Data Warehouse New Users Workshop November 2012 Key Terms Data Teams and role of DDC How the pieces fit Level 0 Requesting data loads Reporting Enrollment/Program Services Reporting Pre-school and Pre-K students Timelines for data reporting Overview of systems PD Data System/L2RPT Reports Teacher Student Data Linkage reporting Level 0 Historical

Key Terms Datawarehouse=SIRS= Student Information Repository System 3 levels of SIRS Level 0 (RIC) Level 1 (RIC) Level 2 (State) L2RPT=Level 2 State Reports (Cognos) UIAS=Unique ID Audit System NYSSIS=NYS Student Identification System SMS=Student Management System SIRS Manual is a good resource for all terms and descriptions – Link is subject to change, as they are consolidating the manual

Data Teams (SIRS Manual) In particular, District Data Coordinators should be responsible for implementing accurate reporting of individual student and other data by completing the following activities: Assembling and leading a team of district personnel who have technical expertise in the district’s management system(s) and infrastructure, working knowledge of current reporting requirements, including those of special populations of students (e.g. ESEA, special education, migrant students, LEP students, etc.) knowledge of the district’s registration materials and processes data analysis experience, and an instructional background. Defining and documenting data collection standards that include: department configurations and staff responsibilities, alignment with State codes for State and federal reporting requirements, and consistency across departments and functions. Reviewing electronic management systems for alignment to standards to ensure: flexibility of the system in terms of adding fields or screens, capabilities for staff to update/change validation tables, and documenting all processes and procedures for current and future staff. Communicating data governance standards across departments. Developing a data verification protocol to ensure that data are accurate when they are transferred to the SIRS

Forming your Data Team Find out who the key players are for: Student Management System (in each bldg or across the district) Special Ed Cafeteria management Other key players should/could be: Principals Business officials Human Resources

The District Data Coordinator should: coordinate and facilitate district data team meetings; obtain authorization for school and district personnel to view student records in, and obtain reports from, the SIRS; provide status reports regarding the district’s compliance to the superintendent and respond to requests for data for analysis purposes; identify training needs for support staff; monitor compliance with regard to data standards and maintenance of records; submit requests for data extracts that conform to the Data Warehouse file formats; act as the liaison between the district and the regional Level 1 data center; secure the certification of the data by the school superintendent prior to data transmission by the Level 1 data center; direct or assist in the direction of the data analysis activities and instructional improvement initiatives; and attend informational sessions provided for District Data Coordinators by Level 1 data centers.

Role of DDC Organize and communicate with team members Get everyone to the table and discuss their role Meet often to discuss issues 1 st point of contact with the RIC for Requesting loads to L0 Questions on errors Locking data for loads to L2 Keeping up on deadlines/certifications Make sure data is loaded to Level 2 monthly and is verified (for whichever verification reports are available) Be sure any/all certifications are completed by the appropriate personnel (Superintendent, Director of Special ed) and by the certification deadline

The Pieces (Templates) Demographics (Student Lite Template) – SMS Enrollment (School Entry Exit Template) – SMS Programs (Programs Fact Template) - See the Program Codes Listing for all codes Assessment (Assessment Fact Template) – Regents from SMS, COSF from Special ed Assessment Item data (Assessment Response Template) – Data loaded directly to L1 after being scanned SE Snapshot – Special ed system (Cleartrack, IEP) SE Events – Special ed system (Cleartrack, IEP) Staff Student Course – SMS Student Class Grade Detail – SMS Assessment Accommodations – SMS (for RCT’s), or directly from answer sheets Level 0 Express: Staff Snapshot - SMS Course - SMS

More Pieces for Staff Evaluation rating - HR system or other ?? Student Daily attendance - SMS Contact (Adult) - SMS Student Contact fact - SMS Staff Assignment - SMS Level 0 Express: Location Marking Period – SMS Attendance codes - SMS

