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Spring 2017 Data Warehouse User Group Today’s Topics

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1 Spring 2017 Data Warehouse User Group Today’s Topics
Level 0 Reports NYS Testing Timelines Wrap-up

2 Level 0 Data Automation Import, Verification, & Information Errors
Dashboard Demo, Enrollment, Programs Required Templates L0 User Access / Permissions Template Highlights Verifying SSC/TSDL (Staff Student Course/Teacher Student Data Linkage) Teachers TAA – TSRV (Teacher Student Roster Verification Application) District Admin Staff L2RPT (Cognos State Reports) – Course Reports – SIRS-315 Staff Evaluation Rating

3 Automation: The Present
District Mohawk RIC Level 0 Level 1 2 5 Errors and Locking NYSED Level 2 Feeder System 4 1 6 DDC Feeder System 1 3 1: “This is Jane from Learning CSD, can you please load my Demo and Enrollment files?” 2: “Hi, this is Sally from the RIC, we loaded your files, you have 5 errors in Level 0” 3: “Hi, Jane again, I fixed my errors, please load my files again to Level 0” 4: “Hi, this is Sally, your data is error free now, please lock your files” 5: “Hi, Jane again, I have locked my files, please load to Level 2” 6: “Lisa, this is Sally. Jane asked us to send her data to the state, please send it up!”

4 Automation: The Future
District Mohawk RIC Level 0 Level 1 2 3 Errors and Locking NYSED Level 2 Feeder System 1 4 DDC Feeder System 1 1: Files are loaded every morning, Monday-Friday around 5am 2: <Jane> “I’ve checked errors in Level 0 and fixed in the source system” 3: <Jane-next day> “I’ve checked Level 0, my errors are fixed and I have locked my files to go to Level 2! ” 4: Level 1 is scanned every afternoon for data that’s ready to go and sends it to L2 at the end of the week. (Staff files are sent nightly)

5 Automation: Feeder systems
District Current: Demo and Enrollment (schooltool only) Planned: Staff Student Course, Assessment Fact, Course Instructor Assignment, Day Calendar and Student Daily Attendance (within a month) Planned: Program Fact from all supported MORIC systems by the end of the year. We will still do manual loads (if needed) Fix it in the source system please! Feeder System Mohawk RIC 1 Feeder System 1 Level 0

6 Automation: Mohawk RIC
We will always wait for you to lock and load your data before sending it along eDM: Once locked, we will automatically take the file and import it into Level 1 Currently this is done manually eDM: Planned rollout by end of school year Should be invisible to you in the district Mohawk RIC Level 0 Level 1 2 3 Errors and Locking DDC

7 Automation: To NYSED Previously, we would load each individual data file you asked us to send We now schedule a load of everything ready to go up, from Level 1 at the end of the day. Additional automation happening at L1C as well Quicker ingestion for some file types. Does NOT necessarily mean L2RPT is refreshed faster. NYSED Level 1C Mohawk RIC Level 1 4

8 New Data Load Automation Processes
Districts must login to Level 0 to check import and verification errors (daily or weekly) for Demo and Enrollment, as s will not be sent out. Verification errors could also occur in other areas, such as Program Services (run the “All Verification Checks” from the Dashboard Report) Files will not load if data is locked After correcting errors in the source system, districts may wait until the next morning’s load to see if errors cleared (except for Thursdays–see note below) Manual pulls to load files may still be requested at any point during each day (with exception below) Please note – manual files should be requested if you are working on errors (and plan to have your data loaded to L2) on Thursdays, as this is the deadline to load to Level 2. When new templates are ready to be automated, a notification of the anticipated automation start date, for applicable templates, will be sent to districts.

