1. Data Coordinator Meeting September 2018

2. Agenda Data Security ESSA Data Verification
Staff Evaluation Reporting
Upcoming Training and Workshops
Level 0 Load Schedule
SIRS Reporting Requirements Updates
Test Scoring and Computer Based Testing
Reporting Reminders
Important Dates
Tasks

3. Data Security

4. Data Security Best Practices
Don’t send s containing PII (Personally Identifiable Information)
Review staff duties and roles annually
Implement a District Data Team
Take a Data Inventory
Adjust permissions when job duties change
Deactivate former employee accounts
Do not create generic accounts in systems
Review audit logs and reports

5. Data Security Best Practices
Familiarize yourself with:
FERPA (Family Educational Rights & Privacy Act)
NYS Education Law 2-D
COPPA (Children’s Online Privacy Protection Act)
HIPAA (Health Insurance Portability & Accountability Act)
EduTech Data Security Page:

6. Account Maintenance – Level 0

7. Account Maintenance – Level 1

8. Account Maintenance – Level 1

9. Account Maintenance for NYSED Applications
A report is available in SEDDAS to Superintendent or Delegated Account Administrator

10. ESSA Data Verification

11. Chronic Absenteeism
Measures % of students who are absent 10% or more of instructional days where students must be enrolled 10 or more instructional days and in attendance for at least one of those days
Measured for all Schools
Elementary/Middle Level: Grades 1-8
Secondary Level : Grades 9-12
Homebound and Suspended students are not considered absent
Includes both Excused and Unexcused absences

12. Chronic Absenteeism SIRS Templates: Attendance Codes Day Calendar
Verify only codes you want counted as an absence are mapped to NYS codes Excused and Unexcused
Day Calendar
Verify that days are coded properly for instructional and non-instructional days
Student Daily Attendance

13. Chronic Absenteeism Verification
Level 1 Reports
Verification Reports>Daily (Negative) Attendance Student List
Level 2 Reports
SIRS 370: Day Calendar Summary
SIRS 360: Attendance Absence Daily Summary
SIRS 361: Year to Date Attendance Absenteeism
SIRS 107: Chronic Absenteeism Accountability Report

14. English Language Proficiency
Measures progress of English Language Learners in meeting their Individual Goals on the New York State English as a Second Language Achievement Test (NYSESLAT)
Uses a student’s NYSESLAT result from their initial year of ELL identification, current year’s NYSESLAT result, and number of Years identified as ELL

15. English Language Proficiency
SIRS Templates
Student Lite
Duration of ELL
Number consecutive years student is enrolled in a program
Program Fact
0231-ELL Eligibility
Assessment Fact:
NYSESLAT
L2RPT:
SIRS 401: Reasonableness Report
SIRS 301: Tested/Not Tested

16. Graduation Rate
Measures 4, 5 & 6 year Graduation-rate total cohort graduate rate against long term goals and Measures of Interim Progress
Measured for High schools Accountability subgroups
Measures year preceding the reporting year as of August 31
End Goal by : Close gap by 20%
4 year 95%
5 year 96%
6 year 97%

17. Graduation Rate SIRS Templates: L2RPT Student Lite School Entry Exit
Diploma Type
Grade 9 entry date
School Entry Exit
Enrollment Exit Date
Enrollment Exit Reason
L2RPT
SIRS 201: Total Cohort Summary
SIRS 105: High School Achievement & Graduation Rate Accountability Report

18. College, Career, and Civic Readiness
Measures % of students who are leaving school prepared for college, career and civic readiness as measured by diplomas, credentials, advanced course credits and enrollment, career and technical education certifications, and other similar indicators
Measured for High Schools
Measures students in the graduation –rate total cohort for the reporting year
Plus students not in the cohort, but who in the reporting year are ELL and earned a regents diploma with Seal of Biilteracy:
Plus students who earned their GED in the current school year and whose last enrollment was in your accountable high school in current year or one or more previous school years

19. College, Career, and Civic Readiness
SIRS Templates
Student Lite
Course
AP/IB courses mapped to NYS AP/IB course codes
Course Instructor Assignment
Student Class Entry Exit
Dual Credit Indicator for classes that students can receive both college and high school credit
Student Class Grade Detail
High School credits earned in AP, IB , and college credits earned in dual enrollment courses

20. College, Career, and Civic Readiness
SIRS Templates (cont)
Assessment Fact
AP, IB, and CTE assessments
Program Fact
Regents Diploma or Local Diploma with Career Development and Occupational Studies Endorsement requires Program Service CDOS Credential Eligible Coursework

