sirs data reporting training · sirs data reporting training september 2018 1. achieve the...
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Achieve the unimaginable with information technology
SIRS Data Reporting TrainingSeptember 2018
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Achieve the unimaginable with information technology
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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Achieve the unimaginable with information technology
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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Achieve the unimaginable with information technology
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
Achieve the unimaginable with information technology
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
Achieve the unimaginable with information technology
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
Achieve the unimaginable with information technology
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)
Achieve the unimaginable with information technology
What should I report in October/November?
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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.
• 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)
Achieve the unimaginable with information technology
What should I report in October/November?
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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.
• Estimate/Calculate funding
• Calculate accountability
Achieve the unimaginable with information technology
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)
Achieve the unimaginable with information technology
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
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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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?
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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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
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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• Specify update choice
• Browse and select file
• Click Prepare Import file
• Click Validate
• Select Domain to import
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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• Level 0 errors• Verification versus
import
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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• Order of Importing to Level 0• Staff Snapshot
• Demographic
• Enrollment
• Program Service
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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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
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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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
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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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
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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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
Achieve the unimaginable with information technology
How do I import/load data to Level 0?
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• Enrollment - Checking August Graduates
Current year is less at this time as it only reflects August!
Achieve the unimaginable with information technology
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