SIRS Data Reporting Training · SIRS Data Reporting Training September 2018 1. Achieve the unimaginable with information technology Today’s Outcomes ... update) ePMF forms online

Achieve the unimaginable with information technology

SIRS Data Reporting TrainingSeptember 2018

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Today’s Outcomes• Explain why we collect data

• Identify helpful resources

• Understand Staff Snapshot• Teacher Data Requirements (Teach IDs, Date of Hire,

Primary Indicator, Race/Ethnicity)

• Explain August Graduate Reporting• Student Lite, Enrollment

• Programs Service/Program Fact

• How to import files to Level 0

• Whats New

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Why is data reported?

• Compliance with law/regulation (ex: APPR/staff evaluation)

• Funding (ex: PreK grants, CTE funding, Special Ed, State Aid Reimbursement Rate)

• Accountability (ex: ELA, math, science/graduation; ESSA)

• Analysis/Data driven decision making (ex: graduation requirements)

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Where can I find helpful information?

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Data Warehouse web page

• http://www.southcentralric.org/DDC.aspx• DDC

• SIRS Manual

• Help documents

• NYS Reporting• Teacher/Staff/ePMF resources

• Staff evaluation reporting resources

• Testing• Regents/NYSITELL Scanning, ASAP

• CBT

http://www.southcentralric.org/DDC.aspx


What should I report in September/October?

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Staff snapshot

• Establish teachers, principals, and non-instructional professionals for ePMF(electronic personnel master file – BEDS Day bubble forms) in the TAA system

• Populate school report card

• Cross reference teacher certification

• Allow for reporting other staff data (ex: teacher-student-course, guidance counselor, CBT)

• Goal is to import/load and lock by September - October

• Race/Ethnicity is required *reporting• Districts can download submitted

information to update their records/systems – From TAA

• Click here for helpful resources

• Current Teacher submission deadline: December 14

• Non-Instructional staff may review(not update) ePMF forms online

• Teacher out of certification reports available Mayish in NYSED portal

http://www.p12.nysed.gov/irs/beds/PMF/home.html


What should I report in September/October?

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Student Lite (Demographic)

• Identify the student • Provides general info about the student• Identify cohort• Identifies Graduated Students

• Generate unique NYSSIS ID

• Link student to Guidance Counselor• See SIRS-304,341 reports on L2RPT

• Backmapping – (Norwich, Johnson City, Bainbridge – your SMS will help)

• Due date import/load and lock by October 11

• Homeless indicator is no longer required or edited for• Homeless is now a program

service: code 8262


What should I report in October/November?

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Demographics/Student Lite

• Populate SIRS reports, PD reports, school report card, NYSAA/DLM Kite, Nextera Admin, etc.

• Estimate/Calculate funding

• Calculate accountability

• Allow for reporting other student data (ex: teacher-student-course)

• Generate UIAS reports (Unique Audit Identification System –student statewide enrollment system)



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Enrollment/Entry/Exit

• Establish student enrollment location and type of enrollment• See SIRS manual Table of Reporting

Responsibilities• Identify August Grads (2018-08-31 exit date)

• Populate SIRS reports, PD reports, school report card, NYSAA/DLM Kite, NexteraAdmin, etc.



• Allow for reporting other student data (ex: teacher-student-course)

• Generate UIAS reports (Unique Audit Identification System – student statewide enrollment system)



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Program Services/Program Fact

• Establish students receiving program services• ELL, Disability, NYSAA, NYSESLAT, PreK,

etc…• Not all Free/reduced price lunch recipients

will have a program record. Only those who are eligible. Community Eligibility Option students are not reportable unless they are otherwise eligible.

• Populate SIRS reports, PD reports, school report card, NYSAA and 3-8 CBT platforms, etc.




What other items should I be aware of?

