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9/18/2018
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CIO/State Reporting Meeting
September 18, 20181
Agenda
• Welcome
• Level 0 Updates for 2018‐19
• Reporting 3012‐d Staff Evaluations
• SIS Updates
• TAA / ePMF
• TED Reports / Supports
• SEDREF, List Serv, New CIO’s
• NYSED Memo Overview2
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EOY Advanced Deadline
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Is this something you like us to do again ?Maybe this year give you back a package that includes a scorecard ?
LEVEL 0 IS OPEN FOR 2019!
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Or
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Level 0 Updates
• Deadline for SE Events for the 2018 school year is this Thursday, September 20th @ 2:30PM.
• Deadline for Staff Evaluations for 2018 is November 1st @ 2:30PM.
• The data is locked for 2018 except for SE Events & Staff Eval.
• Must change the Level 0 ‘School Year:’ drop‐down to School Year Ending 2018‐06‐30 when entering Staff Evaluations.
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Level 0
• Any files other than SE Events and Staff Evalpushed to Level 1 after August 23th @ 2:30PM did not go to the state.
• Can I send you a StaffSnap for 2018 No!
• Can I send you 2018 enrollment No!
• Can I… No!
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2017/18 Dead file Container
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Level 0 New Functions
• L0 Welcome page now features the Dashboard Report* along with Message Board and Quick links.
• Location Marking Period was moved from Level 0 Express (L0E) to fully‐functional Level 0 data type.
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L0 Welcome Page featuring “The Dashboard”
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LMP no longer L0E (L0 Express)
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LMP L0 Data Type Designation Benefits
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• LMP has full range of Reporting and Error Checking features
• Same day Level 0 loading of LMP‐dependent data types1. No more 24 hr. wait to load dependent data (methinks).
1 Staff/Stu/Course (SR), Course/Instr/Assign (CI), Stu/Class/Entry/Exit (CE), Stu/Class/Gr/Detail (SG)
18‐19 Level 0 Version 14 Updates:Function Changes
– Export Function change to not include “student records” with No Enrollment in the upload file for Level 1.
– Added L0 RIC Option to “Hide” Student Credit GPA from view.
– New Nightly Referential Refresh using State Location Year and State Staff Snapshot tables. Locations and Staff IDs not in these State tables will not be accepted in L0. • Locations having outdated BEDS codes now excluded• Invalid staff IDs (000000000 or 88888800) will error out.
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18‐19 Level 0 Version 14 Updates:Data Type Modifications
Course Instructor Assignment ‐ New Field
Primary Course Instruction Language Indicator (Primary Inst. Lang. Code):
• Report the Primary language used for providing instruction in the course.
• For Bilingual courses, report the language other than English being used.
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18‐19 Level 0 Version 14 UpdatesData Type Modifications: Day Calendar
Day Calendar ‐ Modified DC2414 Info report to a Fatal Edit check
DC2414 v14.0 ‐Day Calendar must be reported with the building or virtual location where attendance is taken: & bad data
IOW: District‐level (0000) Day Cal will now error out.*
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18‐19 Level 0 Version 14 UpdatesData Type Modifications: Programs Fact
• New Program Service: 8262 ‐‐ Homeless Student Status– Replaces the Homeless Indicator in Student Lite (Demo)
• This indicator remains in Demo – Local use only field
– Primary Nighttime residence removed from Demo and is now collected as Provider Type Code field in Program Fact.
• New Program Service: 0892 ‐‐ Title I: Part A: Homeless Student Served with Set‐Aside Funds.– This is reported for homeless students who are served with Title I: Part A funds that the district is required to set aside for homeless students.
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2018‐19 Level 0 Version 14 UpdatesData Type Modifications: Programs Fact (cont’d)
• In L0 & SIRS, the NCLB program category is now referred to as ESEA (Which stands for?). E.g., new home of:
– 5720 — Title III: Services to Non‐Immigrant ELL Students– 5731 — Title III: Language Instruction Immigrant ELL Students
– 0286 – Title I: Part A: Improving Basic Programs
– In fact, throughout the 2018‐19 SIRS Manual, “NCLB” has been largely replaced by “ESEA”.
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2018‐19 Level 0 Version 14 UpdatesData Type Modifications: School Entry Exit
EE2066 changed from Information report to Fatal error:
• A School Entry/Exit enrollment Location Code, with the exception of a 4034 State Entry Code, which is not reported with a building, BOCES overall location or BOCES virtual location, will receive the following message:
– EE2066 School Entry/Exit enrollment must be reported with a building or virtual location: & bad data
– Meaning, L0 will no longer accept District (0000) enroll locations, except as noted above.
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2018‐19 Level 0 Version 14 UpdatesData Type Modifications: Staff Snapshot
• Added SN7367 to check Alt Staff ID against State Staff Snapshot ID. Must be a valid Staff/ TEACH ID as verified by weekly L2 State_Staff_Snap sync w/ L0.
– SN7367 Alt. Staff ID is not found in the State Staff Snapshot Table: & bad data.
• Modified SN7346 edit to require Hispanic Ethnicity Ind.– SN7346Missing/Invalid Hispanic Ethnicity Ind. & bad data
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2018‐19 Level 0 Version 14 UpdatesData Type Modifications: Staff Tenure Snapshot
• Staff Tenure is now Staff Tenure Snapshot, meaning that it is (finally) school‐year based. This should help to mitigate across‐school‐years tenure code confusion, etc.
• Modified L0 Import to include option to “Delete All…” on Import.
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2018‐19 Level 0 Version 14 UpdatesData Type Modifications: Student Daily Attendance
Student Daily Attendance (SDA) ‐ Modified the following former Info reports to Fatal Edit checks:• DA2312 – SDA must be reported with a building or virtual location where the student is enrolled: & bad data
• DA2313 ‐ Missing Student Enrollment for this SDA Location/Date
• DA2314 ‐Missing Day Calendar for this SDA Location/Grade/Date
• DA2315 – SDA reported on a Non‐Instructional Day• DA2316 ‐ Only one SDA record per State attendance
category (Attend, Suspend) should be reported.
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*Shortened Data Deadlines*
*October 11*
• August 2018 graduates pushed up to Level 1 to be included in the 2017‐18 Total Cohort Graduation Rate Release. This includes Demographics and Enrollments: Ending Enrollment (Exit Date and Exit Code of 799)
Demographics: Credential Type, Career Path, & Post Grad Plans
*December 14*
• Deadline for teachers to complete ePMF forms on the TAA system. ePMF gets locked down to teachers. Admins may correct until Certification date
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2018‐19 State Reporting Deadlines
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2017‐18 APPR Staff Evaluation Ratings
Complete 2017‐18 Staff Evaluation Rating data must be submitted by November 1, 2018 .
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This memo talks about the embargoed delivery of SPGS scores to be on or about September 20
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Read this memo to find out which files you need to calculate Original APPR scores
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Changes for 2017‐18 Data Reporting
Educators will still receive a full evaluation, including allsubcomponent scores and ratings, category ratings and an Overall rating, but data elements required for data reporting have changed. You are reporting less data elements in Level 0, than is required to be given to educators.
o Sub Category ratings are no longer reported in L0 (but are still given to educators).
o There are no placeholders for the Optional subcomponents
o If an optional subcomponent is not used, nothing issubmitted
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Scores an Educator Receives1. Required Student Performance
subcomponent
2. Student Performance Category (Highly Effective, etc…)
3. Required Teacher Observation
4. Teacher Observation Category (Highly Effective, etc…)
5. Overall Rating
Scores Reported in Level 01. Required Student Performance
subcomponent
2. Required Teacher Observation
3. Overall Rating
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Important Changes to What is Reported in Level 0
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Teacher w/ Transition Last Year
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Teacher w/ Transition This Year
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Terminology
I. Original APPR Scoresa. All educators K‐12 receive original scores.
b. Some educator scores may include State‐provided growth scores, some may not.
II. Transition APPR Scoresa. Only need to be calculated and given to educators
whose original score is derived by using a State‐provided growth score.
b. Must not contain a State‐provided growth score in any way in the Required Student Performance Category.
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Terminology continued…
Reporting Original Scores and Transition scores are made up of these 3 components:
1. Student Performance Score
• Enter Evaluation Type, Criteria Code, and Rating Points
2. Teacher Observation
• Enter Evaluation Type, Criteria Code, and Rating Points
3. Overall Score
• Enter Overall Rating, no points32
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How do districts decide which educators receive a Transition Score?
• Original Scores– For example, a grade 2 teacher whose Student Performance score was based on a SLO and a local assessment, will only need an original score, not a transition score.
• Transition Scores– For example, a grade 5 teacher whose Student Performance score was based on the Grade 5 ELA and Math assessment, and will received a State‐provided growth score, will need both an original score, as well as a transition score.
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Resources: Staff Eval Examples
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Resources: APPR Summary Page 1
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The educators in this section do not need Transition scores.
Resources: APPR Summary Page 2
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The educators in this section do need Transition scores.
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When Should Educators Receive their Scores?
• Transition Scores, which excludes the grades 4‐8 Ela and Math State‐provided growth scores, should have been provided to educators no later then September 1.
• Original APPR scores, which incorporate thegrades 4‐8 Ela and Math State‐provided growth scores, are to be provided by September 1 or as soon as practicable thereafter.
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When do these scores need to be reported to NYSED and certified?
Thursday, November 2nd
• Final data submission to Level 1 for all Staff Evaluation Ratings, for both original and transition scores.
Friday, November 9th
• The Certification form will be available on the IRS Portal, in the SED Monitoring section.
• Districts will need to review and certify the new SIRS‐326 Report.
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How Data Elements areto be Reported in Level 0
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Evaluation Types, Criteria Codes, and Criteria Rating Points
Evaluation Types
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Evaluation Types to be entered into Level 0:
Original Scores for all educators
1. REQSP: Required student performance subcomponent score
2. REQOB: Required teacher observation sub score *
3. OCR:
Transition Scores for only some educators (check Page 2 on APPR Summary)
4. TREQSP = Required student performance sub score ‐ Transition
5. TREQOB = Required teacher observation sub score‐ Transition
6. TOCR
*Only Carle Place uses the Optional Teacher Observation code (OPTOB) for principals only
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Criteria Codes
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Criteria Codes to be entered into Level 0:
Original Scores for all educators
1. REQSP: Required student performance subcomponent score
2. REQOB: Required teacher observation sub score
3. OCR: OCR01: Overall Rating‐ Ineffective
OCR02: Overall Rating‐ Developing
OCR03: Overall Rating‐ Effective
OCR04: Overall Rating‐ Highly Effective
Transition Scores for only some educators
4. TREQSP = Required student performance sub score ‐Transition
5. TREQOB = Required teacher observation‐Transition
6. TOCR = Overall Rating
Criteria Rating Points
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Criteria Rating Points to be entered into Level 0:
• REQSP = Required Student Performance subcomponent (value from 0‐20)
• REQOB = Required Teacher Observation subcomponent (value of 0 or from 1.00 to 4.00)
• OCR = Overall Rating (Rating Points leave blank)
• TREQSP = Required Student Performance subcomponent (value from 0‐20)
• TREQOB = Required Teacher Observation subcomponent (value of 0 or from 1.00 to 4.00)
• TOCR = Overall Rating (Rating Points leave blank)
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And Now, a few words about Scoring Bands (FYI)
• The next 2 slides are for those of you who are responsible for calculating the score points (Criteria Rating Points) for Student Performance and Teacher Observation
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Criteria Rating Points: REQSP/TREQSPfor Student Performance
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HEDI Scoring Bands for SLOs. These are the same for all districts.
When determining the Criteria Rating points for the Required Student Performance SLO:
Points used for both REQSP and TREQSP= Required Student Performance subcomponent (value from 0‐20)
• Highly Effective Points 18‐20
• Effective Points 15‐17
• Developing Points 13‐14
• Ineffective Points 0‐12
If 75% of an educator’s students achieved their SLO target, it comes out in the Effectiverange.
If 74% of an educator’s students achieved their SLO target, it comes out Developing.
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Criteria Rating Points: REQOB/TREQOBfor Teacher Observation
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Locally‐ determined scoring ranges, but must be within these parameters :
For Level 0: Enter The Evaluation Type, general Criteria Code, and Criteria Rating Points
*Only Carle Place uses the Optional Teacher Observation code (OPTOB) for principals only
Evaluation Type: OCR/TOCRfor Overall Rating
To report OCR and TOCR, only enter the Evaluation Type, Criteria Code, but no points
To calculate the Overall Rating:
• Student Performance category = (HED or I)
• Teacher Observation = (HED or I)
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Level 0 Reporting Original Scores Only
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Reporting Both Original and Transition Scores
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*Make sure the system you are extracting this data from is set up correctly.
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Any Questions??
Let’s move on to the What if’s….
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If you were expecting a SPGS, but did not receive one (Refusals)
Report the Transition Score1. Required Student Performance (Alt SLO) –TREQSP and
enter Criteria Rating points
2. Required Teacher Observation – use code TREQOB and enter Criteria Rating points *
3. Overall – use appropriate code TOCR0_
*Only CP principals report TOPTOB
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If you were expecting a SPGS, but did not receive one (Refusals)
Reporting the Original Score
1. Required Student Performance – Do Not Submit
2. Required Teacher Observation – use code REQOB and enter Criteria Rating points*
3. Overall Rating‐ Do Not Submit
*Only CP principals report OPTOB51
Staff Evaluation Memo and FAQ
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Q14: We do not have full and complete data for all of our educators. What data do we submit to the Department for those educators with incomplete subcomponent scores/ratings? Should a zero be used for an incomplete
subcomponent score?
• A: Full and complete data, including all required original and transition (where applicable) scores and ratings consistent with the implemented 2017‐18 APPR plan are due to the Department no later than November 1, 2018.
• If for some reason districts/BOCES have one or more educator(s) who are missing a subcomponent evaluation score, districts/BOCES should not report any missing or incomplete subcomponent(s) and should not report an Overall rating for those educator(s) who are missing one or more subcomponent score(s).
• A value of zero should only be reported for an educator's subcomponent score when the evaluation requirements for the subcomponent have been completed and the educator's performance merits a rating of zero.
Answer continued on next slide
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Q15: We do not have full and complete data for all of our educators. What data do we submit to the Department for those educators with incomplete subcomponent scores/ratings? Should a zero be used for an incomplete
subcomponent score?
…For comparison purposes and to help determine the initial and approximate completeness of reporting, the Department will utilize the total count of teachers and principals reported as part of the SIRS Staff Snapshot data collection to estimate how many educators should have evaluation data. Because Staff Snapshot includes educators who are not required to be evaluated under Education Law §3012‐d, this data will only be used to establish an estimate of the number of teachers and principals with associated evaluation data.
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Q16: Should an Overall Composite Score or Rating be reported for an educator who is missing a
subcomponent?
A: No, districts/BOCES should not report an Overall rating (or a corresponding category rating) for an educator who is missing one or more subcomponent score(s).
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Q18. How do I report an educator who was subject to evaluation under Education Law §3012‐d, but for whom there are no staff evaluation data (i.e. missing all subcomponents)?
• A. In the rare instance whereby an educator was subject to evaluation under Education Law §3012‐d, but is missing all subcomponents, report this information within the 2017‐18 Statement of Confirmation of Staff Evaluation Rating Verification Report Form located on NYSED’s Application Business Portal.
• This reporting will require the following information: • Educator’s Teach ID • The name of the educator • A selection from the drop‐down menu indicating that there was no staff evaluation data reported for this individual
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Q19: If an educator’s score is the subject of an ongoing appeal that will not be resolved by November 2, 2018 what data
should be submitted? If we have submitted and certified our data but due to an appeal an educator’s score changes after
November 2, 2018 what action is needed?
• A: The data submitted to the Department on November 2, 2018 must be complete data as of that date. The Department understands that as a result of appeals, data may still be the subject of change after November 2, 2018. Changes for staff evaluation data after this date(s) will be handled through the Level 0 Historical application for LEAs with approved appeals. More information about the process for submitting changes will be made available after the initial reporting cycle is complete.
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APPR Staff Evaluation Deadlines
• As the deadline approaches, NYSED’s Educator Eval will check the data and outreach to districts.
• Districts should review and verify the new SIRS‐326 report
• November 1, 2018– Deadline to load Staff Evaluation Rating data to Level 0 / Level 1
• November 9th – Certification form due on the IRS Portal in the SED Monitoring section.
engageNY Resources for Closeout of 2017‐18 APPR https://www.engageny.org/resource/resources‐closeout‐2017‐18‐appr
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59Questions?
Student Information Systems
Updates60
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Scheduled for the September 27 Release
• Assessment Course Association District‐>NY Specific Info‐> Assessment Course Association Regents/Regents Alternatives will be updated.
• NYSITELL will now be extracted to State Reporting Assessment Fact.
• Added a “96” Refusal Code for NYSTP Assessments.
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Infinite Campus – Updates
Counselor ID
• If you want to include the Guidance Counselor ID on the Student Lite export, you must previously uploaded a Staff snapshot .
• The Counselor ID on the Student Lite template is used for an informational graduation tracker and is not required at the beginning of the school year.
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Infinite Campus – Updates
Summer Fine‐Tuning –Version 1829 (July) and Version 1833 (August)• Version 1829 (July)
– Student Daily Attendance Updates: Attendance Codes with an Excuse of Exempt must not report, even if there is a State Code (suspension) value. Only report suspensions if every period of the day has an Attendance Code with a State Code (suspension) value
– Seal of Biliteracy added to Graduation tab; will be used to create Program Fact.
– Student Daily Attendance – bug fix and logic changed to only report full day suspensions
• Version 1833 (August)– Resolved issues with EL start date
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Infinite Campus – UpdatesRecent Fine‐Tuning Version 1837 (Sept)– All vaccine immunization compliance rules have been converted from grade‐ based to age‐based rules.
– Program Fact Changes• Records carried over from previous years will now use the student's earliest Enrollment Start Date as the Beginning Date
instead of a hardcoded July 1st date.
• Automatically create a 0198 Program Fact record for students with FRAM data
• Report now retrieves homeless program information from the new Homeless tab.
– Course Instructor Assignment• A new field called Primary Instruction Languagewas added to Scheduling > Courses > Sections > Section. Will report in
Primary Course Instruction Language Indicator.
• Another new report element called ALTERNATIVE INSTRUCTION LANGUAGE CODE was added to the extract; however, this element reports blank.
– Student Lite – Homeless Tab– The Homeless tab is now available and has been localized for districts in New York. As part of this enhancement, Campus
will create a Homeless record for each Enrollment with a Service Type of P:Primary and where the Homeless field is marked.
Path: (Student Information > Program Participation > Homeless)
– The following fields were deprecated from the Enrollments tab: Homeless, Primary Nighttime Residence, and Years in US Schools.
– The Homeless and Homeless Primary Nighttime Residence elements on the SIRS Student Lite extract are now filler fields.
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NYS Data Warehouse Changes
• A new dropdown list for dual credit courses has been added to indicate the setting in which a dual credit course is being taken.
• New state courses have been added for State Course Mapping in the Course Catalog, and 90 courses are no longer active.
• When editing an exam under Counseling > Grades tab on a student record, the field “Use of spell‐checking device/software” has been updated.
• Three new assessment types have been added under Counseling > Assessments: LOTE, SEQ, and CDOS.
• The High School Equivalency exit reason for an ended enrollment has been updated to HSE.
• Several new state assessments have been added for the 2018‐2019 school year. Please note that users will need to update the State Assessments under Course Details in the Course Catalog for applicable courses.
schooltool with Version 16.1
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schooltool with Version 16.1
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Homeless Student Status Moved to Other Program Service
A new Program Service under Other has been added: Homeless Student Status (8262).
