Data Warehouse New Users Workshop November 2012 Key Terms Data Teams and role of DDC How the pieces fit Level 0 Requesting data loads Reporting Enrollment/Program.

Data Warehouse New Users WorkshopNovember 2012

Key Terms Data Teams and role of DDC How the pieces fit Level 0 Requesting data loads Reporting Enrollment/Program Services Reporting Pre-school and Pre-K students 12-13 Timelines for data reporting Overview of systems PD Data System/L2RPT Reports Teacher Student Data Linkage reporting Level 0 Historical

Key Terms

Datawarehouse=SIRS= Student Information Repository System

3 levels of SIRS Level 0 (RIC) Level 1 (RIC) Level 2 (State)

L2RPT=Level 2 State Reports (Cognos) UIAS=Unique ID Audit System NYSSIS=NYS Student Identification System SMS=Student Management System

SIRS Manual is a good resource for all terms and descriptions– Link is subject to change, as they are consolidating the manual

• http://www.p12.nysed.gov/irs/sirs/

Data Teams (SIRS Manual)In particular, District Data Coordinators should be responsible for implementing accurate reporting of individual student and other data by completing the following activities:

Assembling and leading a team of district personnel who have technical expertise in the district’s management system(s) and infrastructure, working knowledge of current reporting requirements, including those of special

populations of students (e.g. ESEA, special education, migrant students, LEP students, etc.)

knowledge of the district’s registration materials and processes data analysis experience, and an instructional background.

Defining and documenting data collection standards that include: department configurations and staff responsibilities, alignment with State codes for State and federal reporting requirements, and consistency

across departments and functions. Reviewing electronic management systems for alignment to standards to ensure:

flexibility of the system in terms of adding fields or screens, capabilities for staff to update/change validation tables, and documenting all processes and procedures for current and future staff.

Communicating data governance standards across departments. Developing a data verification protocol to ensure that data are accurate when they are

transferred to the SIRS

Forming your Data Team

Find out who the key players are for: Student Management System (in each bldg

or across the district) Special Ed Cafeteria management

Other key players should/could be: Principals Business officials Human Resources

The District Data Coordinator should:

coordinate and facilitate district data team meetings; obtain authorization for school and district personnel to view student records in, and

obtain reports from, the SIRS; provide status reports regarding the district’s compliance to the superintendent and

respond to requests for data for analysis purposes; identify training needs for support staff; monitor compliance with regard to data standards and maintenance of records; submit requests for data extracts that conform to the Data Warehouse file formats;

act as the liaison between the district and the regional Level 1 data center;

secure the certification of the data by the school superintendent prior to data transmission by the Level 1 data center;

direct or assist in the direction of the data analysis activities and instructional improvement initiatives; and

attend informational sessions provided for District Data Coordinators by Level 1 data centers.

Role of DDC

Organize and communicate with team members Get everyone to the table and discuss their role Meet often to discuss issues

1st point of contact with the RIC for Requesting loads to L0 Questions on errors Locking data for loads to L2

Keeping up on deadlines/certifications Make sure data is loaded to Level 2 monthly and is

verified (for whichever verification reports are available) Be sure any/all certifications are completed by the

appropriate personnel (Superintendent, Director of Special ed) and by the certification deadline

The Pieces (Templates)

Demographics (Student Lite Template) – SMS

Enrollment (School Entry Exit Template) – SMS

Programs (Programs Fact Template) - See the Program Codes Listing for all codes

Assessment (Assessment Fact Template) – Regents from SMS, COSF from Special ed

Assessment Item data (Assessment Response Template) – Data loaded directly to L1 after being scanned

SE Snapshot – Special ed system (Cleartrack, IEP)

SE Events – Special ed system (Cleartrack, IEP)

Staff Student Course – SMS

Student Class Grade Detail – SMS

Assessment Accommodations – SMS (for RCT’s), or directly from answer sheets

Level 0 Express:

Staff Snapshot - SMS

Course - SMS

More Pieces for 12-13

Staff Evaluation rating - HR system or other ??