9 Level 0 Auto Import – Dashboard Report (Run All Verification Checks)
9 9

10 Level 0 Auto Import – Demographics (Import Errors)
10 10

11 Level 0 Auto Import – Demographics (Import Log)
11 11

12 Level 0 Auto Import – Demographics – Run Verification Rpt
12 12

13 Level 0 Auto Import – Enrollment (Import Errors)
13 13

14 Level 0 Auto Import – Enrollment (Import Log)
14 14

15 Level 0 Auto Import – Enrollment – Run Verification Rpt
15 15

16 Coming soon… Program services Automation
Preparing for Automation Check your “Program Codes Listing” and notify RIC of any changes or discrepancies. Clean up any PS records in Student system, such as funding codes under NCLB (Title I) Check all PS to see if applicable, and reported! Category breakdown report in Level 0 Reasonableness report in L2RPT (Cognos State reports) Most common underreported data is Title I, Summer School and CTE There are currently no consequences if an incorrect code was reported, but there may be implications in the future. Title I status has a focused role in the Every Student Succeeds Act (ESSA) and NYSED will work accordingly to ensure accurate reporting.

17 Level 0 - Program services – Category Breakdown

18 Level 0 – Programs Fact – L1 Data Prep (Lock)

19 Level 0 – Information Reports

20 2016-17 SIRS Data Collection Templates
Local Educational Agencies (LEAs) are responsible for submitting a complete set of data elements to the SIRS in a predetermined format. The data elements fall into seven general categories: (Template details are available at

21 Level 0 District User Access Report
21 21

22 Level 0 User Permissions Update Form
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23 Level 0 – Student Lite (Demo) Manual Input

24 Level 0 – Staff Snapshot (Itinerant) Manual Input
While the itinerant field is designed to allow for the collection of complete course instruction by teachers, LEAs should also report itinerant non-teaching professional staff such as pupil personnel and school health services staff received from another district or BOCES. (I.e. nurses, school counselors, social workers and psychologists) These staff would also need to be reported in Staff Assignment. BOCES staff not assigned on a permanent or consistent basis to a district would only be reported as BOCES staff.

25 Level 0 – Course Instructor Assignment Manual Input
Course Instructor Assignment collects staff data in order to comply with State and federal laws including information presented in the NYS School Report Cards. This template is slated to replace the PMF BEDS assignment collection in TAA as the official source of course data in The Staff Student Course template will still collect course information used solely for APPR purposes. All staff members reported in Staff Snapshot identified as “TEACHER” must be reported in this template. A record for all classroom teachers (district, BOCES, and, charter school teachers) must be reported here. All classes must have a Primary Instructor. This is not intended to show each transaction regarding teacher absences or the inclusion of substitutes in the classroom.

26 Level 0 – Student Class Entry Exit Manual Input
Student Class Entry Exit collects student course data in order to comply with State and federal laws, including information presented in the School Report Cards. In the future, this template will replace the PMF BEDS assignment collection in TAA as the official source of course data. The Staff Student Course template will still collect course information used solely for APPR purposes. All students in every course must be reported in this template (district, BOCES, charter teachers), including students where the reporting LEA has “Instructional Reporting” (0055 Enrollment) only responsibilities. (i.e. Non-district students that are mainstreamed into one or more LEA classrooms from another district/program provider (i.e. BOCES)).

27 Reporting Course Instructor Assignment (CIA) and Student Class Entry Exit (SCEE) – Data due May 25th! Itinerant Teaching Staff The receiving district where the course is being taught should report the course information in Course Instructor Assignment, Student Class Entry Exit and Staff Student Course where applicable. The employer would report the Staff Evaluation Rating data, Staff Attendance and Staff Tenure data and Course data taught at the employer location. Report “Y” (in the Itinerant field in Staff Snapshot) if the staff is employed by another LEA/BOCES but is the staff person of record for a course. CIA Common errors Import errors - Missing or Invalid Instructor ID: XXXXXXXXX. (No matching Staff Snapshot TEACHER record.) *Note - Level 0 does not import blank Instructor ID records for CIA Missing or Invalid Course Code/Course Location combination for selected school year: Verification error – Primary Instructor not Identified CIA uses the Staff Snapshot, Course and Location Marking Period tables SCEE uses the Course and Location Marking Period tables, and connects to the CIA SCEE will be loaded to Level 0 next week during the monthly data loads Both templates will be used to generate Regents Answer sheets for courses linked to Regents exams (see slide on generating Rosters to verify Regents courses/students)

