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New District Data Coordinator (CIO) Workshop
Welcome to the Data WarehouseNovember 10, 2015
1Nassau BOCES ContactsPhil DeGrazia: [email protected] Cahill: [email protected] Tripi: [email protected] Midura: [email protected] Pieri: [email protected] Reinhardt: [email protected]
2AGENDAPart I What is the Data Warehouse?RIC OverviewData FlowLevel 0Tools to verify your data
Part II NYSSISL2RPTFuture Reporting
Part III - Role of the CIO / DDCAccountability OverviewRole of the DDCWhats Coming Up?
3First, we will talk about what in the world in the Data Warehouse?Then we will talk about the the different Levels, The District Level in the SMS, Level 0, L1, and L2
Next we will explore the different systems that are involved in the process. Level 0 (is the program districts use to submit all of the required data to the State),NYSSIS (is the program which assigns a unique ID number to every student in NY State) and Level 2 Reports, which is where districts go to verify that their data is correct and accurate
Lastly, we will talk about data and school district accountability, what your role is in this whole process as the DDC, and we will give a look of what is coming up next.3RIC OverviewThe RIC is the Regional Information Center
The RIC is the Data Center and the means by which you report data to NYSED.Statewide there are:12 Regional Information Centers (RICS)5 Big City School Districts (The Big 5)
Your RIC is the Nassau Regional Information Center (NASRIC) The RIC Director is Dr. Valerie DAguannoRIC Directors meet on a monthly basis to coordinate statewide initiatives
4RIC OverviewThe NASRIC supports the following:56 Public school districts3 Charter SchoolsRVC Diocese of Nassau / SuffolkBrooklyn Queens DioceseLutheran Schools Assoc.Independent Public schools 5NYS RIC Data & Security websiteNYS Regional Information Centers Data Security and Privacy http://nysdsp.org/ Provides an introduction on data security and privacy issues, challenges and concerns.http://nysdsp.org/data-security-and-privacy-intro/
6
There are reports on technical measures and security steps districts that every school district should take
67FERPA: Protecting Privacy in Data Collection and Reporting Individuals who work with education records in agencies or schools are responsible for knowing the privacy regulations that apply to their work.The Family Educational Rights and Privacy Act of 1974 and the Protection of Pupil Rights Amendment are the two major laws governing the protection of education records and student and family privacy. The other key laws with specific federal regulatory requirements pertaining to schools are the National School Lunch Act and the Individuals with Disabilities Education Act.
7Lets talk a little bit about FERPA and Protecting privacy in Data Collection and reporting.You have to be very careful with dealing with student educational records. In general, employees may not disclose confidential student information to unauthorized persons.Transmission of confidential student information through email is prohibited.
78FERPA: Protecting Privacy in Data Collection and Reporting In developing procedures and processes for collecting and reporting data, it is necessary to incorporate safeguards to protect the privacy of the individuals to whom the data pertains. Of special concern are data related to an individual student's economic status (the poverty indicator) or eligibility for free- or reduced-price lunch. This information must not be shared in combination with any other information about a student and must be made available only to the person responsible for verifying the accuracy of the data.
8You should make sure that they have procedures in place to protect student and family privacy.Of special concern are data related to an individual student's economic status (the poverty indicator) or eligibility for free- or reduced-price lunch.This information must not be shared8What is the Data Warehouse?9
What began as a small collection and reporting system for elementary and middle level student demographics, enrollment, and assessment data, now encompasses all secondary reporting, special education, career and technical education, teacher student data linkage information, attendance, and more.
9What is SIRS?SIRS stands for the Student Information Repository System.It is also commonly referred to as The Data Warehouse.It provides a single source of student records for analysis at the local, regional and State levelsTo meet State and Federal reporting and accountability requirementsTo improve student performance
1010HOW DOES THE DATA FLOW?Presented by Phil DeGrazia
Next up, we have Phil who is is probably the longest running person on this project. He is going to explain in more detail how your data gets to where it has to go, and will also give you an overview of Level 0. 11HR / Financial SystemStaff Snap ShotStaff Evaluation RatingStudent Information SystemStudent DemographicsStudent EnrollmentProgram ServicesCourseStaff Snap ShotStaff Student CourseStudent Grade DetailAssessment FactAccommodation
Level 0Validation Checks and Error Message
Level 1BOCESCentral DatabaseLevel 2 (SED)State DatabaseNYSTART(NYS Testing and Accountability Reporting Tool)
Special Ed. SystemSnap ShotS.E. EventsScoring VendorNYSSIS(NYS Student Identification System) Generates and assigns unique statewide student IDs.Test Scoring3-8 AssessmentNYSESLATNYSAAIDWL2RPT
L2RPT reports are designed to help verify a variety of data in support of accountability and other requirements.