Student Daily attendance - SMS

Contact (Adult) - SMS

Student Contact fact - SMS

Staff Assignment - SMS

Level 0 Express:

Location Marking Period – SMS

Attendance codes - SMS

HOW THE PIECES FIT TOGETHER

Student Management System

(SchoolTool, eSD, PowerSchool, IC,

Web2school, etc.)

Special Education System

(Cleartrack, IEP Direct)

Cafeteria System(Nutri-kids, WinSNAP,

WEB SMARTT)

Test Scoring System

(NYS, NRT, RegentsScanning)

(Note: May bypass Level 0)

District Data Coordinator/RIC Data Readiness Team

Cognos(Local Reports)

(Regents Reform, Skill Analysisand Supplementary Services)

UIAS System

(Disappearing, False Drops/Transfers,Simultaneous Enrollments)

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 Reports)

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

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

Academic InterventionSystem

RTI Edge & RTIm Direct)

L0 Data only moves to L1 / L2 with DDC request or with notification

from RIC (No Errors)

Other(BOCES CTE,

Historical, TEACH,WinCAP, Fin Manager,

N-Vision, etc.)

Historical

BREAKING OUT THE PIECES

Student Management System

Demographic, Enrollment, Program Services, Assessments-

(Regents & RCT), Course, Staff Snapshot, Staff/Student/Course,

Class Grade Detail, Attendance,Assessment Accommodations (RCT only)

Adult/Student Contact

Special Education System

Program Services:Disability, 504 plan,

Elig for Alternate assessment

SE Snapshot, SE Events,Assessment (COSF)

Cafeteria System

Program Services:Free and Reduced lunch,

Poverty

Test Scoring System

3-8 ELA,Math, ScienceNYSAA, NYSESLAT

These come directly from the vendors and bypass Level 0)

Academic InterventionSystem (RTI)

Program Services:Title I for Targeted Assistance

and School-wide buildings

Other

Program Services: CTE BOCES

TEACH (Teacher ID),HR System(Staff snapshot),

NYSSIS ID

Regents (ASAP)

Regents Item data

Scanned Regents scores maybe loaded into your SMS

only upon request

Please note: Some systems included above may not be applicable to all districts

Level 0 overview Elect. Import

Used by RIC to Import data; some districts import data themselves Manual Input

Used to view and correct data in each of the categories. Once on a screen, you can toggle to any other category screen without having to go back to the menu.

L1-Data Prep. Used to LOCK data – Must have authorization for this function

Reports Access to Errors – Import, Verification and Information errors Other options in each category

L0 Express Used to import and view Course, Staff Snapshot, Location Marking

Period, and Attendance code Lookup Tables Must have authorization to view this

Level 0 Errors All errors should be fixed in the appropriate source (or feeder) system. Can be fixed in Level 0 as well

Each category may have the following errors:• Import errors – these are errors found directly upon import

– not compared against other categories Go to Report menu then select category desired

• Verification errors – These errors are found once all categories have been loaded – data is “cross-checked” against all the other categories to find errors in data Go to Report menu then select category desired Click on “View Verif. Errors” in the darker blue shaded area When errors are fixed, click on Run Verification Rpt

• Information Report – these are warnings of potential errors Go to Report menu, Click on Information Reports Run report for each category

Most common Level 0 Import errors Reference Document http://www.p12.nysed.gov/irs/vendors/validation-rules.html

No Matching Demographics (Enrollment, Program services) 3 possible scenarios…

• ID number from SMS does not match ID from other feeder system (for example, your Special ed or Cafeteria system)

• Go to feeder system to look up ID number to find out name of student, then look in SMS)

• An error exists on the Demographic record• Go to Reports, Demographics on Level 0 to view errors

• The Demographic record does not exist (was not extracted from SMS)• Go to SMS to look at student record and ascertain why it did not extract

Invalid/missing Location code (Demo, enrollment) Check record in SMS

Invalid/missing District Code of Residence (Demo) Check field in SMS that stores DOR

Common Verification errors Demographic

DM1067: W/F - Homeless Ind. = Yes: missing Homeless Primary Nighttime Residence.

