Special Ed End of Year Data Reporting

Agenda SIRS Reporting Overview Special Ed Data Reported to SIRS Pre-School Students Reporting and Verifying Data Recommendations Discussion/Questions

SIRS Reporting Overview

What is SIRS? Student Information Repository System Provides a single source of standardized individual records for analysis at the local, regional, and State levels Improve student performance State and federal student and staff reporting requirements Accountability reporting requirements Primary Data Sources Student Information Systems Special Ed Systems NYS Assessments Human Resource Systems School Lunch Programs

The Data Loading Process SE System RTI Sys Ed Eval Sys SMS School Lunch Sys HR Sys Level Zero Level 1 WNYRIC Level 2 SED Monday Thursday (only locked data) Friday - Sunday PD Data System L2RPT NYSSIS Level 1-Cognos Reports

Special ED Data reported to SIRS

Data Elements Reported to SIRS All Students Demographic Enrollment Program Service - Type of Disability If Applicable Program Service – NYSAA, 504, Coordinated Early Intervening Services (CEIS) BEDS Day Snapshot (VR 1-6, 8) Spec Ed Events (VR 11, 12, 14) EOY Snapshot (VR 13) COSF Assessments (VR 15)

Enrollment and Disability data Must Correlate Program Service Record (From Special Ed System) Program Code – (Type of Disability, 504, CEIS) Start Date End Date Enrollment (From Student Information System) Location – (Where student is enrolled/service is provided) Grade Level Start Date – must cover or match program start date End Date – must cover or match program end date

Pre-School Students

Pre-School Students With a Disability in Pre-K or UPK If a student is enrolled in a Pre-K or UPK program either during initial CPSE evaluation or while student is receiving Pre-School Services the Pre-K or UPK enrollment is used Enrollment Code = 0011 Location Code = Location of Pre-K or UPK Start Date = Pre-K or UPK Start Date End Date = End of Pre-K or UPK Program or when Student Exits PK enrollment supersedes PS enrollment if the student is in a UPK or PK program

Pre-School Student Initial Evaluation Enrollment Record During Initial Evaluation Enrollment Code = 4034 Location Code = 0000 (District Level) Start Date = Date of New Initial Referral Exit Date = Date of Initial Evaluation Meeting or Other Exit Reason Ending Enrollment Code = 140 typically used when the meeting occurs also used if the referral is withdrawn

Pre-School Enrollment Record CPSE Enrollment Enrollment Code = 0011 Location Code = Service Provider Start Date = Date Services Start End Date = Date Student Leaves or Services End Ending Enrollment Code = Depends on Ending Reason Existing CPSE students or transfer CPSE students

Recommendations

Review Account Access to PD Data System Access is granted through SEDDAS by the Superintendent Instructions are available: http://www.p12.nysed.gov/sedcar/files/pdf/how_to_grantpd_data_system_entitlements.pdf Two entitlements are available: PD Contact – Full Access CIO – Read Only Access PD Data System is available in the IRS Business Portal https://portal.nysed.gov/abp

Verification Process Begin PD System Verification Early EOY VR Reports in the PD System are expected to be available beginning of June VR Reports will continually be refreshed on Mondays as long as data is locked in Level 0 by COB on the previous Wednesday Majority of Data Verified by SIRS EOY Deadline Last day to lock all SIRS data except SE Events is August 22nd No Demographics, Enrollment, Program Service or SE End Of Year Snapshot Data can be updated after this date

Establish Communication Between CSE and Registration Update Enrollment in When: Pre School – Evaluation Begins/Ends Services Begin or End Location/Service Provider Changes If Placed in a Facility Outside of the District Who Placed the Student – CSE, Court, Parent, etc. Start Date End Date/Transfer Date (if district retains responsibility)

Addressing Data Reporting Barriers Working as a team is the best way to meet SIRS Data Deadlines It is important to understand that data reporting errors happen to everybody; complicated regulations make special education reporting one of the hardest area in SIRS to report accurately When errors occur, make sure everybody involved understands the situation and diagnose the problem as a team as much as possible Allow for extra time to resolve issues as there is a language barrier between special education and SIRS reporting If there isn’t an impending deadline data doesn’t have to be sent to Level 1 in the current week, updating the source system(s) for next week works fine… but lock Level 0 templates as often as possible

Reporting and Verification

Tasks Identify who is involved with Reporting (Data Team) District Data Coordinator Registration – person entering data into the student system CSE – person entering data into the special ed system Verification and Certification of PD Data Reports Make sure the appropriate staff have access to the PD Data System Communicate with Data Coordinator on when data will be reported Review VR Reports in the PD Data System and work with the data team to make necessary updates Certify reports when they are accurate – no need to wait until the deadline Lock Special Ed EOY Snapshot, Events and COSF Assessments Regularly

Important Dates August 22nd, 2018 Deadline to lock Demographics, Enrollment, Program Services and SE End of Year Snapshot for Special Ed Data in Level 0 Verification of all SE Events Data should be complete except for students whose evaluation timeline isn’t complete August 27th, 2018 Certification of VR 13, 15 and 16 Due in the PD Data System September 19th, 2018 Deadline to lock Special Ed Events Data for VR 11, 12, and 14 in Level 0 September 24th, 2018 Certification of VR 11, 12, and 14 Due in the PD Data System

Resources

NYSED Resources Special Ed Data Collection, Analysis and Reporting (SEDCAR) http://www.p12.nysed.gov/sedcar/data.htm PD Data System Support: https://datasupport.nysed.gov/hc/en-us/sections/200476658-PD-Data-System Access: https://portal.nysed.gov/abp

EduTech Support Resources Website: https://www.edutech.org/ CSE staff working with the Data Coordinator is the best way to identify which source system the issue originated in will help determine who to contact Support Team Phone Email Address Special Ed 800-722-5797 option 5 Donna.murray@edutech.org Data Warehouse 800-722-5797 option 7 then 1 datawarehouseextracts@edutech.org SchoolTool 800-722-5797 option 1 then 2 schooltool@edutech.org Infinite Campus 800-722-5797 option 1 then 4 ic@edutech.org

Discussion/Questions