Data Warehouse User Group / WorkshopSpring 2012

Agenda

Testing updates – 3-8 and Regents L2RPT Reports Teacher Student Verification Roster Level 0 Data collection requirements Important Dates Growth Model Data Elements Level 0 Historical State Course Catalog 2012-13….

NYS 3-8 Testing Highlights (See handout for more details)

ELA & Math

Answer sheets will arrive in districts the week before April break

ELA and Math tests now have 2 answer sheets for every grade level 2 sets of Labels for ALL ELA tests (for Book 2 & 3) 1 set of Labels for ALL Math tests (for Book 3)

**New** Field test items are embedded in both ELA & Math tests Important - “Form” letter must be bubbled on answer sheet (A, B, C or D) Schools will receive same form, but may vary in each district between buildings Students will be filling in the circle relating to the form they are taking. Proctors will

be reading instructions to the students regarding this.

Answer sheets are due to the RIC: ELA-Wednesday, May 2; Math–Wednesday, May 9

SED is planning a voluntary time survey to see how much time the kids spent on the test – Barbara Wallis will be sending out via email end of March, early April to Building principals.

Regents June 2012

All Regents exams are required for scanning in June 48 Hour Scanning option

Districts wishing to participate in the 48 hour processing will need to commit to daily drop offs to the Regional Scanning site in their area. Principals should ensure that all exams are transported via a secure and traceable means.

Hand Scoring Districts need to make decisions regarding hand scoring multiple choice

questions. As many districts have graduation ceremonies on June 23, it is recommended that scores are hand calculated for any students that are depending on that exam for a June 2012 diploma.

Information on ordering answer sheets should available in April District Regents contact will receive e-mail notification when reports

become available in ASAP (https://level0-asap.moric.org/asap) Same userid as Level 0 DDC’s will have ability to set up accounts for district staff as appropriate

L2RPT reports – Releases March

BEDS Enrollment Verification Reports

Teacher Student Data Linkage (TSDL) reports Tested/not tested (including NYSAA)

will include option to view ALL subjects at once Annual Outcomes

April 3-8 AVR (Accountability Verification Report) HS AVR

Add 5 year graduation rate Total Cohort

BEDS Day Enrollment Verification Report by Location of Enrollment and Subgroup (SIRS-313 & SIRS-313.1 Snapshot)

All Districts/Schools were expected to review, correct as necessary, and verify data displayed in this verification report by January 13th. (based on any data loaded to L2 by January 5th)

A second “Confirmation” will be required on this data, and a “Snapshot” report will become available based on data submitted as of April 5th to Level 2; Confirmation due by April 13th

The current “Snapshot” report is as of the certification in January (data submitted by January 5th)

This report provides counts of students whose repository records show that they were enrolled in a school in your district or in your charter school as of BEDS Day in any of grades pre-kindergarten through grade 12, including ungraded elementary and ungraded secondary. Counts of students are provided by grade as well as by accountability subgroup.

SIRS-313 BEDS Day Enrollment Verification Report by Location of Enrollment & Student Subgroup (This report was released in November 2011)

The BEDS Day Enrollment Verification Report for Supplemental Counts for State Aid Calculations

Will allow staff to verify records in the Student Information Repository System (SIRS) pertaining to particular counts of resident and non-resident students as of BEDS Day 2011. These particular student counts are used in State aid calculations.

In general terms, the majority of state aid is reserved for students based on where they are enrolled, however textbook and transportation aid is reserved for students based on their district of residence. For textbook and transportation aid, non-resident enrolled students are excluded while resident students enrolled outside of the district are included.

SIRS-312 BEDS Day Enrollment Verification Report for State Aid Calculation

The BEDS Day Enrollment Verification Report by District of Residence

Will allow staff to verify records in the Student Information Repository System (SIRS) pertaining to counts of enrolled students by grade and by their District of Residence as of BEDS Day 2011.

The District of Residence is the district that a school-age child is entitled to attend based on the location of their residence.

District of Residence is used in calculations for textbook and transportation aid, and provides insight into from where charter schools, magnet schools and nonpublic schools draw their students.