Enrollment EE2019: W/F - A state exit code of 153 requires the next School

Entry/Exit record to have an entry code of 0011, 0022, 5544 or 7000 and a different location.

Program Services PS3053: W/F - An Alt. Assessment record must have an associated

grade ordinal of K-6 or 7-12 PS3087: W/F - An enrollment grade level of PKH or PKF must have

either a 902 or 990 Prekindergarten program indicator. PS3074: W/F - LEP student achieved proficiency in a prior school year. PS3084: W/F - Program code 0286 requires one or more Title 1 Tas

Service records. SE Snapshot

SS4014: W/F - Student must be enrolled in the district on the snapshot date.

SS4013: W/F - An active Disability record is required for this S.E. student.

How to request loads…to Level 0 Know where your data has been fixed

If you have corrected/added records: in SMS to Student information…

• Request Demographic and Enrollment in SMS to Teacher or Course information

• Request Staff/Student/Course (otherwise known as SSC!) to Program services in SMS…

• Request Program Services from your SMS (ie…Schooltool, Powerschool, eSD)

to Program services (for Title I) in the RTI/AIS system• Request RTI Edge or RTIm Direct

in Special Ed system...• Request Cleartrack or IEP direct

in Cafeteria systems for Free/Reduced Lunch...• Request Nutrikids or WinSnap

Loads to Level 2

Data must be clean, locked (L1 Data Prep) and requested to load to Level 2 (e-mail to [email protected]) by 4:30 on Thursday

This will guarantee that your data gets loaded and you will see data refreshed on L2RPT or PD Data system on the following Monday.

Be sure that anytime you have added or changed data, that your data is loaded to L2 – Typically, your data should be loaded to L2 at least once a month

As a courtesy, if your data was loaded to L0, and it was all clean, we will lock and send to Level 2 (you will receive a notification from Datareadiness when this occurs)

You may receive additional Level 2 errors from datareadiness These particular errors cannot be viewed in Level 0 We will send a description of the error and how/where to fix

Enrollment matters!For a complete list with descriptions see the SIRS manual – SIRS Codes and Descriptions: http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/SIRSCodesandDescriptions20120227.doc

0011 Regular Enrollment Used for majority of your enrollment records

0022 Foreign Exchange Students 0055 Enrollment for instructional reporting only

Used for students that you have to report a SSC record for – BOCES also uses this code to report all their students

5654 Enrollment for AHSEP/HSEP Program Use for students in a GED program run by your district or BOCES MUST have GED Location (provider) If student is transferring from Regular enrollment (0011) in a high school

building, must have a preceding 289 transfer enrollment code 5905 CSE Responsibility only

Use for students in which you do not have instructional responsibility 4034 Determining eligibility for Pre-School Special ed. Services

Use when a Pre-school aged student is being evaluated and does not have any current enrollment in a school (for example, a Pre-K program)

Only use 140 enrollment exit code to end this enrollment Records must be ended by June 30th, even if evaluation is still in process.

Ending Enrollment is important, too

Enrollment exit codes are broken out into several categories For a complete list with descriptions see the SIRS manual – SIRS Codes and Descriptions:

http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/SIRSCodesandDescriptions20120227.doc

These are some of the more commonly used, but not limited to, exit enrollment codes:

High School Graduates 799 Graduated (earned a Regents or local diploma)

High School Completers 085 Earned an IEP diploma 629 Previously earned an IEP diploma

GED 816 Earned a High School Equivalency Diploma (GED)

Transfers to Other Schools 153 Transferred to another school in this district or to an out-of-district placement 170 Transferred to another NYS public school outside this district with documentation. 204 Transferred to a NYS nonpublic school with documentation 221 Transferred to a school outside NYS with documentation. 255 Transferred to home-schooling by parent or guardian

Dropouts 136 Reached maximum legal age and has not earned a diploma or certificate 340 Left school: first-time dropout 391 Long-term absence (20 consecutive unexcused days) 425 Left school, no documentation of transfer 357 Left school: previously counted as a dropout 8338 Incarcerated student, no participation in a program culminating in a regular diploma.