Teacher RoasterReportsData MovesOnce a weekAssessment Scan sheetsPin # to create account121213LEVEL 0
1313Welcome screen
14Data types
15L0 Express
1617DATA VERIFICATION
1717Data Overload
1819DATA VERIFICATIONData verification is one of the most important steps.Data verification is not done just one time a year. It is a year long process. One or 2 students coded incorrectly may negatively affect your AYP.
19Dont wait until July 1 to check your dataLooking at Verification ReportsStudents showing up not testedStudents missingHow to FixCheck enrollment recordsNYSSISExtra Answer Sheets? ID problemsur data.1920DATA VERIFICATIONAll of this is the reason why you must check and re-check your data. Load up to SIRS, review it, re-submit data as necessary and re-verify the data.Dont forget to make changes in your SMS, then re-load into Level 0.The accuracy of the data is a paramount task. Teacher Evaluation Data = High Stakes
20Dont wait until July 1 to check your data.20TOOLS TO VERIFY DATAWhat tools do I have to check and verify all this data?21
SMS/Sp Ed ReportsCertifyLevel 0 ReportsL2RPT Report GuidesIDWEnd of Year Checklist2122
Multitask OverloadWhat is the IDW (Instructional Data Warehouse)? The IDW is a repository for student data elements collected from disparate sources and organized for optimal analysis and reporting.
The IDW is hosted by Nassau BOCES.https://data.nasboces.org 23
23IDW 24
24IDW25
26PD DATA SYSTEMThe PD Data System is a web application which verifies and certifies the special education data for your district.
District data flows into the PD System from the Level 2 Warehouse
In many cases, the CIO / DDC does not certify the data in this system. There is only 1 contact person allowed to certify that the data in this system are correct. In many districts, this person is the director of special education.
The DDA needs to work collaboratively with the director to ensure that data in this system are correct.
26The PD Data system is a tool for verifying special education placement and services data. It is maintained by the State. Data enters the PD system from the Level 2 Warehouse. There is only 1 person who is granted access certify that data is accurate. In most cases, it is the special education administrator.Since you do not have access to certify this data, communication with the special ed administrator is very important. 2627PD DATA SYSTEMDemographics, Enrollment, and Program Services (Disability Code) comes from your Student Management System.
Other special education information does NOT come from your SMS. It is exported directly from the special ed management system and gets imported directly into Level 0.
Given the multiple source systems, it is common to have Level 0 errors.
This can be a time consuming process and communication between staff and departments are vital.
27Another reason why communication is very important here is that there tends to be many errors in Level 0 and I will tell you why. Sp Ed Data is coming from multiple systems. Dem, Enroll, and Prog Serv, come out of the SMS. Special ed Events and Snapshot information (confidential information) comes from your Special ed system directly into Level 0. Given the multiple source systems, it is common to have Level 0 errors.You need to work together w the sp ed office in Resolving these errors. And that process takes time. b/t 2 systems can be a very time consuming process, so good communication is vital.
27PD System28
The PD Data System Dashboard displays all of the reports that are required for the current school year and shows your certification status and their due dates.28PD System29
PD System30
PD System: Excluded Students List31
31http://www.p12.nysed.gov/irs/32
Systems for Collecting & Reporting Data 33
Vendor Support34
Technical Infomation35
WHAT IS NYSSIS?Presented by Vivian Tripi
36NYSSIS- Go to NYSSIS website to resolve students in the NYSSIS queue.http://portal.nysed.gov/
- Use SEDDAS credentials to login
- Students in the NYSSIS queue have not been assigned a NYSSIS id.
