

• WORKDAYS @ ESU FOR EACH COLLECTION• SPECIAL PROGRAM EVENTS• TRAINING: CENTRALIZED AND ON-LOCATION

How to contact the NDE Helpdesk

There are three ways to contact the NDE Helpdesk with questions. All three ways get to the same place, so please only use one of these options.1. Submit a “Helpdesk Request” from your portal account.

After logging into the NDE Portal, it is available in the upper right corner of the Collection Announcement page. This will be the fastest way to get your request to the NDE Helpdesk.

2. Email: nde.helpdesk@nebraska.gov3. Call Toll Free: 888-285-0556 Please leave your full name,

organization, call back number and a brief description of your question.

Please complete your feedback form.