SIRS-314 BEDS Day Enrollment Verification Report by District of Residence

SIRS-316 BEDS Day Enrollment Verification Report for District Pre-K

Reporting Pre-K Students

EnrollmentA preschool-age student who resides in the district and participates in a:

District-operated Pre-K or Universal Pre-K program Report District Building BEDS code

BOCES-operated or other CBO Pre-K program under a Universal Pre-K contract with a school district with the BOCES acting as an Other Eligible Agency (i.e., Community-Based)

Report first six characters of the district code followed by “0666” signifying CBO-placed UPK

BOCES-operated pre-K not under a Universal Pre-K contract. Report BOCES location code

Program services for Pre-K students UPK funded programs must have a program service code of 902(Universal

PreK Program) These students must also have an additional program service code to indicate

the Setting (1309 - 1419) Students NOT in a UPK funded program should use a program code of

990(Other PreK Program) – no additional codes are required when using this code.

Teacher Roster Verification Process

School Administrators/Data Coordinators can assist teachers in the verification of roster reports with L2RPT (Cognos https://cognos84.moric.org – State Reports)Teacher Student Data Linkage (TSDL) Report

Summary and Detail reports should be available mid-March

L2RPT – TSDL (Teacher Student Data Linkage) Summary

L2RPT – TSDL (Teacher Student Data Linkage) Student Detail

Teacher Student Roster Verification Process District must report Staff Student Course data PIN letter is created for every teacher submitted by

each district Zip file of PIN letters will be posted to the SED portal

(http://portal.nysed.gov), IRSP (Information Reporting Services Portal – directions for IRSP: http://www.p12.nysed.gov/irs/irs-portal/irsportal-directions20101003.pdf) Zip file includes:

Individual pdf for each teacher reported in Staff Student Course Districtwide pdf that contains all PIN letters in one file Excel file that contains list of teachers for whom a PIN has been

generated

Teacher Student Roster Verification Process Email notification to CIO when new file is posted to

IRSP If a district or school has NOT identified an Information Officer contact, IRS

Portal email notifications will be sent instead to the individual identified in SEDREF under the Chief Executive Officer field

Select SEDREF Query from http://portal.nysed.gov

District must print and distribute PIN letters to Teachers

District should provide teachers information about what to do if the data are inaccurate

Subsequent zip files will only include teachers who are new since the last refresh

Teacher Student Roster Verification Process To create an account, teachers will go to website

listed in PIN letter: http://www.p12.nysed.gov/irs/teacher/ User Guide:

http://www.p12.nysed.gov/irs/teacher/UserGuide.pdf Each teacher will need:

PIN Last 4 of SSN * Date of Birth * Valid email address - This email address can be either a work or

personal email address, as it will also be the username.

* Last 4 of SSN and date of birth will be verified against data recorded in TEACH

** Page Break **

Level 0 – Staff Student Course Reports – Course Roster by Teacher

Level 0 – Staff Student Course Reports – Students by Teacher

Level 0 – Staff Student Course – Manual Input

2011-12 Data Collection RequirementsStudents (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

Assessment Accommodations

Staff Evaluation Rating

Level 0 Express:

Staff Snapshot & Course – Student Management System

HOW THE PIECES FIT TOGETHERStudent Management

System(SchoolTool, eSchool Data,

PowerSchool, IC)

Special Education System

(Cleartrack, IEP Direct)

Cafeteria System(Nutri-kids, WinSNAP)

Test Scoring System

(NYS, NRT, RegentsScanning)

(Note: May bypass Level 0)

District Data Coordinator/RIC Data Readiness Team

Cognos 8Report Portal

(Customized Reports, Basic, Regents Reform,

and Supplemental Services)

nySTART(Pre AOR’s, Guided Analysis)

Level 1(RIC’s)

Level 0NYSED District Student

Validation System - RIC’s

Level 2 (Statewide)

School AccountabilitySchool Report Cards

NYSSIS Unique Student ID

Level 1C Data Pass-thru container

PD Data System(VR Reports & Reasonability

Surveys)

L2RPT(Cognos State Reporting)

(Accountability, Annual Outcomes, BEDS, ISRs, Staff/Course, TSDL,

Total Cohort, T/NT, CTE, & Reasonableness)

UIAS System

Academic InterventionSystem

(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.)

