1. Data Warehouse User Group / Workshop Fall 2011 Agenda MORIC Website New SIRS Guidance 2010-11 Special Education wrap-up August Graduates and Regents/RCTs New for 2011-12  BEDS, L0, Enroll & Prog Codes, Dist of Residence, Teacher/Course, Historical Application Regents UIAS How the pieces fit Important Dates Spring User Group Dates

2. New MORIC Website (www.moric.org)www.moric.org

3. New MORIC Website – Data Verification Cont…

4. SIRS Guidance (new “SIRS Manual”) h ttp://www.p12.nysed.gov/irs/sirs/ h ttp://www.p12.nysed.gov/irs/sirs/

5. 2010-11 Special Education wrap-up  Districts that receive an approved appeal for VR 13 (EOY Snapshot) and VR 15 (COSF) will not have data refreshed. The approved appeal is an acknowledgement and record that the district has made NYSED aware of the reason that data is inaccurate.  If a district has been granted an appeal for VR 11 (CSE/CPSE), VR 12 (EI) or VR 14 (CSENP), the special education events reports will be refreshed (with any updated events data submitted on or before Thursday October 27 th ) on November 2, 2011, which must be verified as accurate or not accurate on or before Friday, November 4, 2011. The PD System will not refresh 2010-11 reports after November 2, 2011 and all data that is not verified as accurate or not accurate after Friday, November 4, 2011 will be defaulted to not accurate by the NYSED.

6. August 2011 Data Updates August 2011 Graduates - Update the student’s Enrollment exit reason, Credential Earned, and Post Graduate Plan in your SMS system by October 31 st.  Verification on L2RPT (Cognos State Reporting) Total Cohort Summary, 2007 4 year Outcome Aug, 2006 5 year Outcome Aug  Students are included in Cohort as of June 30, 2011. Graduation rates will be reported as of June and August 2011. August 2011 Regents & RCTs - Update secondary level exams, including date of administration, for all applicable students (including out-of-district students, such as BOCES or other Regional Summer Schools) in your SMS system by October 31 st. **Please note** A Regents assessment record must be present in order for us to load your Regents scanned item data for the 6 required Regents exams.

7. New for 2011-12  BEDS (http://www.p12.nysed.gov/irs/beds/)http://www.p12.nysed.gov/irs/beds/ The SIRS (Student Information Repository System) will be the official and sole source of grade by grade enrollment data for all public schools and districts beginning with fall 2011; grade by grade enrollment data are no longer collected from public schools and districts in the BEDS (Basic Educational Data System), with the exception of PreK. BEDS Day was October 5, 2011 - Forms were due at SED on October 28, 2011 BEDS Day Enrollment Verification Reports will be made available by way of L2RPT (Cognos – State Reporting), no later than November 15 th. All Districts/Schools are expected to review, correct as necessary, and verify data displayed in these verification reports by December 15 th.  Level 0 Release 7.0 – October (DoR, Enrollment and Programs) November – Express (Course/Staff Snapshot) December – Staff Student Course January – Student Class Grade Detail Spring – Testing Accommodations, Staff Evaluations

8. New for 2011-12 Beginning Enrollment Code  Code 0055 — Enrolled for instructional reporting only: This code is used for reporting data for student-staff course linkages when the reporting entity does not have school/district accountability or CSE responsibility for the student (i.e., BOCES, Other Non Accountable Districts).  For example, students that attend a BOCES classroom inside a school building, and/or the student mainstreams into a regular classroom in the school – The BOCES and/or the school (district) in which the class links to a state assessment, must report this student, using this enrollment code, along with the teacher/course/grade data. *Note: BOCES reporting is optional in 2011-12, but is required in 2012-13

9. New for 2011-12 Ending Enrollment Codes  Code 8338 – Incarcerated student, no participation in a program culminating in a regular diploma: This code is used to end enrollment for students who are court placed in a program that does not lead to a HS diploma and is not an approved GED program.  Code 1089 – Transferred to an approved GED program outside this district: This code is used to end enrollment for students who are placed by the court in a facility that offers an approved GED program and who enroll in that GED program.  Code 0066 — Ended enrollment for instructional purposes only: This code is used to end enrollment records for students with a Reason for Beginning Enrollment Code 0055: Enrolled for instructional reporting only

