1. Data Coordinator Meeting February 2018

2. Agenda Tips and Reminders Level 0 Load P-Tech Reporting Requirements
Staff and Course Data
New FRPL Report
SIRS Reporting Requirements Updates
Important Dates
Tasks
Break
SIRS Reporting Issues and Solutions
Pivots, Charts and Slicers

3. Tips and Reminders

4. Data Security
Review user accounts to make sure that users are up to date
District Data Systems
Level 0
Level 1
NYSED Applications (SEDDAS)
Be cautious when moving sensitive data
Please don’t send s with PII and sensitive information
Post data files and reports to EduTech on the FTP Site

5. Ongoing tasks Review on a regular basis L1C/L2 Error Report NYSSIS
Located in Level 1-Cognos
Shows errors that prevent data from loading into Level 2
NYSSIS
Located in the NYSED Business Portal
District will receive an when a near match needs to be addressed
UIAS Report
Located in L2RPT
Shows data that might not be meeting NYS Reporting rules

6. Level 0 Load

7. Level 0 Load Level 0 Express Student Attendance Codes
Location Marking Period
Loaded at start of school year
Reload anytime changes are made
Must be locked, loaded to Level 1 and pushed back to Level 0 before CIA, SCEE and SSC can be loaded
Student Attendance Codes
Must be locked and loaded prior to student daily attendance
Staff Attendance Codes
Must be locked and loaded prior to staff attendance

8. Level 0 Load Key Templates
Staff Snapshot: Loaded first now due to new counselor fields on Student Lite
Student Lite: Demographics
School Entry Exit: Enrollment
Program Facts: Program Services

9. Level 0 Load
Student Data (Requires Student Lite and School Entry Exit)
Course Data (Requires Staff Snapshot, Student Lite, and School Entry Exit)
Day Calendar
Student Daily Attendance
Student Credit GPA
Course
Course Instructor Assignment
Student Class Entry Exit
Staff Student Course
Student Class Grade Detail
Special Education Data-From Special Ed System
Staff Data-From Human Resource System (requires Staff Snapshot)
Special Education Events
Special Education Snapshot (BEDS Day and End of Year)
Staff Assignment
Staff Tenure
Staff Evaluation Rating
Assessment Data
Assessment Acc Mod Fact
Assessment Fact (loaded by Edutech)
Assessment Response
Assessment Session Fact

10. P-Tech Reporting Requirements for the Home District

11. P-Tech Districts of responsibility are required to report: Enrollment
Enrollment In Reason: 0011-Regular School Year
Provider: Use location of the entity providing the program
Grade:
Current Grade Level: through year 4
Continue Grade 12 in years 5 & 6
P-Tech

12. P-Tech Ending Enrollment Reason Out Codes
Fulfilled Requirements for a Regents Diploma and continuing in the program
0065-Fulfilled HS Grad Req for Extended Integrated HS Program
Record Credential Type code, Career Pathway & Post-Grad Plan
Student must be reenrolled for the following school year
Fulfilled Requirements for a Regents Diploma, continued in the program, but subsequently decided to leave the program and exit school
0068-Exited Extded Int Prog after Fulfilling HS Grad Req
Completed all three parts of either program — high school diploma, workplace experience, and Associates Degree or credits toward an Associate’s Degree
0067-Completed Extended Integrated HS Program)
Ending Enrollment Reason Out Codes

13. P-Tech Ending Enrollment Reason Out Codes
Fulfilled Requirements for a Regents Diploma and Exiting the program and school
Use appropriate Exit code 799-Graduated-Earned a Regents or Local Diploma
Record Credential Type Code, Career Pathway & Post-Grad Plan
Exit the program and the school without fulfilling the requirements for a Regents diploma
Use the appropriate Ending Enrollment Reason Out Code
Exit the program but not the school
End the Program Service record with the appropriate program end date.
P-Tech
Ending Enrollment Reason Out Codes

14. P-Tech Home District Must Report:
Program Service Record For All Participating Students
Program Service Code
Entry Date – First day of program
Exit Date – Last day of program
Program Duration – current year of the student’s participation (1-6)
P-Tech

15. Staff and Course Data

16. Staff & Course Collection

17. Staff Student Course/TSDL
Level 0 Lock Deadline is Wednesday, June 13th
Records for all classroom teachers (district and BOCES) responsible for:
3-8 ELA and Math
Math Regents
Primary use is the calculation of state provided growth scores used in APPR

18. Course Instructor Assignment And Student Class Entry Exit
Level 0 lock deadline is Wednesday, May 2nd
All Districts, BOCES and Charter Schools must report all courses
Make sure that the following are reported accurately in CIA:
Course Delivery Method
Primary ENL Instructor Indicator
Primary Special Ed Instructor Indicator

19. Staff And Course Timeline
February 21st, 2018
Deadline to lock Staff Snapshot and Staff Assignment in Level 0 by 10:00 AM for PMF collection
February 23rd, 2018:
Certification deadline for ePMF data in TAA by Superintendent
March 12th, 2018
Begin weekly Level 0 reporting for Staff Tenure
May 2nd, 2018
Deadline to lock Course Instructor Assignment and Student Class Entry Exit for NYSED comparison to ePMF data
June 13th, 2018
Deadline to lock Staff Student Course in Level 0 for calculation of state provided growth scores

20. Staff and course Resources
Resources IRS Landing Page for Information Concerning Staff Data:
TAA Accounts and Teacher-Student Roster Information:
L2RPT Report Guides:
SEDDAS - SED Delegated Account System:
FAQs for Staff Data and Field Support:

21. New L2RPT Free and Reduced Lunch Report

22. FRPL Students Enrolled on BEDS Day
SIRS Free and Reduced Price Lunch Eligible Students Enrolled on BEDS Day – Eligibility Types is now available in the BEDS folder in L2RPT

23. SIRS Reporting Requirements Updates

24. Student Daily Attendance - BOCES
Report Student Attendance by BOCES Program
CTE
Alternative Education
Special Education
BOCES must report attendance for each program type/location
Report instructional enrollments for each program type/location
Submit Day Calendar for each program type/location
The expectation is for BOCES to begin reporting data this school year.