28 Verifying TSDL/TSRV data
During the school year, the only courses viewable in TAA ( will be for those teachers providing instruction in grades 3-8 ELA and Math and Math Regents courses as these are the only courses currently used for generating growth scores. Those teachers will have to review this roster data in the winter in addition to completing an ePMF (BEDS) form in the fall. Daily automation of SSC data is targeted to begin loading to Level 0 around end of March Data DOES NOT automatically move to Level 2, it must be locked and requested by the DDC to load to Level 2 Teacher data may change – students exiting, entering, absences effecting minutes Teachers should verify Rosters each time data moves to Level 2 (following week) Data should be accurate a/o the test dates (aka, Reporting date) ELA - March 27, Math - May 1, Regents Math - June 13 Teachers should verify data 1-2 weeks prior to final deadline May 18 - Target date to verify/correct/load June 1 - Final date to load Teacher/Staff Data home page: Guidance on New York’s Annual Professional Performance Review Law and Regulations:

29 2016-17 Staff Evaluation Rating (3012d)
During the transition period, through , SPG scores will be provided to educators for advisory purposes only and shall only be used to calculate & report original scores and ratings. During and beginning again in , teachers of grades 4-8 ELA and math and principals of buildings including these grade levels are also required to have back-up SLOs. Please note that principals of buildings that include all of grades 9-12 are required to have back-up SLOs in all school years. During the transition period ( through ), districts/BOCES must continue to calculate scores and ratings based on the measures described in the approved APPR plan, i.e, “original” scores and ratings, and must also calculate “transition” scores and ratings which exclude the results of the grades 3-8 ELA and math State assessments. (Codes/Ranges in SIRS .

30 2016-17 Staff Evaluation Rating (3012d)
During the through school years, in instances where there are no remaining student performance measures for purposes of calculating the transition scores and ratings, LEAs must develop alternate SLOs for affected educators based on assessments that are not grades 3-8 ELA and math State assessments and any State-provided growth scores. For additional information on 3012-d: Original and Transition Scores Original SLOs are used for original scores and ratings Alternate SLOs will apply to transition scores It is possible for an educator to have a transition Student Performance score and rating, but not an original Student Performance score and rating, but only in the instance where an SPG was not received, that should have been. In this case the Staff Evaluation records would look as follows (please see next 2 slides):

31 2016-17 Staff Evaluation Rating (3012d)…
1.  Original Required Student Performance subcomponent – SPG, not received – do not submit 2.  Original Optional Student Performance subcomponent – a.       If used, score and rating b.       If not used, OPTSP00, no score 3.  Original Student Performance category rating – no rating, do not submit 4.  Original Required Teacher Observation/Principal School Visit subcomponent – score and rating 5.  Original Optional Teacher Observation/Principal School Visit subcomponent – a.       if used, score and rating b.       if not used, OPTOB00, no score 6.  Original Overall Teacher Observation/Principal School Visit rating – a.       If optional used, rating based on weighting indicated in approved plan b.       If optional not used, equal to the Required Teacher Observation/Principal School Visit subcomponent rating 7.  Original Overall rating – no rating, do not submit [Original record is incomplete]

32 2016-17 Staff Evaluation Rating (3012d)…
8.  Transition Required Student Performance subcomponent – score and rating based on Alternate SLO 9.  Transition Optional Student Performance subcomponent – a.  If used with supplemental assessment, score and rating b.  If used with second growth score, exclude, do not submit c.  If not used, do not submit 10.   Transition Student Performance (SP) category rating – a.  If optional used with supplemental assessment, rating based on Transition Required and Transition Optional Student Performance subcomponents, per the weighting indicated in approved plan b.  If optional used with second growth score, equal to the Transition Required Student Performance subcomponent rating c.  If optional not used, equal to the Transition Required Student Performance subcomponent rating 11.   Transition Required Teacher Observation/Principal School Visit subcomponent – score and rating 12.   Transition Optional Teacher Observation/Principal School Visit subcomponent – a.  if used, score and rating b.  if not used, do not submit 13.   Transition Teacher Observation/Principal School Visit (TO/PSV) rating – a.  If optional used, rating based on weighting indicated in approved plan b.  If optional not used, equal to the Required Teacher Observation/Principal School Visit subcomponent rating 14.   Transition Overall rating – based on Transition SP and Transition TO/PSV category ratings per the matrix [Transition record is complete]