- Without a NYSSIS id student data will not go to the state.
- You can reset your password by clicking Reset Password at the top right of the screen.
Please keep this account active by logging in at least every 60 days even during the summer.
A current correct email address must be on file with NYSSIS, as this is how notifications are sent out.
37
3738
NYSSIS LOGIN SCREEN39
NYSSIS Reset Password40
41
42
43
44
45
46TOOLS TO VERIFY DATA:L2RPT
Presented by:Vivian Tripi
4646What is L2RPT?Level 2 Reports are extracted from Level 2 (State Level) and provided to the Regional Information Centers (RICs) by the New York State Department of Education (NYSED). The purpose of these reports is to allow districts easier access to their student level data and to assist them with the verification of data. https://data.nasboces.org/L2rpt
47
47L2RPT Menu48
Accountability Reports
49Accountability Verification Reports (AVRs) show how students performed on NYS Assessments and the graduation rate.
49High School Accountability Data Verification Report
50Mention that there are often helpful explanatory notes at the footer of these reports. For example, at the base of the High School Accountability Data Verification Report youll find these:
Performance Indices (PIs) for 2011-12 are not shown, as the New York State Education Department has not yet implemented changes to the formula for computing the PI as approved by the federal government and shown in New York State's Elementary and Secondary Education Act (ESEA) waiver. More information on the ESEA waiver is available at http://www.p12.nysed.gov/esea-waiver/
USDOE allows 1% of students in the district accountability cohort to be counted as proficient (Level 3 or 4) on the New York State Alternate Assessment (NYSAA). If the district exceeds this 1% cap, enough students scoring at Level 3 or 4 are counted as scoring at Level 2 when Performance Indices are calculated. These students are selected so as to have the least negative impact on the district and its component schools. This report shows the number of NYSAA students in the cohort, the number scoring at Level 3 or 4, and the number whose scores were counted at Level 2 because of a "cap".50Navigating in L2RPTDirectory Flow to a report:
Back Arrow within a report to return to Directory flow:
Within a report, especially student detail, use these: Or you can view the report as a PDF for easy whole report navigation and searching:
Drill through to details by double clicking on underlined number.
51
Before I continue, lets talk about navigating around in L2RPT51Annual Outcomes
52Annual Outcome Reports are used to verify graduates, dropouts and regent assessment results. BEDS Day Enrollment Reports
53Student BEDS Day Enrollment Reports are counts as of BEDS Day which is the first Wednesday of October. These counts are posted on the NYS Report Card and sent to the Office of State Aid for district calculations. Reasonableness Report
54545455
SIRS-301 TESTED/NOT TESTED REPORTSReport Guides for L2RPT Report guides
See the link at the bottom of the list of L2RPT Level 2 Reports: L2RPT Report Guides (This link to SED opens in this window)
At the base of each report: Report Documentation link.
Or go directly to: www.p12.nysed.gov/irs/level2reports/reportguides.html56L2RPT 3rd slide for ex of 1: BEDS slide 2 (9 in this portion).56Upcoming Additions
Computer Based TestingStaff AttendanceChronic AbsenteeismPresented By Audre Midura
Computer Based TestingNYSED Goal to transition to all computer based testing by 2020Student and staff files being provided to assessment vendors by SED.Data must be accurate and clean at earlier time periods then in the past.District personnel to work with assessment vendors to act as data stewards, enter data changes, check data, retrieve scores, run reports, etc.)Staff Attendance
Staff Attendance being collected and must be verified in 2015-2016 .TAA not being used going forward in 2016-2017 all staff data coming from SIRS. Therefore CIO must work with HR staff and systems to ensure that data is correct..Tracking Student Chronic Absenteeism
Student attendance reports will include chronic absentee category. Schools must verify student attendance on regular basis.CIO must run student attendance reports and have them verified.BOCES State Reporting Webpage61http://www.nassauboces.org/Page/7601
Supporting material62
Presentations63
Prior Meetings64
Documentation of the Meeting65
Quick links66
Calendar67
Why do we have to collect and verify all this data in the first place?
