eSchoolPLUS/Data Warehouse Combined Training September 2017

Today’s Outcomes Identify why and how data is reported Review resources available for Data Warehouse and eSchoolPLUS Learn where the data comes from and how to report it to NYSED Explain the new reporting requirements for 2017- 18

Why is data reported? Compliance with law/regulation (ex: APPR/staff evaluation) Funding (ex: PreK grants) Accountability (ex: ELA, math, science/graduation; NCLB/ESEA/ESSA) Analysis/Data driven decision making (ex: graduation requirements)

How is data reported? Level 0 is a Data Collection Web Application (data is loaded by the DDC) Level 1 is the regional/RIC data warehouse for data imported/loaded and locked in Level 0 Level 2 is NYSED/statewide data warehouse U.S. Department of Education (DOE) L2RPT/State Reporting (NYSED reports/SIRS reports) PD Reports TAA School report cards Extracts from the Human Resource Management System (FM/nVision/Info-Matic/Wincap are imported into Level 0 by the DDC Extracts from the Cafeteria Management System (Nutrikids/MiChoice) are imported into Level 0 by the DDC Extracts from the Special Education Management System (ClearTrack/IEP Direct) are imported into Level 0 by the DDC Extracts from eSchoolPLUS are imported into Level 0 by the DDC

What data is reported? Student Demographic Record (Student Lite) Student Program Service/Program Fact Record(s) Special Education BEDS Day Snapshot Record SE Events (Chain) Record Special Education End of Year (EOY) Snapshot Record Assessment (COSF Assessment) Scores Student Demographic Record (Student Lite) Student School Enrollment Record(s) (Entry/Exit) Student Program Service/Program Fact Record(s) Courses Location Marking Period Student Class Grade Detail Records Student Attendance Codes Staff Student Course Records Course Instructor Assignment Records Student Class Entry Exit Day Calendar Records Student Daily Attendance Student Credit GPA Assessment (ex: NYSITELL, CTE) Scores Assessment Accommodations Staff Snapshot Record Staff Assignment (PMF Codes) Record(s) Staff Attendance Records Staff Tenure Record(s) (teachers and principals only) Staff Evaluation/APPR Records Assessment (3-8, Regents) Scores Assessment Responses (3-8, Regents) Staff Attendance Codes

Who is involved in data reporting? District data team roles Data entry Data entry back-up Liaison Verification Certification Complete/Update state reporting document Available on http://www.southcentralric.org/DDCH ome.aspx

How do I know when to report data? Review the calendar on the SCRIC Data web page Participate in the weekly DDC conference call (teleconference). Click here to view agendas Read emails sent from SIRSHelp@btboces.org

Where can I find helpful information? Data Warehouse web page http://www.southcentralric.org/DDC.aspx DDC SIRS Manual Help documents NYS Reporting Teacher/Staff/ePMF resources Staff evaluation reporting resources

Where can I find helpful information? eSchoolPLUS web page http://www.southcentralric.org/eSchoolPlusSu pport.aspx HELP DOCUMENTS NYS Reporting DDC TRAINING POWERPOINTS eSCHOOLPLUS FORMS

What should I report in October/November? Staff snapshot Establish teachers, principals, and non- instructional professionals for ePMF (electronic personnel master file – BEDS Day bubble forms) in the TAA system Populate school report card Cross reference teacher certification Allow for reporting other staff data (ex: teacher-student-course) Goal is to import/load and lock by October 15ish Race/Ethnicity is required reporting Districts can download submitted information to update their records/systems Click here for helpful resources Approximate deadline: January/February Teacher out of certification reports available Mayish in the portal

Where do I enter Staff data? District Setup: Administration > System Setup > District > District Data Entry > NY State Information District Setup: Administration > System Setup > Building > Building Data Entry Contract work days are included in this setup. This will be the default for the Snapshot unless it is entered on the Staff Information > District Defined > Staff Additional Information screen.

Where do I enter Staff Snapshot data? Even if you are using your HR or financial system as the source system for the Staff Snapshot submission, teachers have to have some minimum fields populated in eSchoolPLUS for: Staff Student Course, Class Entry/Exit, and Course Instructor Assignment Extracts. The path is Registration Center > Staff Information. If eSchoolPLUS is your source system for Staff Snapshot, please refer to the Staff Snapshot handouts. Staff Name State Staff ID Staff work e-mail address Teacher must be flagged as active on the building General Information tab On the same screen the Teacher or Counselor flag must be checked as appropriate On the District Defined Staff Dates screen, hire, tenure and exit dates are required Click on building name > General Information tab Must check box for Guidance Counselors