L0 Hist

NYS L0Historical

Remaining Monthly data loads to Level 0

This is a tentative schedule of when we will be loading your data from ALL systems to Level 0 – these will occur during the following weeks:

March 5th April 9th (Spring Break) May 14th – may be delayed 1 week to May 21 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

2011-12 Final dates to submit data BEDS (Demographic, Enrollment, Programs for Accountability sub-groups (Disability,

LEP, Poverty, Migrant, Homeless)) January 5th

April 5th

Special Education 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

Growth Model Data Elements

NYSED memo to the field should be released soon with more details…

NYSED will be sending the vendor 3 years of 3-8 data in the early June timeframe

Districts should review students enrollment location, grade level, LRE, and program information

Staff Student Course data will be sent for the current school year, including location, start/end dates, linkage duration information, assessment description

Including some basic information from TEACH

It is anticipated that 2 files will be returned from the vendor Evaluation information to school districts Student growth will be sent to Level 2

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Level 0 Historical (L0HIST) This web-based application, which will be released in two phases, will provide you with the capability of easily

viewing previous years of data warehouse information for individual students in your district. Phase I will provide data view (March) capability only while Phase II will allow for the update (April) of your historical information. Historical records are defined as any data warehouse record submitted prior to the current school year. The data areas currently available for view and future update are Demographic, Enrollment, Programs Fact, and Assessment Fact.For manageability purposes, the NYSED recommends that you grant access to your District Data Coordinator and only authorize a limited number of additional district personnel.

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

Level 0 Historical

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Level 0 Historical – Alternative update option

2010-11 School year data Make changes all changes in Level 0, lock data files and

request a load to Level 2 Changes must be complete on or before

Monday April 2nd

2010-11 School year data and prior Coordinate with data warehouse support staff for

template updates, including any NYSSIS ID changes All changes must be complete on or before

Monday March 26th

State Course Catalog update….

Guidance on the Collection and Reporting of Teacher and Course Data in the Student Information Repository System (SIRS)

http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-CourseDataCollection-final-5-2-11-2.pdf

New York State’s comprehensive course code catalog will be adopted from the NCES SCED identifiers.

The NCES SCED for secondary can be found here:http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007341

The NCES SCED for prior-to-secondary can be found here: http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2011801

SED intends to make a “quick reference guide” subset available to assist in reporting. 2011-12 Elementary State Course Codes will need to be changed for the 2012-13 school

year

3-8 Elementary State Course CodesUse only these in

2012-13 2011-12

X

Anticipated for 2012-13 Daily Attendance & tardy (negative only – local AND State codes for: excused

[E], unexcused [U], tardy [T]) Student/Adult contact for educational information Principal/Student/Course linkage Report all course codes (local and State codes) BOCES required to report course/teacher/evaluation data Staff Hire date and Exit date (if applicable) Staff Tenure date (if applicable) 

Anticipated for 2012-13 Collection of NYSSIS ID in Alternate Student ID field

To be used for reporting to Higher Education (transcripts, etc)

Collection of Adult ID To link parents to kids

New data collection requirements for existing templates: School Entry Exit

0033 - Entry Enrollment code for part-time students pursuing a HS diploma Programs Fact

New Program Service Codes: 1232 - SIFE (Students with Interrupted Formal Education) 4015 - indication of student’s participation in STEP (Higher Ed) 4004 - indication of student’s participation in Liberty Partnership Program (Higher Ed)

New program service ending reason code: 680 - Leave CTE with the intention of continuing later - to identify students who plan to

continue the program, but may be skipping a semester or a year .

Remove: Eliminate Program Type Code for Title II - TPREP. CTE Program Type code will be used for all

records. (participation info code).

Resources

SIRS Guidance http://www.p12.nysed.gov/irs/sirs/ http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/

NEWER/TeacherCourseReportingRules20111017.doc

Annotated Templates for Extracts http://www.p12.nysed.gov/irs/vendors/2011-12/Templates2011-12.xls

L2RPT Report Guides http://www.p12.nysed.gov/irs/level2reports/reportguides.html

APPR guidance http://usny.nysed.gov/rttt/teachers-leaders/fieldguidance.pdf

Ken Wagner May 2010 memo http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-

CourseDataCollection-final-5-2-11-2.pdf

Data Readiness/Verification - Data Warehouse Level 0 L2RPT (Cognos – State Reporting) Level 0 Historical NYSSIS Unique ID nySTART New York State Assessments Regents Scanning / ASAP (Assessment Scoring & Analysis Program)

Contact Data Readiness Support datareadiness@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.org

MORIC Contact Information

(315) 361-2700; 1-866-98MORIC (1-866-986-6742)