10. New for 2011-12 Program Services  Universal PreK program —902 Description: Indicates participation in a Universal Prekindergarten Program. Students reported with a 902 Program Service Code must also be reported with a Universal PreK Setting code (see below).  “ Other” PreK program —990 Description: Indicates participation in a prekindergarten program other than UPK. Type: Universal PreK Setting 1309District-operated 1320Day care center 1331Head Start 1342Family or Group Day Care 1353Nursery School 1364BOCES 1375Special Ed 4410 Preschool 1386Nonpublic School 1397Museum 1408Library 1419Other

11. New for 2011-12 Students reported with an 0286 – Title I Targeted Assistance Program Service Code must also be reported with at least one or more Title I Services from the list below:

12. New for 2011-12 Grade Level  Students attending a Universal Pre-K program must now be reported as: Half day Pre-K: PKH Full day Pre-K: PKF Demographic – District of Residence code (http://www.p12.nysed.gov/irs/sirs/2011- 12/2011-12SIRSGuidance/NEWER/StudentReportingRules20111017.doc Page 34)http://www.p12.nysed.gov/irs/sirs/2011- 12/2011-12SIRSGuidance/NEWER/StudentReportingRules20111017.doc  All students must be reported with a District of Residence code. This code is collected as an indicator of which public school district the student is entitled to attend and is used in the determination of state aid for textbooks and transportation. For most students, the District of Residence code will be in the format of “NY” followed by the first six digits of the district’s BEDS code, e.g., NY123456 The initial District of Residence code that should be reported for a student is the one that indicates where the student resided on BEDS day 2011 (October 5, 2011). If a student moves to and enrolls in a new district subsequent to BEDS day 2011, the student should be reported by the new district with the District of Residence code for that new district. For State aid and BEDS enrollment purposes, the student will be always be counted in the district in which the student resided on BEDS day of that reporting year. BEDS Online will continue to collect counts of students for whom tuition is or could be charged, while District of Residence data will be collected in SIRS. Note: In 2012–13, the NYSED plans to replace this particular BEDS Online data with District of Residence data from SIRS. As such, District of Residence data in the BEDS Day Enrollment Verification Report should be thoroughly reviewed to ensure that proper counts can be provided when this transition occurs.

13. New for 2011-12 Reporting Teacher/Course/Final Grades  All public districts/schools must report the following teacher/course data: 1. Unique statewide identifier for all district and charter school teachers; 2. Student enrollment in all elementary/middle-level courses linked to a State assessment (e.g., Grades 3–8 ELA and mathematics), using statewide standardized course codes (see Course Codes in SIRS Codes and Descriptions at http://www.p12.nysed.gov/irs/sirs/); http://www.p12.nysed.gov/irs/sirs/ 3. Student enrollment in all secondary-level courses that prepare students to take a Regents exam upon completion of the course (e.g., Integrated Algebra), using statewide standardized course codes 4. Numeric final course grades for secondary-level courses that prepare students to take a Regents exam upon completion of the course (e.g., Integrated Algebra); 5. Whether the Regents examination score was averaged in as a component of the final course grades for secondary-level courses that prepare students to take a Regents exam upon completion of the course (e.g., Integrated Algebra); 6. An indicator of course pass/fail for all reported courses; 7. An indicator of course completion (credits earned vs. attempted) for reported secondary-level courses; 8. Duration of reported course section;

14. Reporting Teacher/Course/Final Grades cont. 9. Student-teacher linkage start/end dates for reported course section; 10. Duration of student enrollment — teacher assignment linkage for reported course section; 11. Duration of student attendance — teacher assignment linkage for reported course section; 12. Student-teacher instructional weightings for reported course section (additional requirements to be determined); 13. Student exclusion-from-evaluation flag for reported course section (additional requirements to be determined); 14. Student enrollment in all remaining courses, using to- be-determined statewide standardized course codes (optional) 15. Evaluation composite score (highly effective, effective, developing, ineffective) 16. Evaluation component scores (student growth, local student achievement, other local) 17. Other personnel data to be used for value-added modeling and policy purposes (teacher preparation program, teacher preparation pathway, certifications earned, highest degree status, years in teacher or principal role) http://www.p12.nysed.gov/irs/sirs/2011-12/2011- 12SIRSGuidance/NEWER/TeacherCourseReportingRules20111017.doc