21. College, Career, and Civic Readiness
L2RPT
SIRS 321: Student Class Grade
SIRS 330: Student Class and Course Instructor Summary Report
SIRS 201: Total Cohort Summary
SIRS 302: Tested/Not Tested
SIRS 307: Annual Dropout & Noncompleter Report
SIRS 108: College, Career, and Civic Readiness Accountability Report

22. Student Growth Elementary and Middle Schools
Measures student growth on Statewide Assessments in ELA and math grades 4-8 by comparing student scores in current year to the scores of similar students in prior years
Uses only continuously enrolled students in grades 4-8 who took the test in the previous school year
Students who took only Regents math or NYSAA assessments are not included

23. Student Growth -Verification
Level 1
Tested/Not Tested Reports
L2RPT
SIRS 302: Tested/Not Tested report
Look for missing assessments
Verify refusals and absences
SIRS 106: Elementary/Middle-Level Achievement Accountability Report

24. Academic Progress All Schools
Measures student progress on state assessments in ELA and math against long term goals and Measures of Interim Progress
L2RPT
SIRS 302: Tested/Not Tested report
Look for missing assessments
Verify refusals and absences
SIRS 106: Elementary/Middle-Level Achievement Accountability Report
SIRS 105: High School Achievement & Graduation Rate Accountability

25. Academic Achievement Composite Performance
All Schools
Measures Achievement on state assessments
ELA, math and science at the elementary/middle level
ELA, math, science and social studies at the high school level
L2RPT
SIRS 302: Tested/Not Tested report
Look for missing assessments
Verify refusals and absences
SIRS 106: Elementary/Middle-Level Achievement Accountability Report
SIRS 105: High School Achievement & Graduation Rate Accountability
SIRS 202: Total Cohort Assessment Summary

26. 2017-18 Staff Evaluation Reporting

27. New to 2017-18 Subcomponent ratings are no longer submitted
Only scores should be submitted for all original and transition subcomponents
There are no placeholders for the optional subcomponents
If an optional subcomponent is not used, nothing is submitted
Category ratings are no longer submitted
Only the following elements should be submitted:
Original Required Student Performance subcomponent score
Original Optional Student Performance subcomponent score (as applicable)
Original Required Teacher Observation/Principal School Visit subcomponent score
Original Optional Teacher Observation/Principal School Visit subcomponent score (as applicable)
Original Overall Rating
Transition Required Student Performance subcomponent score (as applicable)
Transition Optional Student Performance subcomponent score (as applicable)
Transition Required Teacher Observation/Principal School Visit subcomponent score (as applicable)
Transition Optional Teacher Observation/Principal School Visit subcomponent score (as applicable)
Transition Overall Rating (as applicable)
Note: Educators will still receive a full evaluation, including all subcomponent scores and ratings, category ratings and an Overall rating.

28. TEACHER OBSERVATION/PRINCIPAL SCHOOL VISIT
Information to Know for Each LEA Overall Rating (original and transition)
The Overall rating is determined using the evaluation matrix and is based on the Student Performance Category rating and the Teacher Observation/Principal School Visit category rating.
Is the Optional Student Performance subcomponent used with a supplemental assessment?
If so, the exception noted in two bottom left cells of the matrix applies: *If an educator is rated Ineffective on the Student Performance category, and a supplemental assessment was included as an optional subcomponent of the Student Performance category, the educator can be rated no higher than Ineffective overall (see §3012-d (5)(a) and (7)).
TEACHER OBSERVATION/PRINCIPAL SCHOOL VISIT
STUDENT PERFORMANCE

29. Original Scores and Ratings
Potentially 5 Original Scores and Ratings to be Submitted for all Educators
Student Performance
Evaluation Criteria Code
Evaluation Rating Point
1.*
Required Student Performance subcomponent
REQSP
0-20 score 2.
Optional Student Performance subcomponent
OPTSP
0-20 score (as applicable)
Teacher Observation/Principal School Visits
Evaluation Criteria Code
Evaluation Rating Points
3.*
Required Teacher Observation/ Principal School Visit subcomponent
REQOB
0** or 1-4 score 4.
Optional Teacher Observation/ Principal School Visit subcomponent
OPTOB
1-4 score (as applicable)
Overall
5.*
rating only (OCR01, OCR02, OCR03,OCR04)
Leave blank
*1, 3, and 5 are required for an original record to be considered complete.
**A zero is only assigned where all components across all observations are rated as a one.