What should I report in October/November? Goal is to import/load and lock by October 15ish Non-instructional professionals need to verify online this year Reports no longer posted in the portal to review Race/Ethnicity is required reporting in the TAA system Districts can download submitted information to update their records/systems Click here for helpful resources Approximate deadline: January/February and May/June (principals only) Staff assignment Establish principals and non-instructional professionals for ePMF (electronic personnel master file – BEDS Day bubble forms) in the TAA system Populate school report card Establish grade levels principals is responsible for

Where do I enter Staff Assignment data? Staff Assignment Records are required for principals and other nonteaching Professionals (Pink Sheet People) in your district. If you are using eSchoolPLUS as the source system for your Staff Assignment Extract, the following setup is required. See the Staff Assignment handouts for more detailed information on this setup. Principals and administrators must have Staff Snapshot fields populated On the Staff Assignment District Defined screen the following fields are required: Assignment Date Completion Date – If the person’s assignment ended PMF Assignment Code PMF Grade List – Only for Principals Enter this information for principals in Registration Center > Staff Information > select staff > Building Information tab > select building > District Defined tab > Staff Assignment Enter this information for principals by going to the Registration Center > Staff Information > District Defined > District Wide Staff Assignment

What should I report in October/November? Demographics/Student Lite Establish students and general information about them Populate SIRS reports, PD reports, school report card, NYSAA/DLM Kite, Nextera Admin, etc. Estimate/Calculate funding Calculate accountability Allow for reporting other student data (ex: teacher-student-course) Generate UIAS reports (Unique Audit Identification System – student statewide enrollment system)

Data Elements and Fields for NYS Reporting in eSchoolPLUS Where do I enter Demographics data? Data Elements and Fields for NYS Reporting in eSchoolPLUS The District Configuration contains the State BEDS Code of the District The Building Configuration contains the building type. The local building number is used to map to the Location Lookup table for each building’s BEDS code. The building type should be blank for all non-reportable buildings. The Building Configuration has the BEDS code in the State Code Equivalent field under the preferences tab. Demographic Data (Student Lite) - In the Student Center > Demographic folder there are several screens where the data elements are located as follows: Registration Screen Local Student Identification Number Last Name First Name Middle Initial Grade Level (view only) Edited only on the Entry/Withdrawal Screen Primary Homeroom (can be used to sort test answer documents) Birth Date Gender Home Language Current Year Status US Enroll Date – used to calculate Years in US Schools for Immigrants. Date Entered Grade 9 District of Residence (date tracked field)

Where do I enter Demographics data? Data Elements and Fields for NYS Reporting in eSchoolPLUS Demographic Data (Student Lite) continued Student Center > Demographic Personal Information Screen Hispanic/Latino Ethnicity Indicator Race City, State and Country of Birth Homeless Indicator - (Linked to Program Screen in NCLB Program Category- Homeless Primary Nighttime Res) Migrant Indicator – (Linked to Program Screen in NCLB Program Category) Neglected/Delinquent Indicator (At Risk)- (Linked to Program Screen in NCLB Program Category) ELL Years Immigrant (for use in Advanced Search to determine Immigrant status which will be reported in Program Services for new 16-17) Country of Origin Addresses Screen Contact Screen Physical Address Tab: Student Address Info Guardian First Name, Middle and Last Name Phone Tab: Home Phone Number

Academic Screen Diploma Type Expected Graduation Plan Where do I enter Demographics data? Data Elements and Fields for NYS Reporting in eSchoolPLUS Demographic Data (Student Lite) continued Student Center > Demographic Academic Screen Diploma Type Expected Graduation Plan NYS Reporting Screen Exclude From State Reporting Status Override Date Entered Into US Back Mapping BEDS Code NY Graduation Information Career Path Codes Immunization Screen Date of First IPV-OPV – Polio (when you run the Student Lite Extract, indicate the immunization type(s) that has been used to enter the students first Polio date) Data Element – Last Status Date This will default to the Run Date selected when the Student Extract is run

Ungraded Students Two ways to report Ungraded Students: Place student in ungraded grade level on entry/withdrawal screen. Ungraded K-6 = grade 13 reported to the state/Ungraded 7-12 = grade 14 reported to state Students are not on student lists for their social grades Place student in social grade on entry/withdrawal screen. Use the Ungraded Program to report the student’s ungraded grade level to NYS. The program dates must match enrollment dates. Advantage – Students will display with their social grade on class lists and other reports All ungraded students should be coded the same way in the district Grade levels for these students have to be updated manually each year. They are not done at rollover due to the age rules. Refer to the SIRS Manual for guidance