HOW THE PIECES FIT TOGETHER Student Management System (SchoolTool, eSD, PowerSchool, IC, Web2school, etc.) Special Education System (Cleartrack, IEP Direct ) Cafeteria System (Nutri-kids, WinSNAP, WEB SMARTT) Test Scoring System (NYS, NRT, Regents Scanning ) (Note: May bypass Level 0) District Data Coordinator/RIC Data Readiness Team Cognos (Local Reports) (Regents Reform, Skill Analysis and Supplementary Services) UIAS System (Disappearing, False Drops/Transfers, Simultaneous Enrollments) Level 1 (RIC ’ s) Level 0 NYSED District Student Validation System - RIC ’ s Level 2 (Statewide) School Accountability School Report Cards NYSSIS Unique Student ID Level 1C Data Pass-thru container PD Data System (VR Reports & Reasonability Surveys) L2RPT (Cognos State Reports) (Accountability, Annual Outcomes, BEDS, ISRs, Staff/Course, Total Cohort, T/NT, CTE, & Reasonableness) Academic Intervention System RTI Edge & RTIm Direct ) L0 Data only moves to L1 / L2 with DDC request or with notification from RIC (No Errors) Other (BOCES CTE, Historical, TEACH, WinCAP, Fin Manager, N-Vision, etc. ) Historical

BREAKING OUT THE PIECES Student Management System Demographic, Enrollment, Program Services, Assessments- (Regents & RCT), Course, Staff Snapshot, Staff/Student/Course, Class Grade Detail, Attendance, Assessment Accommodations (RCT only) Adult/Student Contact Special Education System Program Services: Disability, 504 plan, Elig for Alternate assessment SE Snapshot, SE Events, Assessment (COSF) Cafeteria System Program Services: Free and Reduced lunch, Poverty Test Scoring System 3-8 ELA,Math, Science NYSAA, NYSESLAT These come directly from the vendors and bypass Level 0) Academic Intervention System (RTI) Program Services: Title I for Targeted Assistance and School-wide buildings Other Program Services: CTE BOCES TEACH (Teacher ID), HR System(Staff snapshot), NYSSIS ID Regents (ASAP) Regents Item data Scanned Regents scores may be loaded into your SMS only upon request Please note: Some systems included above may not be applicable to all districts

Level 0 overview Elect. Import Used by RIC to Import data; some districts import data themselves Manual Input Used to view and correct data in each of the categories. Once on a screen, you can toggle to any other category screen without having to go back to the menu. L1-Data Prep. Used to LOCK data – Must have authorization for this function Reports Access to Errors – Import, Verification and Information errors Other options in each category L0 Express Used to import and view Course, Staff Snapshot, Location Marking Period, and Attendance code Lookup Tables Must have authorization to view this

Level 0 Errors All errors should be fixed in the appropriate source (or feeder) system. Can be fixed in Level 0 as well Each category may have the following errors: Import errors – these are errors found directly upon import – not compared against other categories  Go to Report menu then select category desired Verification errors – These errors are found once all categories have been loaded – data is “cross-checked” against all the other categories to find errors in data  Go to Report menu then select category desired  Click on “View Verif. Errors” in the darker blue shaded area  When errors are fixed, click on Run Verification Rpt Information Report – these are warnings of potential errors  Go to Report menu, Click on Information Reports  Run report for each category

Most common Level 0 Import errors Reference Document No Matching Demographics (Enrollment, Program services) 3 possible scenarios… ID number from SMS does not match ID from other feeder system (for example, your Special ed or Cafeteria system) Go to feeder system to look up ID number to find out name of student, then look in SMS) An error exists on the Demographic record Go to Reports, Demographics on Level 0 to view errors The Demographic record does not exist (was not extracted from SMS) Go to SMS to look at student record and ascertain why it did not extract Invalid/missing Location code (Demo, enrollment) Check record in SMS Invalid/missing District Code of Residence (Demo) Check field in SMS that stores DOR

Common Verification errors Demographic DM1067: W/F - Homeless Ind. = Yes: missing Homeless Primary Nighttime Residence. Enrollment EE2019: W/F - A state exit code of 153 requires the next School Entry/Exit record to have an entry code of 0011, 0022, 5544 or 7000 and a different location. Program Services PS3053: W/F - An Alt. Assessment record must have an associated grade ordinal of K-6 or 7-12 PS3087: W/F - An enrollment grade level of PKH or PKF must have either a 902 or 990 Prekindergarten program indicator. PS3074: W/F - LEP student achieved proficiency in a prior school year. PS3084: W/F - Program code 0286 requires one or more Title 1 Tas Service records. SE Snapshot SS4014: W/F - Student must be enrolled in the district on the snapshot date. SS4013: W/F - An active Disability record is required for this S.E. student.

