1. Special Ed End of Year Data Reporting

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

3. SIRS Reporting Overview

4. 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

5. 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

6. Special ED Data reported to SIRS

7. 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)

8. 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

9. Pre-School Students

10. 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

11. 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also used if the referral is withdrawn

12. 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

13. Recommendations

14. Review Account Access to PD Data System
Access is granted through SEDDAS by the Superintendent
Instructions are available:
Two entitlements are available:
PD Contact – Full Access
CIO – Read Only Access
PD Data System is available in the IRS Business Portal

15. 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

16. 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)

17. 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

18. Reporting and Verification

19. 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

20. 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

21. Resources

22. NYSED Resources
Special Ed Data Collection, Analysis and Reporting (SEDCAR)
PD Data System
Support:
Access:

23. EduTech Support Resources
Website:
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
Address
Special Ed
option 5
Data Warehouse
option 7 then 1
SchoolTool
option 1 then 2
Infinite Campus
option 1 then 4

24. Discussion/Questions