OK Why am I doing all this again?Accuracy at the District level is KEY.Whatever is recorded in your student management systems and ultimately moved to the Data Warehouse becomesthe basis for accountability
need to make sure your data is accurate
68Intro to SIRS SystemsSIRS utilizes Several Data Systems
There are Systems forFor Data Collection and Data SubmissionFor Data Reporting and Data Verification
There are systems for Data Collection and Data Submission, and then there are systems for Data Reporting and Data Verification.69Systems Used for Data Collection and Data SubmissionDistrict SMS SystemsHuman Resources, Special Ed (IEP D), Food Services ManagementLevel 0NYSED Portal http://portal.nysed.gov/portal/page/portal/PortalApp IRS PortalNYSSISLevel 0 Historical70Systems Used for Data Reporting and Data VerificationLevel 2 Reports (L2RPT)PD (Pupils with Disabilities) SystemIDW (Instructional Data Warehouse)NYSED Portal 7172Who am I responsible for reporting? Responsibility for the education of students falls into three categories: Instructional responsibility Accountability for performance CSE/CPSE responsibility for determining eligibility for special education and providing appropriate special-education services. For the vast majority of students those who attend a public school in the district in which their parent or guardian resides all three responsibilities reside with the district of residence
7272In general, you are responsible for reporting all students who live in your district.Responsibility falls into three categories: responsibility for providing general education instruction, accountability for how they performed on state assessments, and responsibility for determining eligibility and providing special-education services. For most of your students those who live and go to school within the district you are responsible for all 3 categories.
7273Who am I responsible for reporting?Educational /Accountability responsibility (0011) Lives in and is enrolled in the district Districts pays tuition for a student to attend another school district or BOCESCSE Responsibility Only (5905) Non resident receiving special ed services in a non public located within your district.You do not have Educational Accountability responsibilityInstructional responsibility (0055) Non resident who enrolls in your district and is reported for instruction only (OOD)You do not have Educational Accountability responsibilityYou DO have to report them for APPR purposes
73Student are reported in Level 0 by using what is called a Beginning Enrollment Code.The next 3 codes are ones that most generally used, but there are pages and pages of codes in the SIRS manual on beginning and ending enrollment codes.For those students who live and attend school within the district, they would be coded as a 0011You would use the code 5905, for non resident students who are attending a non public school within your district and are receiving special ed services . You are not responsible for state assessment and graduation accountability for this students.You would use the code 0055 For those Out of District students who come to your school for a class. This is a Non resident who enrolls in your district and is taught by one of your teachers. This student and course must be reported for Teacher Evaluations. You do not have Educational or CSE responsibility for this student.
7374Who am I responsible for reporting?Educational /Accountability responsibility (0011) Lives in and is enrolled in the district
CSE Responsibility Only(5905) Non resident receiving special ed services in a non public located within your district.
Instructional responsibility(0055) Non resident who enrolls in your district and is reported for instruction only.
** Table of Reporting Responsibility SIRS Codes and Descriptions
7474Student are reported in Level 0 by using what is called a Beginning Enrollment Code.The next 3 codes are ones that most generally used, but there are pages and pages of codes in the SIRS manual on beginning and ending enrollment codes.For those students who live and attend school within the district, they would be coded as a 0011There is a special code 5905 for students who DO NOT live in your district but are attending a non public school within your district and are receiving special ed services . You are not responsible for state assessment and graduation accountability for this students.You would use the code 0055 For those Out of District students who come to your school for a class. This is a Non resident who enrolls in your district and is taught by one of your teachers. This student and course must be reported for Teacher Evaluations. You do not have Educational or CSE responsibility for this student.
74***SIRS Manual***Guidance on the Student Information Repository System can be found at: http://www.p12.nysed.gov/irs/sirs/This Site contains:Reporting RequirementsPolicy InformationDefinitionsCodes and DescriptionsTimelines
Collection Requirements for 2015-16 75This site is your #1 Resource for State Ed Reporting RequirementsGeneral InformationTimelines, Acronyms, Definitions and MorePolicy InformationDocumentation on Reporting Scenarios and RequirementsTechnical InformationDocumentation on Data Elements, Codes, Descriptions, etcSystemsDocumentation and Reports Guides for each of the systems used in SIRS Data Collection and Reporting
75The Road to AYP
76
Adequate Yearly ProgressAYP stands for Adequate Yearly Progress.Let just point out a few things about AYP.Adequate Yearly Progress is the end of many things that ahs to happen in a district.