15. Reporting Teacher/Course/Final Grades cont. Data element (1) should come from your school’s human resource management system and be the source for your SMS system. Data elements (2) through (13) will need to be extracted from your school’s student management system and reported to the SIRS. Data elements (15) and (16) are anticipated to be extracted from your school’s human resource management system. Data element (17) is anticipated to be available through the TEACH system (teacher preparation program, teacher preparation pathway, and certifications earned) and the BEDS Online reporting system (highest degree status, years in teacher or principal role). See http://www.p12.nysed.gov/irs/beds. http://www.p12.nysed.gov/irs/beds Teacher(s) of Record are those teachers who are primarily and directly responsible for a student’s learning activities that are aligned to the performance measures of a course consistent with guidelines prescribed by the Commissioner. For a course with more than one teacher of record, all teachers who meet the definition must be reported.

16. L2RPT Teacher and Course Verification Report

17. 17 NYSED Historical Application  General Information Access to District information would be based on user SEDDAS authentication rights Mass adds, updates, deletes are not a function of this application NYSSIS ID or local student id will not be updated through this application Inquiries will be by individual local student id and school year. Only NYS Reporting fields are displayed  Assessments Districts cannot view vendor scored assessments Districts cannot view any future assessments administered by another district. Missing assessment information can be added for a prior district. (i.e. Missing Regents exam scores) District owned assessments can be changed District owned assessments cannot be deleted when attached to an assessment response record New for 2011-12

18. 18 `

19. 19

20. 20

21. 21

22. Regents January 2012  The 6 Regents exams are required for scanning in January Comprehensive English Integrated Algebra Earth Science Living Environment Global History U.S. History  Regional Scanning sites – TBD  Information on ordering answer sheets will be sent out soon  Reports will be available to run, as soon as scanned data is processed, through ASAP Same signon as Level 0 – DDC’s may request authorizations June 2012  In addition to the Regents exams listed above, we will also be scanning the following exams for NYSED analysis (Item data collection): Physics Chemistry Geometry Algebra 2/Trigonometry

23. UIAS Reports – Unique ID Audit System http://www.p12.nysed.gov/irs/uias/ Disappearing Students  Students who have an enrollment record for 2010-11 school year, but do not have an exit code AND do not have a subsequent enrollment (in the district) in the 2011- 12 school year False Dropout  Students who have a drop-out code reported for them in the 2011-12 school year, but show a subsequent enrollment in another district. False Transfer  Students who were reported as transferring to another school or district, but do not have a subsequent enrollment in another school or district Simultaneous enrollment report  Students who are actively enrolled in 2 or more school districts during the same enrollment period. District/Building names will replace BEDS codes beginning with the release of UIAS 3.0 (Fall 2011), along with other enhancements to make the reports easier to use. NYSED will post reports on Business Portal and notification will be sent out to the Superintendent or CIO contact RIC’s will receive copies of all reports and will post them to the UIAS folder on the Core FTP site

24. Core FTP (File Transfer Protocal) Secure transfer of PI (Personally Identifiable) information between the District and the RIC  Accounts by District District Data Coordinator (DDC) Alternate DDC Account (DDC2)  Sub Accounts by Data Area Cognos Reports (Cognos) Regents Scanning (Regents) Unique ID Audit System (UIAS) Data Readiness (DataRead) Installation file and instructions can be accessed though the MORIC Website, under Data Verification You must call or send e-mail to Datareadiness for logon information

25. Core FTP (File Transfer Protocal)

26. Monthly data loads to Level 0 This is a tentative schedule of when we will start loading your data from ALL systems to Level 0 – these will occur during the following weeks:  November 7 th  December 5 th  January 2 nd  February 6 th  March 5 th  April 9 th (Spring Break)  May 14 th  June – none (loads can be done upon request if needed)  July – Loads are done upon request after rollover has been completed All districts must request a final data load to pull data on graduation and student transfers/exits and other end-of-year maintenance ** Any changes to this schedule will be posted on the MORIC Website, under Data Verification - Announcements

