1. Current SED Initiatives in Student Data Tom Ruller NYS Education Department

2. Current approach/Constraints PC based systems used for data collection and reporting Use school code plus local ID –Works well until the child moves Cannot use SSN Strong local control with a diversity of local information systems Respect for well developed systems at the local level, including NYC DOE, with 1.2 million students.

3. Student ID Statewide Data Standards Data Readiness/CIO Statewide Data Repository Core Reports Instructional Resources

5. Statewide Data Standards Builds on the LEAP/STEP data standards Developed by districts, BOCES, RICs, SED Provides –Data definition –Business Rules and Codes –Mappings Planned for end of January 2005

6. Data Readiness/CIO District Data Administrator or CIO Quality of information in local district management systems is critical Use statewide data standards to guide local data practices CIO’s Role –Understand standards –Manage and maintain quality of local systems –Interact with RIC warehouse staff for uploads –Understand verification reports and other analyses of data

7. RIC Data Warehouse Statewide Warehouse SED District Systems (SMS, lunch, Part 200, etc.)

8. Reports and Data Analysis 3-8 Score Reporting –Web based –Capable of producing printed reports –Multiple levels of aggregation –Multiple factors –Basic ad-hoc capability –Currently out for bid Other Reporting –Web based –Verification reports and analysis for state/federal reporting –More ad-hoc capability for districts –Still a role for BOCES and RICs for detailed analysis and planning

9. NYC Buffalo WNYRIC Rochester WFL Monroe Syracuse CNYRICMORIC Suffolk Nassau LHRIC Yonkers MHRIC NERIC Level 1 BroomeSCT Statewide Data Warehouse Statewide Repository District 1 District 2 District 3 District 1 District 2 District 3 Level 2 Level 3 Statewide Reports Service NYSSIS

10. Instructional Resources

11. Key Dates RIC Data Warehouses –Currently operational Statewide Warehouse –Summer 2005 3-8 Score Reporting Tools –January 2006 Other Reporting Tools –December 2005 State Reporting Dates –LEAP/STEP - August 2005 –PD - December 2005 –Data Warehouse STEP/LEAP 2006 BEDS Trial 2006 BEDS 2007

12. NYS Unique ID System Relies on a standard “student identification data set” Data is submitted through regional student data warehouses and ID is returned to the warehouse. Matching engine uses clues and rules to match students to existing ID Three choices: –Match –New ID –Near match Human review for less than 1%

13. Security and Confidentiality NYSED will not have access to any personally identifiable information. This information is available only to school districts.

14. Student ID Data Set NYSSIS Near Match Resolution State ID Local SMS eScholar Data Warehouse

15. Student ID Data Set First Name, Middle Name, Last Name Guardian Name(s) DOB Native Language Birthplace Date of first polio immunization Gender Ethnicity Address Date of first entry to grade 9 Local student ID

16. Getting an ID Bulk submission –Extract the “student lite” data from SMS to the data warehouse. –RIC submits a file containing the student ID data set for each student –Submit via secure FTP –Automatic processing of files each night –Tested on 300,000 record file –Required only for “new” students

17. ID Assignment ID is returned via a delimited file File contains NYS Student ID and Local ID File is sent back to RIC or school district 8765432109|32908 State ID Local ID

18. “Near Match Resolution” System cannot automatically resolve all requests for Ids Human review is required for those records that cannot be automatically matched School district personnel will receive training in “resolving the queue” of unmatched records

21. Key Dates for Unique ID Testing completed in July 2004 Currently working to assign IDs to records in RIC warehouses Use ID on LEAP and STEP data collection for 2004/05 school year Use ID for all students in Grades 3-12 in school year 2005/06 ID will be used as part of new GR 3-8 assessment program Require IDs for all students in 2006-07 school year

22. Overall Timeline

23. Contact Thomas Ruller Project Manager New York State Education Department Room 573 EBA Albany, NY 12234 truller@mail.nysed.gov (518) 474-5561 http://www.emsc.nysed.gov/nysstudents