7677New York State Report Card http://data.nysed.gov/
Provides information to the public on school/district enrollment and staff, student performance, and other measures of school and district performance.
http://www.p12.nysed.gov/irs/accountability/ 77One of the reasons why the accuracy of data is so important, is that you data will be published in the NYS Report Card.
The NYS Report Card..
So AYP, which is based on the ESEA Waiver, is
7778Adequate Yearly ProgressDistricts and schools must meet both the participation and performance criteria to make Adequate Yearly Progress (AYP).
There are separate rules for Grades 3-8 and for High School
7878On the Elementary Level, Schools and districts must make AYP in ELA, MATH, and ScienceDistricts and schools must meet participation and performance criteria to make Adequate Yearly Progress (AYP).Participation the number of students who took the testPerformance How students did on the test
7879
80Adequate Yearly Progress (AYP)Participation:In ELA and mathematics, 95% of students in each accountability group with 40 or more members must be tested.In science, 80% must be tested.
Performance: In ELA and mathematics, a calculated measure of performance called the Performance Index (PI) for each accountability group with 30 or more members must equal or exceed a preset objective called an Effective Annual Measurable Objective (EAMO) or a safety net objective called a Safe Harbor Target.
8080So getting back to Participation and Performance:
Participation: In ELA and mathematics, 95% of students in each accountability group with 40 or more members must be tested. In science, 80% must be tested.
For Performance: There is a calculation called the Performance Index (PI). Each accountability group with 30 or more members must equal or exceed a preset objective called an Effective Annual Measurable Objective. If you dont make the EAMO, safety net objective called a Safe Harbor Target.
8081AYPGrades 3-8 Elementary / Middle Level
Subjects:ELAMathScience
81
81On the Elementary Level, Schools and districts must make AYP in ELA, MATH, and ScienceDistricts and schools must meet participation and performance criteria to make Adequate Yearly Progress (AYP).Participation the number of students who took the testPerformance How students did on the test
8182AYPSecondary -High SchoolSubjects:ELAMathGraduation Rate
Is determined on a Cohort basis. Cohorts are determined by the year in which the student enters 9th grade.Each accountability subgroup of 30 or more students must make 80% graduation rate
82
82In HS, AYP is based on ELA, Math and Graduation Rate.
Growth towards proficiency not graduation requirements, but for AYP.8283
The SIRS Process84PurposePrimary purpose is for reporting and accounting purposes (NCLB, ESEA)ConsequenceAll student testing information comes from records submitted through the DWDistrict accountability is determined based on DW information Before you can talk about making AYP, before you can begin to analyze data, look at subgroup trends, before you can begin to use data to drive instruction, you want to make sure you are working with data that are clean and accurate.
#1 - it is important to understand the path your data takes to get to SED, and the many opportunities there are to loose students where data can error out and not make it up to SED.
Just because you loaded it into Level 0, dont assume that it made it all the way up to SED. IT is the CIOs job to make sure that everything you entered into Level 0 made it all the up to the top to L2 Reports.
This is a monumental task for a district, and should not rest on the shoulders of one or 2 people, but with a committee of people who look and examine the different data elements that SED is asking for.
8485ROLE OF THE CIO
Presented by Margarita Pieri
85
85SIRS reporting started out small 3 templates to report. This year we have a record high of 19 templates.o Districts may need to report up to 17.o Some of you in the audience have fewer based on your reporting requirements A TEAM is no longer an option, its a necessity! You need someone to manage your reporting as a project, not as a To Do List. You also need buy in from the other players to achieve the goal of accurate datareporting. Together Everyone Achieves More.o With districts accountability and the impact on teachers on the line, it can nolonger be rested on the shoulders of one individual to report, troubleshoot,correct and verify.o A Team is essential to success this year.o Who should be on the team? CIO, Administrators, Special Education, OfficeClerks, Human Resources, Free & Reduced Lunch official,..o Everyone should have their role and accept their ownership of the datao The CIO needs to set forth timelines for submissions, return corrections to theindividual responsible for fixing the data and supply administrators with reportswell in advance so that they can verify as accurate when the time comes.o Teachers need to verify their TSDL reports and either correct the data or notifythe person responsible for correcting the data per district policy858686
http://www.p12.nysed.gov/irs/sirs/86Role of the DDCAssemble and lead a team of district personnel that will include representation from all areas submitting state mandated dataResponsible for the accurate reporting of individual student and other dataMaintain and transmit the States required data elementsServe as the district contact person for all issues related to the Data Warehouse8787The DDC cannot do it alone however so the district needs to establish a Data TeamYou need a team to make sure that you manage, maintain, and provide quality dataYou also serve as the district contact person for all SIRS related issues.