27. 2011-12 Data Collection Requirements Students (PK – 12), including Preschool students with disabilities  See ‘SIRS Data Elements’ on the SIRS Guidance page http://www.p12.nysed.gov/irs/sirs/ Demographics (Student Lite Template) – Student Management System Enrollment (School Entry Exit Template) – Student Management System Programs (Programs Fact Template) - See ‘RIC Program Codes Listing’ for all codes and sources Assessments (Assessment Fact Template) – Student Management System, Vendor scored, or COSF from Special ed system. Special Education Snapshot – Special ed system (Cleartrack, IEP) SE Events – Special ed system (Cleartrack, IEP) Staff Student Course – Student Management System Student Class Grade Detail – Student Management System  Level 0 Express: Staff Snapshot – Student Management System Course – Student Management system

28. HOW THE PIECES FIT TOGETHER Student Management System (SchoolTool, eSchool Data, PowerSchool, IC) Special Education System (Cleartrack, IEP Direct ) Cafeteria System (Nutri-kids, WinSNAP) Test Scoring System (NYS, NRT, Regents Scanning ) (Note: May bypass Level 0) District Data Coordinator/RIC Data Readiness Team Cognos 8 (Local Reports) (Regents Reform, Skill Analysis and Supplementary Services) nySTART (Pre AOR ’ s, Guided Analysis) UIAS System Level 1 (RIC ’ s) Level 0 NYSED District Student Validation System - RIC ’ s Level 2 (Statewide) School Accountability School Report Cards NYSSIS Unique Student ID Level 1C Data Pass-thru container PD Data System (VR Reports & Reasonability Surveys) L2RPT (Cognos State Reports) (Accountability, Annual Outcomes, BEDS, ISRs, Staff/Course, Total Cohort, T/NT, CTE, & Reasonableness) Academic Intervention System (AIS Edge, RTIm ) L0 Data only moves to L1 / L2 with DDC request or with notification from RIC (No Errors) Other (BOCES CTE, Historical, TEACH, HR System, etc. ) Historical

29. 2011-12 Final dates to submit data August Graduates and August Regents/RCTs  December 1, 2011 BEDS (Demographic, Enrollment, Programs for Accountability sub-groups (Disability, LEP, Poverty, Migrant, Homeless) )  December 15, 2011(tentative) Special Education  January 5, 2012 - VR 1 thru VR 6 and VR 8  July 26, 2012 - VR10 and VR 16  September 27, 2012 - VR 11 thru VR15 ** Please note: Enrollment, demographic and disability program service records for those students who are potential submission records for the VR 10 thru VR 16 reports must be in Level 0, Locked, with a request to load to the Level 2 Student Data Repository by no later than Thursday July 26, 2012 ** Details are available at: http://www.p12.nysed.gov/sedcar/files/word/due_dates1112.doc Accountability  July 26, 2012

30. Tips for building and maintaining Data Teams Guidance on the Role of District Data Coordinator can be found on our website: www.moric.org – Data Verification – Links - SIRS Guidance 11-12www.moric.org  Reporting Student Data in SIRS – Page 7 Reporting Student Data in SIRS Know who is entering data in your buildings  Includes: SMS, Special ed, Cafeteria, HR, etc…  Keep them informed about NYSED requirements and changes. Form your data team based on key people for each piece of data;  Get everyone to the table and discuss their roles  Meet often to discuss issues Continually verify your data (monthly) The RIC is here to help!

31. Spring 2012 DW User Group/Workshops March 12, 2012 – Jefferson-Lewis BOCES March 13, 2012 – Madison-Oneida BOCES/Costello Center March 14, 2012 – Herkimer High School (PM) March 15, 2012 – Oneida BOCES

32. Data Readiness/Verification - Data Warehouse  Level 0  L2RPT (Cognos – State Reporting)  New York State Assessments  NYSSIS Unique ID  nySTART  Regents Scanning / ASAP (Assessment Scoring & Analysis Program) Contact Data Readiness Support datareadiness@moric.orgdatareadiness@moric.org  Sally Zielasko  Chris Urich  Brenda Heigl  Danielle Polisse  Katie Duell Data Analysis and Interpretation Contact Deb Duffy at dduffy@moric.org or Melissa Moshetti at mmoshetti@moric.orgdduffy@moric.org mmoshetti@moric.org MORIC Contact Information (315) 361-2700; 1-866-98MORIC (1-866-986-6742)