How to request loads…to Level 0 Know where your data has been fixed If you have corrected/added records: in SMS to Student information… Request Demographic and Enrollment in SMS to Teacher or Course information Request Staff/Student/Course (otherwise known as SSC!) to Program services in SMS… Request Program Services from your SMS (ie…Schooltool, Powerschool, eSD) to Program services (for Title I) in the RTI/AIS system Request RTI Edge or RTIm Direct in Special Ed system... Request Cleartrack or IEP direct in Cafeteria systems for Free/Reduced Lunch... Request Nutrikids or WinSnap

Loads to Level 2 Data must be clean, locked (L1 Data Prep) and requested to load to Level 2 ( to by 4:30 on This will guarantee that your data gets loaded and you will see data refreshed on L2RPT or PD Data system on the following Monday. Be sure that anytime you have added or changed data, that your data is loaded to L2 – Typically, your data should be loaded to L2 at least once a month As a courtesy, if your data was loaded to L0, and it was all clean, we will lock and send to Level 2 (you will receive a notification from Datareadiness when this occurs) You may receive additional Level 2 errors from datareadiness These particular errors cannot be viewed in Level 0 We will send a description of the error and how/where to fix

Enrollment matters! For a complete list with descriptions see the SIRS manual – SIRS Codes and Descriptions: Regular Enrollment Used for majority of your enrollment records 0022 Foreign Exchange Students 0055 Enrollment for instructional reporting only Used for students that you have to report a SSC record for – BOCES also uses this code to report all their students 5654 Enrollment for AHSEP/HSEP Program Use for students in a GED program run by your district or BOCES MUST have GED Location (provider) If student is transferring from Regular enrollment (0011) in a high school building, must have a preceding 289 transfer enrollment code 5905 CSE Responsibility only Use for students in which you do not have instructional responsibility 4034 Determining eligibility for Pre-School Special ed. Services Use when a Pre-school aged student is being evaluated and does not have any current enrollment in a school (for example, a Pre-K program) Only use 140 enrollment exit code to end this enrollment Records must be ended by June 30 th, even if evaluation is still in process.

Ending Enrollment is important, too Enrollment exit codes are broken out into several categories For a complete list with descriptions see the SIRS manual – SIRS Codes and Descriptions : These are some of the more commonly used, but not limited to, exit enrollment codes: High School Graduates 799 Graduated (earned a Regents or local diploma) High School Completers 085 Earned an IEP diploma 629 Previously earned an IEP diploma GED 816 Earned a High School Equivalency Diploma (GED) Transfers to Other Schools 153 Transferred to another school in this district or to an out-of-district placement 170 Transferred to another NYS public school outside this district with documentation. 204 Transferred to a NYS nonpublic school with documentation 221 Transferred to a school outside NYS with documentation. 255 Transferred to home-schooling by parent or guardian Dropouts 136 Reached maximum legal age and has not earned a diploma or certificate 340 Left school: first-time dropout 391 Long-term absence (20 consecutive unexcused days) 425 Left school, no documentation of transfer 357 Left school: previously counted as a dropout 8338 Incarcerated student, no participation in a program culminating in a regular diploma. Other Circumstance for Ending Enrollment 140 Special education eligibility status determined or determination process stopped for any reason 289 Transferred to an approved AHSEP or HSEP program 323 Transferred outside district by court order 782 Entry into a different grade in the same school building 1089 Transferred to an approved GED program outside this district

Program Services **Find your Program Codes listing (Program Fact Template) on the Core FTP site** Categories within Program Services: LEP Eligibility, LEP Program NCLB Codes for funding for Title I (part A, C, D), Title III, Title X Type of Disability Safety Net (by subject - under Sect. 504) CTE Pre K UPK Title I TAS (for Targeted Assist only) Higher Ed (NEW) Other Poverty, Alt. Assess, Elig for NYSESLAT, Sect. 504, SIFE, Summer School, CEIS, F/R Lunch, Homeless unaccompanied youth Come from many different sources Use your template as a guide and let us know of any changes

Pre-school students SMS personnel must work with Special Ed dept’s to get info on these students Student enters for Evaluation Needs 4034 enrollment record (if not currently enrolled) After evaluation Student needs exit enrollment of 140 on date they were determined eligible or ineligible Student that cease evaluation for any reason should also be ended with the 140 exit enrollment code If student was determined eligible Enter another enrollment record (Regular enrollment 0011) when starting services – Location is the Coordinating Service provider (for example, the County or an approved Pre-school provider) When student changes to Kindergarten, record should be ended with 153 exit enrollment, if at a different placement.