25. Student Daily Attendance - ESSA
Beginning in the school year, the N.Y.S. ESSA plan will include using out of school suspensions as an accountability indicator. This will provide baseline data collected on the Student Daily Attendance template for calculating this indicator. Source SIRS Reporting Memo: 18SIRSReportingMemo pdf

26. Alternative Local Assessments
Reported for students who utilized Career Pathways for graduation:
Local Arts Assessment
Local CDOS Assessment
Local CTE Assessment
Local LOTE Assessment
LOTE Exempt
Populates the Graduation Summary reports in L2RPT:
SIRS-340
SIRS-341

27. CCR and CTE Assessments
College and Career Readiness- All Advanced Placement and International Baccalaureate Assessments Required:
Reference the “CCR” Test Group in Chapter 5 of the SIRS Manual
Career and Technical Education Exams are Required:
Reference the “CTE” Test Group in Chapter 5 of the SIRS Manual

28. Regents
June Regents Answer Sheet Pre-Printing
Make sure that course codes are updated
Data Reported in Course Instructor Assignment and Student Class Entry Exit
Will determine the students who receive answer sheets for each exam
Review the Exam Roster Report in ASAP
If 7th graders in science or 8th graders in math will be double tested contact the Test Scoring Team immediately

29. New NYSITELL Process
NYSITELL tests administered beginning February 1st must be scanned into ASAP in order to be scored:
Levels I-III Braille editions are the only exception and can be scored in-district
Once scored, these must be hand entered into Level 0
New answer sheets are on the Test Scoring FTP Site
Once the answer sheets are processed in ASAP view score reports for results
Contact EduTech Test Scoring team for any questions
option 7

30. Immigrant Data Collection
The following fields are no longer collected (all applicable edits have been removed in Level 0):
Inoculation Date
Country of Origin
Date of Entry into U.S.

31. Important Dates

32. Important Dates
February 7th, 2018:
Deadline to lock data in Level 0 for 3-8 math CBT operational districts
February 20th, 2018:
Students are available in Nextera for 3-8 ELA CBT operational districts
February 21st, 2018
Deadline to lock Staff Snapshot and Staff Assignment in Level 0 by 10:00 AM for PMF collection
February 23rd, 2018:
Certification deadline for ePMF data in TAA by Superintendent
February 26th, 2018
Data will be pulled from Level 0 for 3-8 ELA answer sheet pre-printing

33. Important Dates March 9th, 2018
Data will be pulled from Level 0 for 3-8 math answer sheet pre-printing
March 12th, 2018
Begin weekly Level 0 reporting for Staff Tenure
Students taking the NYSESLAT must have an ELL Eligibility and Program record in Level 0
March 13th, 2018
Students are available in Nextera for 3-8 math CBT operational districts

34. Important Dates March 21st, 2018
Deadline to lock Level 0 for 2nd Snapshot of BEDS Enrollment data (FRPL)
April 23rd, 2018
Data will be pulled from Level 0 for 4 & 8 science answer sheet pre-printing
May 2nd, 2018
Deadline to lock Course Instructor Assignment and Student Class Entry Exit for NYSED comparison to ePMF data
May 21st, 2018
Data will be pulled from Level 0 for June Regents answer sheet pre-printing
June 13th, 2018
Deadline to lock Staff Student Course in Level 0 for calculation of state provided growth scores used in APPR scores

35. Tasks
Ensure that NYSSIS Near Matches are fixed and regularly review L1C Error Reports
Review UIAS Reports
Make Sure SEDREF Contacts are updated
District Test Coordinator (3-8 and NYSAA)
Information Officer (Data Coordinator)
Make sure that all appropriate program services are reported
SIRS-401 Reasonableness Report
Begin planning for reporting Staff Evaluation (Transition Scores, 3012-D)
Begin planning for end of year verification

36. NYSED Timeline Resources
SIRS Reporting Timeline
18DataReportingTimeline pdf
ePMF and Staff Collection Timeline
taffCollectionTimelinefor pdf
3-8 ELA and Math CBT
Timeline-Significant-Events-2018

37. SIRS Data Warehouse Support Team
Tammy Reilley
Luke Newhart
Chris Voit
Rich Yeoman
Jake Glasgow (Training/Workshops)
EduTech Support Contact Information –
Phone – option 7

38. EduTech Data Warehouse Resources
Data Warehouse Web Page
EduTech Data Warehouse Training Opportunities
EduTech Data Security Information
Data Coordinator Meeting Resources

39. Break Discussion/Questions

40. SIRS Reporting Issues and Solutions

41. Pivots & Charts & Slicers (oh my)

42. Goal:
I would like you to you leave with a way to utilize interactivity when working with/preparing data in your role as a district data coordinator.

43. Agenda Downloading Data Formatting Data Creating Pivot Chart
Adding Slicers To Create An Interactive Report

44. Gather Data
‪Path: Public Folders > District Reports – For Data Quality > Excel/CSV Exports > Demographic & Assessment Scores > Student Assessment Export – 3-8 Assessments, NYSESLAT, NYSITELL, Regents & SLP

45. Prepare Data
‪Prepare Headers (Top Row) ‪

46. Pivot Charts & Slicer Tool
INSERT > PIVOT CHART
ANALYZE > INSERT SLICER

47. Pivots/Charts/Slicers Demo

48.
Help Desk: