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11/28/2017
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CIO/State Reporting Meeting
November 28, 2017
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Timelines and Deadlines
• November 30• Final pull for NYSAA 0220 students to be included in DLM KITE load. Any other students will need to be manually entered after this date
• January 4, 2018 (Dec 22)• Deadline to load Special Ed BEDS Day Snapshot VR‐1‐9
• January 4, 2018 (Dec 22)• BEDS Day Enrollment data pull for State Aid projections for FRPL and UPK mid‐year expansion funding
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• January 26, 2018• Deadline for teachers to submit complete ePMF forms.• ePMF will be locked for teachers.
• Administrators with entitlements can review and correct forms until the certification date of 2/23.
• February 22, 2018 (winter break)• Staff Snapshot (SIRS‐320) and Staff Assignment (SIRS‐318) pull of non‐teaching professional staff for PMF purposes.
• February 23, 2018 (winter break)• PMF Certification due to TAA system by CEO (Superintendent).
• CEOs will login into https://eservices.nysed.gov/taa/ with their SEDDAS credentials.
• March 22, 20181. BEDS Day Enrollment Reports second data pull 2. BEDS Day ELL counts data pull used for USED Ed Facts
reporting (tentative)
Timelines and Deadlines 2018
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Multiple BEDS Day Reporting
1. ePMF / TAA ‐ Teacher BEDS
2. VR’s 1‐9 ‐ Students with Disabilities BEDS Day Snapshot Report
3. Student Enrollment BEDS Day Reports for State aid
4. IMF – District / school building BEDS On Line System (does not get submitted via SIRS)
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Reduction of Funding if Not Reported
Failure to code students in any of these reports may result in a reduction in the amount of funding that a school district receives.
1. VR’s 1‐9 ‐ Students with Disabilities BEDS Day Snapshot Report
• CIO/DDC should work with the Special Education Office to resolve errors in enrollment and services.
2. Student Enrollment BEDS Day Reports for State aid• CIO/DDC should work with the Business Office to make sure non resident students as well as district students attending other schools and programs are accurately counted.
VR’s 1‐9 ‐ Students with Disabilities BEDS Day Snapshot Report Links
SEDCAR website
• http://www.p12.nysed.gov/sedcar/data.htm
Instructions for PD Reports
• http://www.p12.nysed.gov/sedcar/forms/instructions/instructions1718.html#vr1
Primary Service Settings and LRE Codes
• http://www.p12.nysed.gov/sedcar/sirs/swd_sirs_1314‐present.html#primary_service
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Certain data comes from your Special Ed System and some data comes from your SMS.
• It is important to know which data comes from which system.
Both of these data merge when loaded into Level 0. • It is common to have discrepancies between systems
There is no right or wrong, but both must be correct.8
Worlds Colliding
SMS System Business Rules
PD Data System Reports
Business Rules
Special Ed System Rules & Compliance
Level 0 Rules &
Regulations
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1. There are many different system involved in this reporting
2. There are different rules for each system
3. There are different people involved that support these different systems
4. When there are errors, it takes some patience and understanding to uncover where the error is.
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Level 0 Data Merge of 2 Systems
Student Management System
• All Demographic and Enrollment Data including
• Ethnicity• Gender• DOB (Age)• Diploma Type, Graduation• Post Secondary Plans
Special Ed Management System
• Programs Fact Data • Type of Disability• Section 504 Plan• Eligibility for Alternate Assessment (0220)
• Special Ed Snapshot
• EOY Snapshot
• Special Ed Events
10*Demographic and Enrollment must match in both systems
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Common Errors in Snapshot in L0
• SS4035 – Primary Setting Codes are specific to age.
• SS4023 – Primary Setting Codes was left out
• SS4025 – School aged student with a PS or Pre‐K grade
• SS4014 – Enrollment record is missing in SMS *The Special Ed dept. may not be able to fix this in the SMS, but are the only ones who knows the enrollment. This can be fixed via monthly conversations or having district procedures in place with changes in enrollment.
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*See Handout
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How to Verify BEDS Day Snapshot?
Special Ed Administrators need to verify the data reported in the BEDS Day Snapshot by reviewing the VR 1‐9 Reports in the PD Data System.
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STEP 1‐ Click on Oct. Reports to see VR’s
The VR’s 1‐9 are the same data (BEDS Day Snapshot) “disaggregated” into different reports.
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When you click on VR1, you will get 3 or 4 reports:
1. The VR Report2. Exclusion Report3. Inclusion Preschool
Students4. Inclusion School age
Students
You need to check the Exclusion Report if you have one. This will show which students are excluded from the report. Excluded meaning not counted.
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Certifying one report certifies them all. Do not click on Certify until all reports have been verified.
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http://www.p12.nysed.gov/sedcar/forms/instructions/instructions1718.html#vr1
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Reasons for Exclusion
Business Rules*See Handout
Please review the data below to verify that this report represents all preschool children with disabilities (aged 3‐4) for whom your district has CPSE responsibility and who were receiving special education services on the snapshot date. The links below the numbers in each cell provide a list of students that meet the criteria to be included in the report. Also, please review your school district's report of students excluded from this report. If corrections are needed to this report, please resubmit your district files with the necessary corrections to the Regional Information Center (or the data warehouse for large cities) prior to the certification due date.
20**Subgroups are very important!! Check and verify every student.
Can click to see student
Verification Report 1 Preschool Child Count Report by Race/Ethnicity October 2017 Snapshot
(Preschool Children Receiving Special Education Services As of October 4, 2017 )
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Significant Disproportionality Notice
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Bd. of Regents June 2016Identification and Actions with School Districts with Data Showing Disproportionality in Special Education
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Reminders
• Make sure you have Demographics and Enrollments entered in the SMS for all of your students before you load your snapshot.
• Communication between departments is KEY!
• No one system is right or wrong. They both have to match. TEAMWORK
• Start loading this now and continue to review and correct.
• Set up meetings now for Mondays in December. The target load date should be Thursday December 21. That way you can review the data and still have one last load date of January 4.
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Questions?
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Reporting UPK’s and Pre‐K’s
Universal Pre‐K
Universal Pre‐K (UPK)
• UPK programs are funded by the Universal Pre‐K grant.
• These programs are operated by the school district or other agencies (CBO’s) under a contractual agreement with the school district.
• Any child whose Pre‐K placement is funded by the UPKgrant must be reported with a Program Service code 902 (UPK).
• An additional UPK setting code is also required…
Additional UPK Setting Codes for 902’s
• All 902’s need a UPK SETTING Code• 1309 District‐operated
• 1320 Day care center
• 1331 Head Start
• 1342 Family or Group Day Care
• 1353 Nursery School
• 1364 BOCES
• 1375 Special Ed 4410 Preschool
• 1386 Nonpublic School
• 1397Museum
• 1408 Library
• 1419 Other
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Pre‐kindergarten (Pre‐K)
• All Pre‐K students need a grade level of PKF (full‐day prekindergarten) or PKH (half‐day prekindergarten).
• “Pre‐Kindergarten” students who are enrolled in a district‐run pre‐kindergarten should be reported with a Program Service code of 990 (“Other” PreK program) that is, other than UPK.
UPK Full‐Day Conversions
Children whose half‐day UPK placement has been converted to full‐day using the Statewide Universal Full‐day Prekindergarten (SUFDPK) grant, Expanded Pre‐K for 3 & 4 Year Olds grant (EPK), Additional Grants for Expanded Pre‐K for 3 & 4 Year Olds (EPK2), or federal Preschool Development Expansion grant should be reported with program service code 902 (UPK) and grade level PKF (full‐day).
Other ‐ “Other” Pre‐K programs
• Students in any other type of Pre-K program should be reported with a program service code 990 (Other Pre-K). This includes *NEW* (NOTUPK to full-day conversion) placements in:
• Statewide Universal Full‐Day Prekindergarten (SUFDPK)
• Expanded Pre-K for 3 & 4 Year Olds (EPK) • Prekindergarten for Three Year Olds (3PK) • Expanded Pre-K for 3 & 4 Year Olds (EPK2)
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SIRS‐316 BEDS Day Enrollment Verification Report for District Pre‐K
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Guidance on Reporting Pre-K Children in SIRSGuidance re Fall17 ‐ PreK and SIRS (version1).pdf
• This Office of Early Learning (OEL) memo was updated on 9/11/2017 for 2017‐18
• SIRS currently includes two Pre‐K Program codes – 902 for Universal Pre‐K and 990 for “Other” Pre‐K.
• In 2017‐2018, SIRS does not provide distinct codes for the 5 recently added Pre‐K grants: Priority Prekindergarten grant, the Statewide Universal Full‐Day Prekindergarten (SUFDPK) grant. Expanded Pre‐K for 3 & 4 Year Olds (EPK), Prekindergarten for Three Year Olds (3PK); Additional Grants for the Expanded Pre‐K for 3 & 4 Year Olds (EPK2); and the federal Preschool Development Expansion grants.
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Guidance re Fall17 ‐ PreK and SIRS (version1).pdf
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The Office of Early Learning Outreach
• The Office of Early Learning (OEL) will be reaching out to assist districts with accurate reporting of UPK data before the January 5th data pull.
• These data are used to calculate district UPK funding for 2018‐19.
• There should be a helpful report on the IRSP called UPK Enrollment Max Funded Pupils Counts.
• This data will be posted on the IRSP on a weekly basis until the week of Jan 8th.
Questions?
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Preschool (PS) transitioning to KDG
Four E‐Z P‐Z variants
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Preschool (PS) transitioning to KDG 1
2016‐17 PS (Preschool student with a Disability) turning age 5 by 1 Dec 2017 (KDG Age in 17‐18):
1. If a student was receiving PS SE services as of 30 Jun 2017, ideally student should be coded as a PS continuing to receive (be eligible for) such services through 31 August 2017 in the 2017‐18 School Year.
─ Grade Level: PS─ Enroll Entry: 0011─ Enroll Location: Service Provider location code─ Enroll Exit Code: e.g., 153*, 425 (if withdrawn by parent or declassified b4 31 Aug) other exit codes as appropriate.
Preschool (PS) transitioning to KDG 11.a) 153 exit 31 August
1.b) 425 exit & student withheld by parent & declassified
Preschool (PS) transitioning to KDG 2
2. If on 31 August, student is to Enroll in a district Kindergarten program and be declassified – no longer considered to be a student with a disability –code much like:• Enroll exit: 153 on 31 August
• New Enroll Entry: 0011 on 1 September.
• Grade Level: KF or KH
• Enroll location: School Building or Out‐of‐District Placement (OODP), as appropriate.
• Program code 5786 – PS Student with a Disability: End on 31 August with Exit Reason code 901: Student Declassified
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Preschool (PS) transitioning to KDG 2
Student eligible/receiving Summer Svcs, declassified & Gen Ed KDG student 1 Sept
Preschool (PS) transitioning to KDG 3
3. If on 31 August, a PS student is to Enroll in a district Kindergarten program and remain classified – now as a School‐age student with a disability:• Enroll exit code: 153 on 31 August else, if remaining in same location use 782::Entering different grade level same school bldg
• New Enroll code: 0011 on 1 September in KH or KF grade level.
• Program code 5786 – PS Student with a Disability: End on 31 August with Exit Reason code 912: Change in Disability.
• Add appropriate new school‐age Type of Disability Code beginning 1 September.
Preschool (PS) transitioning to KDG 3Preschool to KDG remaining classified (change to) School Age Type of Disability.
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Preschool (PS) transitioning to KDG 4
4. If on 31 August, a parent will not Enroll a PS student in a district Kindergarten program and the student remains classified – soon to be a School‐age student with a disability receiving district SE services:• Enroll exit code: 425 on 31 August
• New Enroll entry code: 5905 (CSE responsibility only) on 1 September in KH or KF grade level. 0777 HmBd location.
• Program code 5786 – PS Student with a Disability: End on 31 August with Exit Reason code 912: Change in Disability.
• Add appropriate new school‐age Type of Disability Code beginning 1 September.
Preschool (PS) transitioning to KDG 4
QUESTIONS??
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STUDENT BEDS DAY ENROLLMENT VERIFICATION REPORTS
The BEDS Day Enrollment Verification Reports are for districts to confirm that all students known to be enrolled in the district or charter school as of BEDS Day 2017, have records in Student Information Repository (SIRS).
1. These demographic and program service records will allow students to be placed in various subgroups for accountability decisions.
2. Student BEDS Day Enrollment data should be as accurate as possible, as it impacts a number of areas including but not limited to:
1. Accountability subgroups2. State aid calculations3. LEP counts for Part 1544. School Report Cards5. Generating targeted federal program aid6. Are provided to the media and general public, as these are your district
official enrollment counts
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A Bit of BEDS History
“BEDS” is an acronym for the Basic Educational Data System, which has collected aggregate student enrollment from all school districts, and BOCES in New York State since the 1966–67 school year.
• In recent years, BEDS data were gathered using a Web application known as the BEDS Online.
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“BEDS Online” to SIRS
• Starting with the 2011–12 school year, the New York State Education Department (NYSED) began to collect the October BEDS enrollment using records in the Student Information Repository System (SIRS).
• By the 2012‐13 school year, SIRS was the official source of BEDS Day Student Enrollment counts.
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BEDS Day Basics
• BEDS Day provides a point in time when student enrollment counts can be complete, unduplicated and comparable.
• Every enrolled student is counted only once.
• Students are counted in the school or district where they were enrolled as of BEDS Day, regardless of where the student lives.
• “BEDS Day” is always the first Wednesday in October.
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Important BEDS DAY Facts
1. Counts in the “All Students” line will be used for State aid projections and calculations. The Business Office should review these reports
2. If a student was a member of a subgroup/ program service (race, disability, LEP etc…) at any point in the school year, then that student will be counted as a member of that subgroup. Determines accountability status for (subgroups).
3. Reporting counts on New York State Report Card
4. Generate targeted federal program aid
5. Providing data to the media and general public upon request
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PUBLIC INFORMATION
• Once the October BEDS enrollment data have been given to State aid, they are considered public information and will be provided to any requestor on demand.
• Those requestors may include, but are not limited to, the State’s Division of Budget, other school districts, the media, the NYS High School Athletic Association, and the inquiring public.
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BEDS Day Enrollment Reports
1. SIRS‐313 Location of Enrollment and Student Subgroup shows all students enrolled in your district
2. SIRS‐314 District of Residence
3. SIRS‐312 Supplemental Counts for State Aid
4. SIRS‐323 Free and Reduced Price Eligible Students enrolled on BEDS Day
5. SIRS‐316 Verification Report for District Pre‐K
6. SIRS‐319 BEDS Enrollment in Public and Charters by District of Residence Informational Report only
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BEDS Day Snapshots
• Districts have until the end of year deadline to verify this information.
• But, SED will “pull” the October BEDS enrollment 2 times per year to send to State Aid for preliminary calculations. These “pulls” are called Snapshots. Pulls do not need to be certified anymore.
• The “pulls” are listed in the reports as a (.1)
• SED will pull from SIRS on January 4, and March 22
• The end of year (August) BEDS data pull will be considered final.
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BEDS Day Snapshots (.1)
The regular SIRS‐312 will continue to update and change throughout the year, as you make your corrections.The (.1) reports are the “snapshot” reports that were sent to State Aid for initial projections throughout the year. The SIRS 312.1 will be the data pulled on the January 4 snapshot date and sent to State Aid.
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• Districts should compare the snapshot reports (.1) in January and March to the current reports to see if anything changed.
• The End Of Year snapshot is considered final.
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BEDS DAY SIRS‐313, SIRS‐314, SIRS‐3121. SIRS‐313 Location of Enrollment and Student Subgroup
• Shows all students enrolled in your district, regardless of where they live.• Officially Recognized Total Enrollment Counts (“All Students”) sent to
State Aid • Official Subgroup totals used for Accountability (need 40 students in a
subgroup to calculate participation rate, 30 students for performance index)
2. SIRS‐314 District of Residence
• Also shows all students enrolled in your district, but the report is broken out by District of Residence, so you can see which students come from other districts, so you can charge them for tuition
3. SIRS‐312 Supplemental Counts for State Aid
• Shows in more detail which of your students are enrolled out of district, such as BOCES and 4201 – (you pay for their transportation and textbooks)
• Shows which students are from other districts (tuition paid to your district)55
SIRS‐323, SIRS 316, SIRS‐319
4. SIRS‐323 Free and Reduced Price Eligible Students enrolled on BEDS Day
• Shows which students are eligible for FRPL
5. SIRS‐316 Verification Report for District Pre‐K
• Shows counts for Pre K and UPK grant funding
6. SIRS‐319 BEDS Enrollment in Public and Charters by District of Residence Informational Report only
• Shows only your district students enrolled in other Public School Districts or Charter Schools
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Accountability Subgroups: Spot The Difference…
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1. Location of Enrollment and Student Subgroup (SIRS‐313)
• This report shows total enrollment counts from which your State Aid will be determined.
• The “All Students” line is your district ‘s official BEDS Day enrollment counts and what gets sent to State Aid for projections
1. “All Students” includes all students enrolled, including those students who do not live in your district
2. Also shows totals for your accountability subgroups i.e., gender, race/ethnicity, disability, LEP, and economic status• if a student was a member of a subgroup or program category (e.g., race/ethnicity, disability, LEP, etc.) at any point in the school year, and enrolled on BEDs Day, then that student will be counted as a member of that subgroup or program category for that school year
• But you cannot tell form this report who lives in your district, and who does not. 58
Location of Enrollment and Student Subgroup (SIRS‐313)
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All Students includes all enrolled students, residents and non residents. Data in the District BEDS Total will be recognized as official BEDS grade‐by‐grade enrollment and be sent to State Aid.
*Subgroup categories are the same used on the NYS Report Card.
2. Verification Report for District of Residence (SIRS‐314)
• This report also shows Total Enrollment Counts, but breaks it out by students who do not live in your district.
• Shows non‐resident students enrolled in your district and for whom tuition could be charged.
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Verification Report for District of Residence SIRS‐314
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Shows total counts of students enrolled in your district, including those who live in other districts. This report helps to show students residing in other districts for whom you may be able to charge tuition.
3. Verification Report for State Aid Calculations (SIRS‐312)
This report shows 2 things:
1. Students who live in your district but are enrolled outside the district, such as students attending BOCES or 4201 schools.
• Your district is responsible for providing transportation and textbooks for these students enrolled outside of the district.
2. Students who are enrolled in your district but do NOT live in your district.
• You districts could be collecting tuition for those students not living in your district.
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4. Free and Reduced Price Lunch Eligible (SIRS‐323)
• A student must be enrolled on BEDS Day and reported in SIRS with a 0011 Beginning Enrollment code.
• FRPL eligible students must have one of the following Program Service codes with a beginning date on or before BEDS day
• 5817 (Free Lunch) to be eligible for Free Lunch
• 5806 (Reduced‐Price Lunch) to be eligible for Reduced Price Lunch
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5. BEDs Enrollment for District Pre‐K and UPK (SIRS‐316)This report allows districts to verify student counts for Pre‐K and UPK, and Other Universal Pre‐K grant funding.
“Pre‐K”• Pre‐k means students who are enrolled in a district run pre‐kindergarten.
• All Pre‐K students need a grade level of PKF (full‐day prekindergarten) or PKH (half‐day prekindergarten).
• These students should be reported with a Program Service code of 990.
Universal Pre‐K
• Are pre‐K programs funded by a Universal Pre‐K grant.
• These programs are operated by the school district or other agencies under a contractual agreement with the school district.
• Any child whose Pre‐K placement is funded by the UPK grant must be reported with a Program Service code 902 (UPK).
• An additional UPK setting code is also required.
• All 902’s need a UPK SETTING Code
• 1309 District‐operated 1375 Special Ed 4410 Preschool
• 1320 Day care center 1386 Nonpublic School
• 1331 Head Start 1397Museum
• 1342 Family or Group Day Care 1408 Library
• 1353 Nursery School 1419 Other
• 1364 BOCES66
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5. BEDs Enrollment for District Pre‐K and UPK(SIRS‐316)
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6. SIRS‐319 BEDS Enrollment in Public and Charters by District of Residence
Informational Report – If no resident students are enrolled in charter schools or school districts other than district of residence, this report will be blank.
Questions on anything we have covered this afternoon?
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Winter State Reporting Deadlines
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State Reporting
TRUE OR FALSE
● Phil DeGrazia: 832‐2815
[email protected]● John Cahill: 832‐[email protected]
● Vivian Tripi: 832‐[email protected]
● Mona Baldauf: 832‐[email protected]● Stephanie Witt: [email protected]
● Audre Midura: 832‐[email protected]● Margarita Pieri: 608‐6673
HappyHolidays!