Reporting Pre-K Students Enrollment Students who reside in the district and participate in a: District-operated Pre-K or Universal Pre-K program Report Building Location code BOCES-operated or other CBO Pre-K program under a Universal Pre-K contract with a school district with the BOCES acting as an Other Eligible Agency (i.e., Community- Based) Report Location code “0666” signifying CBO-placed UPK BOCES-operated pre-K not under a Universal Pre-K contract. Report BOCES Location code Program services UPK funded programs must have a program service code of 902(Universal PreK Program) These students must also have an additional program service code to indicate the Setting ( ) Students NOT in a UPK funded program should use a program code of 990(Other PreK Program) no additional codes are required when using this code.

Examples of Pre-K students Student enrolled in a District run UPK Enrollment 0011 Building Location code where the UPK is being held Program Service code of 902 Program Service code of 1309 (District Operated) Student enrolled in BOCES Pre-k NOT funded through UPK Enrollment 0011 BOCES Location code Program Service code of 990 Student enrolled in UPK run by BOCES Enrollment 0011 Building Location code of 0666 Program Service code 902 Program Service code 1364 (BOCES) Student enrolled in UPK funded program run by a CBO(community based organization) Enrollment 0011 Building Location code of 0666 Program service of 902 Program service of 1419 (Other), unless another code applies

12-13 timelines for data reporting Also see “Important Dates” from Datawarehouse workshop September – Initial data loads to Level 0 September – October – Correct errors and load to Level 2 Important - Aug grads,Aug Regents,UPK, SE Snapshot (BEDS day) November - Verify data for BEDS, UPK, and Aug Grads/Regents on L2RPT December - Before Christmas break – Target to have BEDS data and VR 1-9 data submitted and verified January - BEDS certification SE Snapshot Certification Regents Testing Prepare for NYSAA testing Make sure eligible students are coded with 0220, which is pulled from your Special ed system February - NYSAA testing administration ends – Regional Scoring centers will receive testing materials based on all eligible NYSAA students enrollment in Level 0, with 0220 code and ungraded March - Data from Monthly load will be used for pre-printing answer sheets for 3-8 ELA/Math tests Districts should continue to verify data through L2RPT reports available April-May 3-8 ELA/Math, Science and NYSESLAT tests administered, scoring, and answer sheets due to RIC June - Regents Testing – Data from SSC will be used to pre-print answer sheets July - Request final data loads after all data has been rolled, Graduates and exiting students Verify data in L2RPT and PD data system July 25 th – last day to load data to Level 2, Certification due the following week August-September VR 11, 12 and 14 must be submitted and finalized September 26 th – last day to load Events data, Certification due the following Monday

Overview of systems Links can be found on our webpage under Data Verification, right side of page under “+Login Pages” Level 0 Where all data is brought together from all feeder systems – First check of errors Level 1-Cognos Local Reports When data is clean, this is the first level that data is loaded and stored before moving to Level 2. Cognos Local reports are generated from here Level 2-Cognos State Reports (L2RPT) State Ed. Level of the warehouse from which all data is compiled. The data is then displayed (refreshed once a week) in the L2RPT through Cognos State Reports using their SED Business Portal signon (firstname.lastname) PD Data System Special Ed data system from which VR reports are generated (necessary data is pulled from Level 2 to populate these reports) NYSED Application Business Portal NYSSIS – NYS Student Identification System (State ID’s) Authorized persons would log-in here to correct “near matches”. NYSSIS ID’s are required for student records to be loaded to Level 2 SEDDAS – SED Delegated Account System Superintendents and/or designees use this system to create or entitle accounts to district staff for many different applications (L2RPT, L0 Hist, NYSSIS, BEDS, Exams, etc..) IRSP – Information and Reporting Services Portal Superintendents and/or designees use this system to retrieve files that State ed has posted, such as Teacher PINS, Grad rate reports, UIAS reports, and other informational data on accountability. Core FTP site Site in which the RIC and school districts transfer confidential or personally identifiable information ASAP - Assessment Scoring Analysis Program Used for Regents scanning – collects all item data and produces a “scanned” score that could be transferred to the SMS upon request from school district L0 Historical Used to make corrections to data in previous school years