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• October-ish - Staff Snapshot data to be loaded for 2018-19 for submission of ePMFdata and to support loading Student Lite(demographic)

• October 3 - BEDS DAY! ePMF forms available in TAA • Only for districts that have submitted Staff Snapshot by September 27

• October 4 – Teacher/Principal Growth scores to be released on IRS Portal

• October 11 - August 2018 Graduates data due in Level 0

• October 12 - NYSED CBT Road Show - Click here to register

• October 25 - NYSAA data due to Level 0 (initial load for DLM-Kite test system)

• November 15 (revised date) -- Staff Evaluation Rating data due in Level 0

• November 30 (revised date)– Certification of Staff Evaluation Rating Data• Certification is done in the SED Business Portal using the SED Monitoring System

• November 29 - NYSAA data due in Level 0 (final load for DLM-Kite test system)

https://cbtsupport.nysed.gov/hc/en-us/articles/360013258571-Registration-Open-Regional-Fall-CBT-Information-Sessions-2018-19


How do I import/load data to Level 0?

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• Save Dashboard Report as a baseline • Reports > Dashboard right click and print

• Unlock domains to be imported

• Import files from source

• Resolve errors in source and repeat import

• Lock Domains

• Compare new Dashboard report to baseline

• Save all source system extracts



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• Dashboard report shows current record count summary and lock status of all data.

• Compare counts before and after importing• Anything inadvertently deleted?

• Are all data domains locked?



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• Unlocking / locking data - 1 • Unlocking / locking data - 2

• Presence/absence of check in the box indicates status of lock or unlock



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• Specify update choice

• Browse and select file

• Click Prepare Import file

• Click Validate

• Select Domain to import



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• Level 0 errors• Verification versus

import



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• Order of Importing to Level 0• Staff Snapshot

• Demographic

• Enrollment

• Program Service



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• Common Errors in Staff Snapshot data• Importing the wrong file (ex: Staff Assignment)

• Blank staff or TeachID

• Teach ID in wrong field (call SCRIC for help with this)

• Missing or invalid email address

• Annual salary must be a whole number

• Exit date must be within current school year

• Years experience must be a whole number between 1 - 70



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• Common Errors in Demographic (Student Lite) data• Importing entry/exit file into demographic

• Missing date of entry to grade 9

• August Grads – Career path and Credential type must beprovided

• Race/Ethnicity code required



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• Common Errors in Enrollment (entry/exit) data• Invalid location – location must be setup in the DW

• No matching Demographic

• PreSchool student enrolled (0011) in district building – must be service provider

• Preschool SWD• See help document for Preschool students

• Program service runs through August 31, in all cases. Enrollment must match those dates.

• Transition to Kindergarten grade level must happen after August 31.

• 4034 and 140 enrollment codes require district level enrollment and PS grade level

• Exit code 153 (xfer) requires entry code in a different building

http://www.southcentralric.org/Downloads/PreSchoolCheatsheet.pdf



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• Common Errors in Program Service data• No matching demographic record – student is enrolled in a location that is marked

in the SMS as non reportable to SIRS

• Alternate assessment eligible (0220) requires ungraded grade level (K-6, 7-12. 13 or14 respectively)

• Preschool student with disability Program Service code (5786) requires preschool(PS) grade level in the Enrollment Record



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• Enrollment - Checking August Graduates

Current year is less at this time as it only reflects August!


New Reporting Requirements for 2018-19

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• Whats new….

• Program Service codes• 8262 – Homeless Student Status (includes Primary Nighttime Residence code)

• 8272 – Homeless unaccompanied Youth Status

• 0892 - Title I – Part A: Homeless Students Served with Set-Aside Funds

• Student/Class/Entry/Exit record• Dual Credit Indicator code

• Course Instructor Assignment record• Primary Instruction Language Code

• Primary Instruction Delivery Method

SIRS Data Reporting Training · SIRS Data Reporting Training September 2018 1. Achieve the unimaginable with information technology Today’s Outcomes ... update) ePMF forms online

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