33 Level 0 – Staff Evaluation Rating - Manual Input

34 Reports L2RPT (Cognos State Reports)
New/updated reports SIRS-335 Career Pathways SIRS-370 Day Calendar SIRS-360, 361 Attendance Reports SIRS-321 Student Class Grade Detail SIRS-330 Student Class/Course Instructor Summary SIRS-701 UIAS SIRS-340 Graduation Report (coming soon) School Report Card ( High School Graduation Rate vs. L2RPT (Cognos State Reports) SIRS-201 Total Cohort Summary

35 Cognos Report Access

36 L2RPT Reports – (https://cognos102. moric. org) http://www. p12. nysed

37 L2RPT- Cognos State Reports – Career Pathways
37

38 Graduation Pathways http://www.p12.nysed.gov/ciai/multiple-pathways/

39 Graduation Pathways – Q & A http://www. p12. nysed
Pass four (4) required Regents examinations or Department Approved Alternatives as follows: ELA Regents exam, 1 math Regents exam, 1 science Regents exam, 1 social studies Regents exam Plus any one (1) of the following options: (Career Path code in ()) Complete all the requirements for the CDOS Commencement Credential (found at Multiple Pathways-CDOS option webpage)(CDOS); or Pass an additional math Regents exam in a different course or Department Approved Alternative(STEMMATH); or Pass an additional science Regents exam in a different course or Department Approved Alternative(STEMSCIENCE); or Pass an additional social studies Regents exam in a different course(HUM) or Department Approved Alternative(HUMALT); or Pass an additional English assessment in a different course selected from the Department Approved Alternative list(HUMALT); or Pass a Department approved CTE pathway assessment, following successful completion of an approved CTE program(CTE); or Pass a Department approved pathway assessment in the Arts(ARTS); or Pass a Department approved pathway assessment in a Language other than English(LOTE)

40 Graduation Pathways – Career Path codes
Beginning in , both general-education students and students with disabilities may earn a Career Development and Occupational Studies (CDOS) credential. Students who fulfill the requirements for earning a CDOS credential in addition to meeting graduation course and credit requirements and passing one Regents examination in English, science, mathematics, and social studies must be reported with Career Path Code “CDOS.” Students who received a credential but no diploma (i.e., CDOS as a stand-alone or Skills and Achievement Credential) should be reported with Career Path Code “NONE.” If a student used more than one pathway, report the pathway with which the student associates most closely.

41 L2RPT- Cognos State Reports – Attendance Reports
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42 L2RPT- Cognos State Reports – Attendance Reports…
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43 L2RPT- Cognos State Reports – Attendance Reports…
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44 L2RPT- Cognos State Reports – Attendance Reports…
44

45 L2RPT- Cognos State Reports – Student Class Grade Detail
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46 L2RPT- Cognos State Reports – Student Class Grade Detail…
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47 L2RPT- Cognos State Reports – SCEE & CIA Reports
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48 L2RPT- Cognos State Reports – UIAS Reports
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49 L2RPT- Cognos State Reports – UIAS Reports (SIRS Enrollment Exit Reasons)
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50 L2RPT- Cognos State Reports – UIAS 153 Reports
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51 L2RPT- Cognos State Reports – UIAS 170 Reports
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52 L2RPT- Cognos State Reports – UIAS 170 Reports…
52

53 L2RPT- Cognos State Reports – coming soon
53

54 Data.NYSED.gov 54

55 Data.NYSED.gov - Secure Access Login
55

56 Data.NYSED.gov - Secure Access Login…
56

57 Data.NYSED.gov 57

58 Data.NYSED.gov 58

59 Data.NYSED.gov – High School Graduation Rate (Filter)
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60 Data.NYSED.gov – High School Graduation Rate (2016)
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61 L2RPT- Cognos State Reports – Total Cohort Reports
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62 L2RPT- Cognos State Reports – Total Cohort Reports
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63 Data.NYSED.gov – High School Graduation Rate (2015)
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64 L2RPT- Cognos State Reports – Total Cohort Reports
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65 L2RPT- Cognos State Reports – Total Cohort Reports
65

66 NYS Testing Testing Dates and Deadlines CBT Support
3-8 Stand Alone Field Tests (SAFT) 3-8 ELA & Math Vendor Scoring (OSC) NYSAA – Science will be CBT (No Social Studies component) Regents/ASAP