Ungraded Students Advanced Search for students in Ungraded Grade Level Advanced Search for students in social Grade with Ungraded Program

What should I report in October/November? Enrollment/Entry/Exit Establish student enrollment location and type of enrollment See SIRS manual Table of Reporting Responsibilities Populate SIRS reports, PD reports, school report card, NYSAA/DLM Kite, Nextera Admin, etc. Estimate/Calculate funding Calculate accountability Allow for reporting other student data (ex: teacher-student-course) Generate UIAS reports (Unique Audit Identification System – student statewide enrollment system)

Where do I enter Enrollment data? Student Center > Demographic > Entry/Withdrawal

Where do I enter August Graduate data? Withdraw student with a graduated withdrawal code and August Withdrawal date. The student will have an inactive status for the remainder of the school year. At rollover the student’s status will change to graduated and they will be placed in the Graduate building. Path: Student Center > Demographic > Entry/Withdrawal Enter the student’s diploma type and expected graduation plan on the academic screen. Path: Student Center > Academic. Enter the student’s Career Path Code on the NY Graduation Information Screen. Path: Student Center > Demographic > NY Graduation Information. Appropriate School Year Appropriate Grad. Date Fields from both of these screens are in the Student Lite extract. *DO NOT DROP COURSES WHEN WITHDRAWING STUDENTS

What should I report in October/November? Program Services/Program Fact Establish students receiving program services Populate SIRS reports, PD reports, school report card, etc. Estimate/Calculate funding Calculate accountability

Where do I enter Program Service data? (Referred to as Program Services in the Data Warehouse) Summer School: Student Center > Demographic > Programs > NY Summer School Program

Where do I enter Program Service data? eSchoolPLUS Programs Continued PreK: Student Center > Demographic > Programs > NY Other > PreK Program and Universal PreK Setting All PreK students must have a PreK program service record. Program start and end dates must match enrollment dates. Students in Universal PreK must also have a Universal PreK Setting program service record. Program start and end dates must match enrollment dates. *This program service can be generated for all PreK students in eSchooLPLUS using the Utilities > Generate Programs feature.

Where do I enter Program Service data? eSchoolPLUS Programs Continued Poverty: Student Center > Demographic > Programs > NY Other > Poverty Many districts use their cafeteria system as the source system for this program but it can be done through eSchoolPLUS. Students must have a poverty program service record if they have free/reduced lunch program. Free and Reduced Lunch: Student Center > Demographic > Programs > NY No Child Left Behind > Free/Reduced Lunch *These program services can also be generated in eSchooLPLUS using the Utilities > Generate Programs feature.

What other items should I be aware of? Demographics/Student Lite Goal is to import/load and lock by October 15ish Should plan to import/load and lock at least monthly Cannot delete/purge on import Data pulled throughout the year – first data pull Novemberish Enrollment/Entry/Exit Goal is to import/load and lock by October 15ish Should plan to import/load and lock at least monthly Data pulled throughout the year – first data pull Novemberish Click here for a helpful resource Program Services/Program Fact Goal is to import/load and lock by October 15ish 0220 – Eligible for Alternate Assessment Typically import/load from multiple data sources/systems. Click here for a helpful resource Should plan to import/load and lock at least monthly Data pulled throughout the year – first data pull Novemberish Clarification regarding FRPL eligibility codes -Food service manager will need SEDDAS entitlement to NYSSIS

Generating Student Extracts In eSchoolPLUS you must run a download for each submission before running an extract. State Center > New York > Downloads > Student Downloads State Center > New York > Extracts > Student Extracts Enter current school year Enter 6/30 of current school year Always uncheck

Generating Staff Extracts Staff Snapshot State Center > New York > Downloads > Teacher Course Downloads State Center > New York > Extracts > Teacher Course Extracts Enter current school year

Generating Staff Assignment Extracts State Center > New York > Downloads > Teacher Course Downloads State Center > New York > Extracts > Teacher Course Extracts Enter current school year

How do I import/load data to Level 0? Save Dashboard Report as a baseline Reports > Dashboard right click and print Unlock domains to be imported Import files from source Resolve errors in source and repeat import Lock Domains Compare new Dashboard report to baseline Save all source system extracts

How do I import/load data to Level 0? Dashboard report shows current record count summary and lock status of all data. Compare counts before and after importing Anything inadvertently deleted? Are all data domains locked?

