1. eSchoolPLUS/Data Warehouse Combined Training September 2017

2. 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

3. 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)

4. 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

5. 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

6. 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 ome.aspx

7. 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 s sent from

8. Where can I find helpful information?
Data Warehouse web page
DDC
SIRS Manual
Help documents
NYS Reporting
Teacher/Staff/ePMF resources
Staff evaluation reporting resources

9. Where can I find helpful information?
eSchoolPLUS web page
pport.aspx
HELP DOCUMENTS
NYS Reporting
DDC TRAINING POWERPOINTS
eSCHOOLPLUS FORMS

10. 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

11. 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.

12. 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 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

13. 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

14. 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

15. 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)

16. 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)

17. 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

18. 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

19. 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

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

21. 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)

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

23. 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

24. 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

25. 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

26. 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.

27. 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.

28. 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

29. 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

30. 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

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

32. 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

33. 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?

34. 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

35. 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

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

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

38. 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

39. 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

40. 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

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

42. 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”

43. 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.
next slide contains a list of course codes and descriptions for courses that lead to a state assessment.

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

45. 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.

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

47. 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.

48. 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 in both English as a New Language and Bilingual Education programs. 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.

49. 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

50. Questions?