87Role of the DDCDefine and document data collection processes and standards.Develop a data verification processes to ensure that data are accurate when transferred to SIRS.Coordinate and facilitate district data team meetingsTrain key school and district personnel to view student records in and obtain reports from SIRS
888888Role of the CIO / DDCAct as the liaison between the district and Nassau BOCES data coordinatorsSecuring the certification of the data by the school superintendent Attending informational sessions provided by Nassau BOCES.
8989
You will be the point person to interact with the RIC data warehouse staff, and while we know this is unlikely, it should not be in conjunction with any other responsibilities. Knowing the rules of the warehouse essential
89Whats the Big Deal?Determines accountability status and AYP.The data is used in developing the NYS Report Card.Data is given to the media and made public.District funding is allocated by the data counts.It is now high stakes. We are linking student performance data with teachers and principals.Data is used for research purposes and other State needs for individual data.Where will our data end up? InBloom, EDP Data Dashboards.90Just in case you needed to be reminded of Why having clean data is so important.90ALMOST DONE!9191
9192NOVEMBER / DecemberBegin submitting 2015-16 demographic, enrollment and program services data.BEDS District Enrollment reports released in L2RPT. UPK Reporting due Staff Evaluation RatingAugust Regents scores November 19August Grads November 19
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9292Things To RememberRemember the road your data has takenScrutinize your data dont just sign offKnow when the rules of the game have changed (Accountability, Waivers)Be confident that you are working with clean and accurate data9393QUESTIONS???94
94RESOURCES95
95ON LINE RESOURCESNASSAU BOCESState Reporting /Data Warehouse web pagehttp://www.nassauboces.org/Page/7601
NYSED Information and Reporting Serviceshttp://www.p12.nysed.gov/irs/
NYSED Google Calendar: http://www.p12.nysed.gov/irs/calendar-irs.html
96
96SED RESOURCES for TSDLKen Wagner memos: http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-CourseDataCollection-final-5-2-11-2.pdf
http://www.p12.nysed.gov/irs/teacher/TSDL-and-RosterVerification-final3-15-12.pdf
http://www.p12.nysed.gov/irs/teacher/Create Teacher Roster AccountsVerify RostersFAQTraining Videos
97979798Comprehensive Course Catalog http://www.p12.nysed.gov/irs/courseCatalog/home.html
NCES: Prior to Secondary Course Codes http://nces.ed.gov/forum/pubs_education_data.asp
ESEA Waiverhttp://www.p12.nysed.gov/accountability/Webinars.html
Course Catalog98Office of ACCOUNTABILITYhttp://www.p12.nysed.gov/accountability/
http://www.p12.nysed.gov/accountability/ESEAFlexibilityWaiver.html
http://www.p12.nysed.gov/accountability/ESEAMemos.html
http://www.p12.nysed.gov/accountability/memos.html
999999Special Education SEDCARhttp://www.p12.nysed.gov/sedcar/data.htm
PD Data System: https://eservices.nysed.gov/pdsystem/
Data Submission Schedule:http://www.p12.nysed.gov/sedcar/data.htm#subschedule
100100100Additional ResourcesSEDREF: http://portal.nysed.gov/portal/pls/pref/SED.sed_inst_qry_vw$.startup
SEDDAS: http://www.p12.nysed.gov/seddas/psquickstart.html
101101101102Nassau BOCES Website Shortcutshttp://www.nassauboces.org/statereporting
http://www.nassauboces.org/testscoring
http://www.nassauboces.org/idw
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