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Reports > Exports > NY eScholar Exports
Students are reported as homeless in the Student Lite extract if the corresponding status date falls within the selected school year. The logic for populating the class detail outcome code value in the Student Class Grade Detail extract has been updated per SIRS requirements.
eSchoolData with Version 6.1
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ePMF and Non Teaching AssignmentData Collections
ePMFNon Teaching
http://www.p12.nysed.gov/irs/beds/PMF/home.html69
TAA / ePMF for 2018‐19
http://www.p12.nysed.gov/irs/beds/PMF/home.html70
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Who gets reported as Non‐Teaching Staff? (previously pink forms)
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BEDS Assignment Codes for Teachers
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ePMF Things to Know for 2018‐19
1. BEDS Day is Wednesday October 3. Teachers do NOT need to log in by this time.
2. Early deadline ‐ ePMF closes to teachers on December 14, 2018
3. Besides that, everything else stays the same as last year:• Before teachers can view data in their ePMF, the Staff Snapshot must be submitted to Level 2.
• Nassau BOCES will still be creating non‐teaching profile reports, so that non‐teaching staff can verify their data without districts needing to create new TAA accounts.
• ePMF forms will be pre‐populated from data submitted via Staff Snapshot.
• Data cannot be changed by the teacher on the ePMF form. All changes must be made via Staff Snapshot.
• Teacher Assignment Codes may be entered by the teacher
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TAA/ePMF Log‐In Quick Review
For teachers who already have an account but:
Forgot their password, or
Their User ID is linked to another school
•A valid record with a valid e‐mail address must be loaded into Staff Snapshot.
•Then a teacher clicks on “Forgot my Password.”
•A single use token will then be emailed to the teacher’s Staff Snapshot email address.
•The teacher clicks on the link with the token and is directed to the TAA system and begins the process to reset their account.
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Steps to Create a New TAA Account
1. A valid record in Staff Snapshot.
2. A valid e‐mail address within Staff Snapshot.
3. Once this is loaded up to Level 1, the teacher can go to https://eservices.nysed.gov/taa/ and click on Create Account.
4. A token will then be generated and sent to the teacher’s Staff Snapshot email address.
5. The teacher clicks on the link with the token and is directed to the TAA system and begins the account creation process.
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ePMF Deadlines
• December 14th 2018– Deadline for teachers to submit data and complete ePMF forms. After this date, ePMF forms will be locked for teachers.
• Administrators with entitlements can review and correct forms until the certification date.
• January 31st – All 2018‐19 non‐teaching staff data due in Staff Snapshot and Staff Assignment.
• February 1st – Certification will be done in TAA by the CEO
Guidance Documents and Timelines for Staff Data Collection: http://www.p12.nysed.gov/irs/beds/PMF/home.html
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Nassau BOCES Listserve
• Please email any changes to the State Reporting listserve to
–Please use district email
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SEDREF• Please make sure that the contacts listed in SEDREF https://portal.nysed.gov/pls/sedrefpublic/SED.sed_inst_qry_vw$.startup
are up to date.
• Changes must be sent on district letterhead to [email protected]
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TED Report Updates
• Feeder school reports‐ regents, grad type, course selection
• IB reports/AP reports
• Longitudinal reports
• ESSA‐– attendance
– ELL growth
–MIP
– suspensions
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Climate Survey Presentation LIASCD
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CIO / DDC Supports
• Shared Data Coordinator– Can come to your district one, two, or three days per week to assist with various data needs.
• CIO Mentoring Individualized classes for you to sit with one of our Data Experts, who will walk you through every one of the Level 0 import processes, informational reports and dashboard reports. The sessions also review L2RPT for data verification.
• Remote support/short term support
• L2RPT training
• Superintendent Projects
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●Phil DeGrazia: 832‐[email protected]●John Cahill: 832‐[email protected]●Vivian Tripi: 832‐[email protected]●Mona Baldauf ●Ryan Franzese●Ted DeRidder●Nina Brickley●Bill Kramer ●Audre Midura: 832‐[email protected]●Margarita Pieri: 608‐[email protected]
NassauBOCESDWContacts
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