30. Transition Scores and Ratings
Potentially 5 Transition Scores and Ratings to be Submitted for Applicable Educators
Student Performance
Evaluation Criteria Code
Evaluation Rating Points
1.*
Transition Required Student Performance subcomponent
TREQSP
0-20 score (as applicable)
(will not be submitted if the original required subcomponent is based on 3-8 ELA/math or SPG AND optional is based on a supplemental assessment)
2.*
Transition Optional Student Performance subcomponent
OPTQSP
Teacher Observation/Principal School Visits
Evaluation Criteria Code
Evaluation Rating Points
3.*
Transition Required Teacher Observation/ Principal School Visit subcomponent
TREQOB
0** or 1-4 score (as applicable) 4.
Transition Optional Teacher Observation/ Principal School Visit subcomponent
OPTOB
1-4 score (as applicable)
Overall
Evaluation Criteria Code
Evaluation Rating Points
5.*
Rating only (TOCR01, TOCR02, TOCR03, TRCO04)
Leave blank
*1 OR 2, 3, and 5 are required for a transition record to be considered complete.
**A zero is only assigned where all components across all observations are rated as a one.

31. Upcoming Training & Workshops

32. Upcoming Training October: January: February: November:
New User Series:Session II
Staff Verification
January:
Reg/NYSITELL Scanning
New User Series-Session III
UIAS Training
February:
CTE Reporting
3-8 Operational CBT
Data Coordinator Meeting
November:
CRDC Training
Walk-In Session-BEDS Reporting

33. Where To Look For Training

34. Level 0 Load Schedule

35. Level 0 Load Schedule Current
Staff Snapshot, Demographics, Enrollment, Program Services, Day Calendar
Sept 24-October 8
Student Attendance Codes and Location Marking Period
October 1st Begins
Staff Assignment
Student Daily Attendance
October 15th Begins
Course
October 29th Begins
Course Instructor Assignment
Spec Ed BEDS Day Snapshot

36. SIRS Reporting Requirements Updates

37. Staff Data Staff Snapshot Staff Tenure
Race/Ethnicity
Required in – Data won’t be able to move without this field filled in.
Guidance Counselor ID
If reported in Demographics the Guidance Counselor must be included in Staff Snapshot
Staff Tenure
Will be reported in a new template called Staff Tenure Snapshot
School Year will now be a key field

38. Staff ePMF Process
Process is similar to last year and assignments will be updated in TAA by teachers
TAA is expected to be available around BEDS Day for assignments to be added
Teaching Assignments for are available: pdf
Required Race/Ethnicity is populated from Staff Snapshot template
Deadline for staff to update assignments is Friday, December 14th

39. Staff ePMF Accounts in TAA
Staff Snapshot is Required in Level 2 for process to begin
The same (token) process will be used for that was used in
No action will be required for teachers with current active accounts, unless a teacher cannot recall their password
For teachers & faculty that require a new account or an account reset, they will provide the last four digits of their SSN, DOB & TEACH ID. An will be sent to their Staff Snapshot address. The teacher clicks the link (token) in the and finished the account creation process

40. Course Instructor Assignment (CIA)
Two new fields to identify Bilingual Courses:
Primary Instruction Language Code (e.g. ENGLISH, SPANISH, CHINESE) NYS Required Field. Codes to be made available with Add/Delete code change document.
Alternative Instruction Language Code (Can be used for Local or Regional Reporting)

41. Homeless Students
The Homeless Indicator Y/N in Demographics is no longer being collected at Level 2, but can still be used for regional reporting. A new Program Service Code for homeless student status has been created that includes Primary Nighttime Residence. A new Program Service Code is being added to capture students served under the Title I Homeless Student Set Aside.
Report students experiencing homelessness with program service code 8262: Homeless Student Status.
Primary Nighttime Residence
Entry Date: Date student was identified as homeless
Exit Date: Date the student is no longer homeless.
Report students served under Title I Students In Temporary Housing set aside funds with program service code 0892: Title I – Part A: Homeless Student Serviced with Set-Aside Funds.
Entry Date: Date service began
Exit Date: Not used

42. CTE Assessments
Specific CTE assessments have been removed from SIRS and reporting will now include the following scenarios:
To qualify for the Technical Endorsement and/or the CTE Pathway, a student must successfully complete his or her career and technical education program and pass the three-part technical skill assessment that was approved under the 2001 Regents approval process.
Approved CTE Program Technical Assessment – Measure Code
Students who pass a technical skills assessment that is not associated with a program approved under the 2001 Regents approval process
CTE Technical Assessment – Measure Code - 00C41
Students who take a nationally certified CTE exam (definition TBD) not associated with a program approved under the 2001 Regents approval process
Nationally Certified CTE Exam – Measure Code - 00C40