How do I import/load data to Level 0? Unlocking / locking data - 1 Unlocking / locking data - 2 Presence/absence of check in the box indicates status of lock or unlock

How do I import/load data to Level 0? Select Domain to import Specify update choice Browse and select file Click Prepare Import file Click Validate

How do I import/load data to Level 0? Level 0 errors Verification versus import

How do I import/load data to Level 0? Common Errors in Staff Snapshot data Importing Blank staff or TeachID Missing or invalid email address Annual salary must be a whole number Exit date must be within current school year Years experience must be a whole number between 1 - 70

How do I import/load data to Level 0? Common Errors in Demographic (Student Lite) data Importing entry/exit file into demographic Missing date of entry to grade 9 August Grads – Career path and Credential type must be provided Race/Ethnicity code required

How do I import/load data to Level 0? Common Errors in Enrollment (entry/exit) data Invalid location – location must be setup in the DW No matching Demographic PreSchool student enrolled (0011) in district building – must be service provider Preschool SWD See help document for Preschool students Program service runs through August 31, in all cases. Enrollment must match those dates. Transition to Kindergarten grade level must happen after August 31. 4034 and 140 enrollment codes require district level enrollment and PS grade level Exit code 153 (xfer) requires entry code in a different building

How do I import/load data to Level 0? Common Errors in Program Service data No matching demographic record – student is enrolled in a location that is marked as non reportable to SIRS Alternate assessment eligible (0220) requires ungraded grade level (K-6, 7-12) Preschool student with disability (5786) requires preschool (PS) grade level

How do I import/load data to Level 0? Enrollment - Checking August Graduates

New Reporting Requirements for 2017-18 Guidance Counselor Enables Counselor level reporting in the SIRS-341 Graduation Exam Requirements Detail Report (Annual Outcomes folder) Filter for students by Counselor, grade level, location, cohort, state testing requirements met or not Displays all exam requirements met and those that may qualify for appeal Highest score for all Regents and RCTs Indicates projected diploma type Does not take into account credits earned Pre-K Teacher Linkage for ePMF Reporting ePMF forms will be created for PreK teachers this year. Use NYS course code 73029: “Pre-Kindergarten courses involve content that is not differentiated by subject area”

Course Code Mappings All courses, except for lunch and study hall, must be mapped to a state course code in the course catalog. Master schedule sections cannot be mapped to different state course codes than what is in the course catalog. Path: Scheduling Center > Building Course Setup > Course Catalog > Select Course The following link provides a comprehensive course catalog of state course codes. http://The next slide contains a list of course codes and descriptions for courses that lead to a state assessment.

New Reporting Requirements for 2017-18 New Course codes – most for special education

New Reporting Requirements for 2017-18 Course Instructor Assignment (CIA) Describes the relationship of the instructor to the courses they teach Primary ESL/ENL Indicator (English as a New Language) Identifies the instructor on the CIA record as primary ENL or not (Y , N) If the teacher is the only teacher of the course, they are also coded as Primary Instructor Indicator = Y Districts may also identify the Primary ENL Instructor for push in instruction where there is another teacher who is the Primary Instructor.

New Reporting Requirements for 2017-18 Course Instructor Assignment (CIA) Primary Instruction Delivery Method

New Reporting Requirements for 2017-18 Assessment Score reporting for AP and IB AP and IB courses must be reported with their respective assessments. Only report those approved by College Board and IB. Use Career and College Readiness (CCR) codes for assessment score reporting until NYSED determines which ones may serve as alternatives to Regents. Local Assessment Data – there are New Assessment codes to indicate when students have satisfied the requirements for a local sequence. This info will be used for future accountability purposes and to populate the Graduation Exam Requirements Reports (SIRS-340, 341) When Districts should be able to start moving AP and IB Assessment data into Level 0 when they receive the results from the IB and College Board before the data warehouse closes in August.

New Reporting Requirements for 2017-18 ELL Service Level Codes English Language Learners New codes are reported on the 0231 program service record FULL – Eligible students are receiving the required units of study PARTIAL – eligible students receiving less than the required units of study NONE – eligible students currently not receiving service LEAs must identify the level of service an ELL eligible student (code 0231) is receiving. The Units of Study tables provided are guidelines for mandated services for ELLs as per Commissioner's Regulations Part 154-2 in both English as a New Language and Bilingual Education programs. http://www.nysed.gov/bilingual- ed/schools/units-study-tables-english-new-language-enl-and-bilingual-education- programs When Districts should be able to start moving 0231 program service records with the new ELL intensity codes when loading data in the Fall of 2017.

Due Dates on the Horizon Special Education Final date to load Events data to level 0 – September 21 Certification of VR 11, 12 and 14(as applicable) – September 25 Staff Evaluation Rating Final date to load Level 0 – October 26 Certification – October 30 Weekly DDC calls review all due dates

Questions?