Other Circumstance for Ending Enrollment 140 Special education eligibility status determined or determination process stopped for any reason 289 Transferred to an approved AHSEP or HSEP program 323 Transferred outside district by court order 782 Entry into a different grade in the same school building 1089 Transferred to an approved GED program outside this district

Program Services**Find your Program Codes listing (Program Fact Template) on the Core FTP site**

Categories within Program Services: LEP

• Eligibility, LEP Program NCLB

• Codes for funding for Title I (part A, C, D), Title III, Title X Type of Disability Safety Net (by subject - under Sect. 504) CTE Pre K UPK Title I TAS (for Targeted Assist only) Higher Ed (NEW) Other

• Poverty, Alt. Assess, Elig for NYSESLAT, Sect. 504, SIFE, Summer School, CEIS, F/R Lunch, Homeless unaccompanied youth

Come from many different sources Use your template as a guide and let us know of any changes

Pre-school students SMS personnel must work with Special Ed dept’s to get info on these

students Student enters for Evaluation

• Needs 4034 enrollment record (if not currently enrolled) After evaluation

Student needs exit enrollment of 140 on date they were determined eligible or ineligible

Student that cease evaluation for any reason should also be ended with the 140 exit enrollment code

If student was determined eligible Enter another enrollment record (Regular enrollment 0011) when

starting services – • Location is the Coordinating Service provider (for example, the County or

an approved Pre-school provider) When student changes to Kindergarten, record should be ended with 153

exit enrollment, if at a different placement.

Reporting Pre-K Students

Enrollment Students who reside in the district and participate in a:

District-operated Pre-K or Universal Pre-K program• Report Building Location 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 Location code “0666” signifying CBO-placed UPK

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

Program services 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.

Examples of Pre-K students Student enrolled in a District run UPK

Enrollment 0011 Building Location code where the UPK is being held Program Service code of 902 Program Service code of 1309 (District Operated)

Student enrolled in BOCES Pre-k NOT funded through UPK Enrollment 0011 BOCES Location code Program Service code of 990

Student enrolled in UPK run by BOCES Enrollment 0011 Building Location code of 0666 Program Service code 902 Program Service code 1364 (BOCES)

Student enrolled in UPK funded program run by a CBO(community based organization) Enrollment 0011 Building Location code of 0666 Program service of 902 Program service of 1419 (Other), unless another code applies

12-13 timelines for data reporting Also see “Important Dates” from Datawarehouse workshop

September – Initial data loads to Level 0 September – October – Correct errors and load to Level 2

Important - Aug grads,Aug Regents,UPK, SE Snapshot (BEDS day) November - Verify data for BEDS, UPK, and Aug Grads/Regents on L2RPT December - Before Christmas break – Target to have BEDS data and VR 1-9 data submitted and verified January -

BEDS certification SE Snapshot Certification Regents Testing Prepare for NYSAA testing

• Make sure eligible students are coded with 0220, which is pulled from your Special ed system February -

NYSAA testing administration ends – Regional Scoring centers will receive testing materials based on all eligible NYSAA students enrollment in Level 0, with 0220 code and ungraded

March - Data from Monthly load will be used for pre-printing answer sheets for 3-8 ELA/Math tests Districts should continue to verify data through L2RPT reports available

April-May 3-8 ELA/Math, Science and NYSESLAT tests administered, scoring, and answer sheets due to RIC

June - Regents Testing – Data from SSC will be used to pre-print answer sheets July -

Request final data loads after all data has been rolled, Graduates and exiting students Verify data in L2RPT and PD data system July 25th – last day to load data to Level 2, Certification due the following week

August-September VR 11, 12 and 14 must be submitted and finalized September 26th – last day to load Events data, Certification due the following Monday

Overview of systemsLinks can be found on our webpage www.moric.org under Data Verification, right side of page under “+Login Pages”

Level 0 Where all data is brought together from all feeder systems – First check of errors

Level 1-Cognos Local Reports When data is clean, this is the first level that data is loaded and stored before moving to Level 2. Cognos Local reports

are generated from here Level 2-Cognos State Reports (L2RPT)