67 Testing dates/deadlines
February 21 – Begin printing 3-8 ELA Answer Sheets, March 16- Math ELA Administration: March 28-30(PBT), March 27-April 3(CBT) Scoring: March 31-April 21 Due to RIC: April 21 Math Administration: May 2-4(PBT), May 1-8(CBT) Scoring: May 5-17 Due to RIC: May 17 NYSESLAT Administration: Speaking April 10-May 19, L/R/W – May 8-19 Scoring L/R/W: May 22-June 1 Due to RIC: June 1 Science Administration: Performance - May 24 - June 2, Written – June 5 Scoring: Perf. – Immediately following administration, Written – June 7-15 Due to RIC: Thurs, June 15

68 NYSED CBT Support - https://cbtsupport.nysed.gov
68 68

69 Stand Alone Field Tests (SAFT)
For districts that opted for CBT Field tests AND Schools that were selected for PBT (3-8 and Regents) Demo/Enrollment Data due to Level 2 March 16 Data being pulled March 20 Assignments have been posted: Nextera opens for CBT Tests May 8 CBT Field Test Proctor Training May 12 (Webinar) Field testing dates CBT – May 22-June 9 PBT – May 30-June 9 Regents – Early May (when tests arrive) through May 26

70 3-8 Vendor Scored Assessments for Constructed Responses
Barcode labels will be supplied instead of the usual demographic labels (to be placed on students CR booklets) Every student tested must have a pre-printed barcode label Districts will receive instructions and links to packaging video District Testing contact will receive login (from RIC) to register boxes for delivery and view boxes after scanning ALL answer sheets must be separated from booklets and returned to the RIC

71 Changes in NYSAA for

72 Regents Update – June No new exams for 2016-17 Regents (2005 LS):
Exams will begin June 13 Regents (2005 LS): Algebra 2/Trigonometry – Last Admin January 2017 Comp. English – Last Admin June 2016 Regents Answer Sheet Order Form Will be sent to HS/MS Principals in early May Fill out order form (by May 12th): Be sure that your courses are linked to the correct Regents State course codes Run the Exam Roster report by May 12 Specific instructions will be sent to principals with the Regents Answer Sheet Order Form Will generate a roster of students that will be pre-printed for each Regents exam based on courses linked to the Regents State course codes through the Course Instructor Assignment and Student Class Entry/Exit records that are loaded into Level 0 If missing courses, check the course code linkage. Any course ending in Regents must be linked to a Regents course code (for example – AP courses – do not use the AP course code if the students will be taking a Regents exam) If missing students, check to see if student has been exited prior to administration date

73

74 Timelines Special Education Certifications Important Dates
Monthly Data Loads to Level 0

75 2016-17 Special Education Certifications (http://www. p12. nysed
For consistency, VR certifications will be due the Monday that immediately follows the final date to submit data that is used to populate the corresponding VR report.  VR 13, 15 and 16 - Thursday August 24, 2017 - final date to submit enrollment, demographic, programs fact, Special Education (EOY) Snapshot and assessment fact (COSF) data; Last VR refresh completed and certification due Monday August 28, 2017 VR 11, 12, 14 - Thursday September 21, 2017 - will be the final date to submit Special Education Events; Last VR refresh completed and certification due Monday September 25, 2017 Don’t forget to check the Inclusion/Exclusion Reports!! Please note for all due dates in red: Enrollment, demographic, assessment (including COSF), Special Education Snapshot (EOY) and disability program service records for those students who are potential submission records for the VR reports must be migrated to the Level 2 Student Data Repository no later than August 24, Data will be reviewable in the PD data system as the List of Potential Student Records to ascertain that all students eligible to be included in these reports are on the list with accurate information. The L2 data repository will be frozen with regard to new or changes in the enrollment, demographic, assessment, special education snapshot and disability program service records after this date in order to do accountability calculations after the August 14, 2017 deadline. 75 75