PD Data System Special Ed reports VR 1-9 SE Snapshot (BEDS day) Breaks out students with Disabilities (Pre-school and School-age) that were enrolled on BEDS day These reports are dependant on students having a Disability (program Service) record and a SE Snapshot record Students must have a Demographic and Enrollment record in SMS *VR 10 District report of School Age Students Exiting Special Education *VR 13 SE Snapshot (EOY – End of year) Pre-School students enrolled at anytime in Based on Enrollment/Grade Level and EOY Snapshot record from Special Ed system *VR 15 Preschool Outcomes Report (COSF Assessment) Selected districts must report *VR 16 Students receiving CEIS (Coordinated Early Intervening Services) As applicable – Districts must apply Program service record of 5753 must be reported for all applicable students *VR 11, 12, 14 Events Selected districts must report (with exception of VR14–this is for any districts serving non-public schools within their district) * Demo, Enrollment and program service records must be updated/loaded to L2 before July 25

L2RPT Reports Accountability Reports (SIRS ) SIRS-101 High School Accountability Data Verification Report SIRS-102 Elementary/Middle-Level Accountability Data Verification Report Annual Outcomes (SIRS ) SIRS-307 Annual Dropout & NonCompleter Report SIRS-308 Annual Graduation & Post Graduation Plans Report SIRS-309 Annual Regents Report SIRS-310 Annual Regents Competency Report Beds ( ,316) SIRS-312 BEDS Day Enrollment Verification Report for State Aid SIRS-313 BEDS Day Enrollment Verification Report by Location of Enrollment & Student Subgroup SIRS BEDS Day Enrollment Verification Report by Location of Enrollment & Student Subgroup - ROS Snapshot SIRS-314 BEDS Day Enrollment Verification Report by District of Residence SIRS-316 BEDS Day Enrollment Verification Report for District Pre-K Staff and Course (SIRS 311,315) SIRS-311 Teacher and Course Verification Report SIRS-315 Teacher Student Data Linkage (TSDL) Verification Report Tested / Not Tested (SIRS 301,302) SIRS-301 Tested/Not Tested Confirmation Report SIRS-302 Tested/Not Tested Confirmation All Assessments Report Total Cohort Reports (SIRS 201,202) SIRS-201 Total Cohort - Summary SIRS-202 Total Cohort - Assessment Summary SIRS-306 Career and Technical Education Report SIRS-401 Reasonableness Report Individual Student Reports (SIRS 501,502)

Teacher Student Roster Verification Process District must report Staff Student Course data PIN letter is created for every teacher submitted by each district Zip file of PIN letters will be posted to the SED portal ( ), IRSP (Information Reporting Services Portal) Zip file includes: Individual pdf for each teacher reported in Staff Student Course Districtwide pdf that contains all PIN letters in one file Excel file that contains list of teachers for whom a PIN has been generated Subsequent zip files will only include teachers who are new since the last refresh notification to CIO when new file is posted to IRSP If a district or school has NOT identified an Information Officer contact, IRS Portal notifications will be sent instead to the individual identified in SEDREF under the Chief Executive Officer field Select SEDREF Query from District must print and distribute PIN letters to Teachers District should provide teachers information about what to do if the data are inaccurate School Administrators/Data Coordinators can assist teachers in the verification of roster reports with L2RPT (Cognos – State Reports) Teacher Student Data Linkage (TSDL) Report

Teacher Student Roster Verification Process To create an account, teachers will go to website listed in PIN letter: User Guide: Each teacher will need: PIN Last 4 of SSN * Date of Birth * Valid address - This address can be either a work or personal address, as it will also be the username. * Last 4 of SSN and date of birth will be verified against data recorded in TEACH

L2RPT – TSDL ( Teacher Student Data Linkage ) Summary

L2RPT – TSDL ( Teacher Student Data Linkage ) Student Detail

31 Level 0 Historical (L0Hist) Historical records are defined as any data warehouse record submitted prior to the current school year. The data areas currently available for view and future update are Demographic, Enrollment, Programs Fact, and Assessment Fact. For manageability purposes, the NYSED recommends that you grant access to your District Data Coordinator and only authorize a limited number of additional district personnel. General Information Access to District information would be based on user SEDDAS authentication rights Mass adds, updates, deletes are not a function of this application NYSSIS ID or local student id will not be updated through this application Inquiries will be by individual local student id and school year. Only NYS Reporting fields are displayed Assessments Districts cannot view vendor scored assessments Districts cannot view any future assessments administered by another district. Missing assessment information can be added for a prior district. (i.e. Missing Regents exam scores) District owned assessments can be changed District owned assessments cannot be deleted when attached to an assessment response record

Level 0 Historical