43. Testing Scoring and Computer Based Testing

44. 3-8 ELA and Math CBT 3-8 ELA and Math Computer Based Testing (CBT)
Tech Readiness Survey - Should be available in early October
Due date to submit in Nextera System will be December 28th
Check List is currently available on CBT Support
2018 Regional Fall Information Sessions
Schedule and Registration
Agenda
Statewide CBT Simulation in February and March
More details on CBT Support
Superintendents, District Test Coordinators and Principals are populated in Nextera
Contacts populated from SEDREF and activation s have been sent
More information

45. NYSAA Computer Based Testing
Recommended - User information in Educator Portal are accurate by October 22nd
District Test Coordinators are available on SEDREF
Level 0 lock deadline for initial load of students is Wednesday, October 24th

46. Reporting Reminders

47. 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

48. Source System Data Where does your data come from? Student Data FRPL
Special Ed Data
Staff Data
Please verify the systems we have on file are correct
To prevent lapses in data reporting, notify of changes

49. Data Checklist High School Completers and End of Year Enrollment
August Graduates
Diploma type, Post Grad Plan, Career Pathway, Ending Enrollment
Review and lock August Regents data in Level 0
Summer School
Report summer school records while the information is new
Program Services
Review Category Breakdown Report in Level 0 and compare last year’s counts to this year’s and address any issues
Special Ed BEDS Day Snapshot (VR 1-9)
Begin communication with CSE staff on reporting, locking and verification

50. Data Checklist Staff Special Ed
Work with HR staff to verify accuracy of Staff Snapshot and Staff Assignment
Work with new teaching staff to create and update ePMF accounts
ESSA
Review new requirements and work with staff to update processes exist for ensuring accuracy if necessary
Special Ed
Accuracy of special education enrollments for 4034, 5905 (classified homeschoolers, non-publics, CSE only students)
Ungraded school age students with particular attention to ungraded secondary (UGS) who are alternate grade 12 that could graduate and UGS who returned for services
Status of PS students who still have a 4034 enrollment type

51. BEDS Institutional Master File (IMF)
Application scheduled to be open on October 3rd
Submission Deadline is November 16th
Documentation is available on NYSED BEDS IMF Page

52. Important Dates

53. Important Dates October 12th , 2018
Deadline to lock August Graduates, Regents in Level 0
Public School Districts State Operated Schools
October 24th , 2018
Deadline to lock NYSAA data for the initial load into Kite
November 14th, 2018
Deadline to lock Staff Evaluation Data in Level 0
Public School Districts, BOCES
November 30th, 2018
Certification of Staff Evaluation Data Due

54. Important Dates January 2nd, 2018
Deadline to lock Level 0 for Special Ed BEDS Day Snapshot (VR 1-9)
Public School Districts, Nonpublic Schools, State Operated Schools
January 7th, 2018
Certification for Special Ed BEDS Day Snapshot (VR 1-9)
Deadline to lock Level 0 for BEDS Day Enrollment including UPK, FRPL
Public School Districts
January 30th, 2018
Deadline to lock Level 0 for Staff Snapshot and Staff Assignment
Public School Districts, BOCES, State Operated Schools
Deadline to lock Level 0 for Course Instructor Assignment and Student Class Entry Exit
Public School Districts, BOCES

55. Task Summary
Ensure that NYSSIS Near Matches are fixed and regularly review L1C Error Reports
Make sure data is reporting from the correct source systems – notify EduTech of changes
Review all users who may have changed roles and update account access
Make Sure SEDREF Contacts are updated
District Test Coordinator (3-8 and NYSAA)
Information Officer (Data Coordinator)
Gather and report Staff Evaluation Data (Transition Scores, 3012-D)
Begin ePMF reporting as soon as possible
Report all August Graduates and verify and lock Regents Data when available

56. NYSED Resources 2018-19 SIRS Reporting Timeline
SIRS Reporting Memo
ePMF and Staff Collection Timeline
elinefor pdf
3-8 ELA, Math and NYSAA Computer Based Testing

57. SIRS Data Warehouse Support Team
Tammy Reilley
Luke Newhart
Chris Voit
Rich Yeoman
EduTech Support Contact Information –
Phone – option 7

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

59. Break Discussion/Questions