76 2016-17 Important Dates (see IRS Calendar http://www. p12. nysed
January 26 – All ELL Eligible program services reported February 24 – Final day for teachers to submit BEDS (ePMF) forms March 9 – Non-Teaching PMF data due to Level 2 (Staff Snapshot and Assignment) March 10 – Certification of ePMF forms in TAA March 16 – Demographic & Enrollment data due to Level 2 for Field Tests March 23 – Data due to Level 2 for: BEDS Day FRPL Data Extract (Used for calculating preliminary State Aid allocations. Also, reported to USED via EDFacts. All entities need to show FRPL counts in the March snapshot to be included in the FRPL data submitted to USED. BEDS Day Enrollment Data Extract (Enrollment by grade, district of residence, district Pre-K, and supplemental enrollment counts are collected for the purpose of calculating preliminary State Aid allocations.) ELL data file submitted to USED. ELL enrollment a/o BEDS day - Report these students in SIRS with the appropriate ELL Eligible program service code. March 20 - NYSAA Administration Period begins for ELA and Math CBT March 28 – NYS Gr. 3-8 ELA testing begins 76 76

77 2016-17 Important Dates (see IRS Calendar http://www. p12. nysed
April 10 – NYSESLAT Speaking test begins May 2 – NYS Gr. 3-8 Math testing begins May 8 – NYSESLAT L/R/W tests begin May 24 – NYS 4&8 Science begin May 25 – Course Instructor Assignment and Student Class Entry Exit Data Due to Level 2 June 1 – Staff Student Course/TSDL & Principal Staff Assignment due to Level 2 June 13 – Regents Common Core, Regents & RCT’s begin July 6 – Scores due to L2 for Regents exams and approved alternatives to Regents To be used for principal evaluation growth score calculations August 11 – Target date to complete all reporting to SIRS (with the exception of VR11, 12, & VR14) Final date to submit is Thursday, August 24, 2017 Statement of Certification due September 8, 2017 September 7 – Target date to submit VR11, VR12, & VR14. Final date to submit is Thursday September 21, 2017 October 26 – Staff Evaluation data Statement of Certification due November 3, 2017 77 77

78 2016-17 Monthly data loads to Level 0
This is a tentative schedule of when we will be exporting data from ALL systems and importing to Level 0 – these should occur during the following weeks: September 14 (Staff files, Student Demo/Enrollment/Programs/Assessments, Attend Codes, Course, LMP) October 17 (above plus Student Daily Attendance and Day Calendar) November 14 December 12 (Staff/Student/Course for 3-8/HS Math, Course instructor and Student Class Entry/Exit, if available) January 16 February 13 (Staff Attendance) March 13 (Student Class Entry Exit) April 17 May & June – upon request only * July – Loads are done upon request after rollover has been completed All districts must request a final data load to pull data on graduation and student transfers/exits and other end-of-year maintenance

79 Wrap-up Resources Anticipated Changes
Contact Information

80 Resources… Deadlines for Verification & Certification of School Year Data in SIRS Reporting School Year Data in SIRS APPR Guidance 3012-d Data Support - NYSED Enrollment Procedures for Immigrant Students NCLB and NYS Accountability SEDREF Update Process SEDDAS Guidance State Course Catalog State School Report Card Systems for Collecting & Reporting Data

81 Some Anticipated changes…
ESSA Federal Regulations Prior to January 20th are in effect After January 20th are on hold for 60 days ESSA Goal is to align State plan with the Law Data, identifications For data, continuing to use NCLB SED is waiting for additional guidance on identifications SED School Report Card must be available by December 31st Child Nutrition Direct Match NYSSIS Project NYSSIS application being used to assist the CNP Office with State Certification matching (SNAP & Medicaid) – automated to provide a better file to districts. FRPL Program Records will require Eligibility Type (i.e. SNAP, Medicaid, OTDA, TANF, Homeless, Foster, Migrant, Runaway, Headstart, Income Application or FDPIR) BOCES Student Daily Attendance by Virtual Location

82 Data Analysis Services contact:
MORIC Contact Information (315) ; MORIC ( ) Data Analysis Services contact: Team Leader: Data Analysis & Verification – Data Readiness/Verification - Data Warehouse Level 0 Level 0 Historical L2RPT (Cognos – State Reporting) New York State Assessments NYSSIS Unique IDs Regents Scanning / ASAP (Assessment Scoring & Analysis Program) Contact Data Readiness Support Sally Zielasko, Chris Urich, Danielle Polisse, Brenda Heigl, Katie Duell


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