State Ed. Level of the warehouse from which all data is compiled. The data is then displayed (refreshed once a week) in the L2RPT through Cognos State Reports using their SED Business Portal signon (firstname.lastname)

PD Data System Special Ed data system from which VR reports are generated (necessary data is pulled from Level 2 to populate these

reports) NYSED Application Business Portal

NYSSIS – NYS Student Identification System (State ID’s)• Authorized persons would log-in here to correct “near matches”. NYSSIS ID’s are required for student records to

be loaded to Level 2 SEDDAS – SED Delegated Account System

• Superintendents and/or designees use this system to create or entitle accounts to district staff for many different applications (L2RPT, L0 Hist, NYSSIS, BEDS, Exams, etc..)

IRSP – Information and Reporting Services Portal• Superintendents and/or designees use this system to retrieve files that State ed has posted, such as Teacher

PINS, Grad rate reports, UIAS reports, and other informational data on accountability. Core FTP site

Site in which the RIC and school districts transfer confidential or personally identifiable information ASAP - Assessment Scoring Analysis Program

Used for Regents scanning – collects all item data and produces a “scanned” score that could be transferred to the SMS upon request from school district

L0 Historical Used to make corrections to data in previous school years

PD Data SystemSpecial Ed reports

VR 1-9 SE Snapshot (BEDS day) Breaks out students with Disabilities (Pre-school and School-age) that were enrolled on

BEDS day These reports are dependant on students having a Disability (program Service) record

and a SE Snapshot record Students must have a Demographic and Enrollment record in SMS

*VR 10 District report of School Age Students Exiting Special Education

*VR 13 SE Snapshot (EOY – End of year) Pre-School students enrolled at anytime in 12-13 Based on Enrollment/Grade Level and EOY Snapshot record from Special Ed system

*VR 15 Preschool Outcomes Report (COSF Assessment) Selected districts must report

*VR 16 Students receiving CEIS (Coordinated Early Intervening Services) As applicable – Districts must apply Program service record of 5753 must be reported for all applicable students

*VR 11, 12, 14 Events Selected districts must report (with exception of VR14–this is for any districts serving

non-public schools within their district)

* Demo, Enrollment and program service records must be updated/loaded to L2 before July 25

L2RPT Reports

Accountability Reports (SIRS 101-102) SIRS-101 High School Accountability Data Verification Report SIRS-102 Elementary/Middle-Level Accountability Data Verification Report

Annual Outcomes (SIRS 307-310) SIRS-307 Annual Dropout & NonCompleter ReportSIRS-308 Annual Graduation & Post Graduation Plans Report SIRS-309 Annual Regents Report SIRS-310 Annual Regents Competency Report

Beds (312-314,316)SIRS-312 BEDS Day Enrollment Verification Report for State Aid SIRS-313 BEDS Day Enrollment Verification Report by Location of Enrollment & Student Subgroup SIRS-313.1 BEDS Day Enrollment Verification Report by Location of Enrollment & Student Subgroup - ROS Snapshot SIRS-314 BEDS Day Enrollment Verification Report by District of Residence SIRS-316 BEDS Day Enrollment Verification Report for District Pre-K

Staff and Course (SIRS 311,315) SIRS-311 Teacher and Course Verification Report SIRS-315 Teacher Student Data Linkage (TSDL) Verification Report

Tested / Not Tested (SIRS 301,302) SIRS-301 Tested/Not Tested Confirmation Report SIRS-302 Tested/Not Tested Confirmation All Assessments Report

Total Cohort Reports (SIRS 201,202) SIRS-201 Total Cohort - Summary SIRS-202 Total Cohort - Assessment Summary

SIRS-306 Career and Technical Education ReportSIRS-401 Reasonableness ReportIndividual Student Reports (SIRS 501,502)

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) 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

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

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

L2RPT – TSDL (Teacher Student Data Linkage) Summary

L2RPT – TSDL (Teacher Student Data Linkage) Student Detail

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Level 0 Historical (L0Hist)

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