ws#2 - scric ddc training september 2015
TRANSCRIPT
District Data Source Systems (eSchool, Schooltool, Powerschool, Cleartrack, IEP Direct, Nutrikids, Human Resource Systems, etc…)
SIRS Data Levels
Level 2 ‐ SEDStatewide Warehouse
Level 1Regional / RIC Warehouse
Level 0Data Collection Web Application – (Loaded by DDC)
Error types:1. Import – Records go through integrity
checks upon Import. For example records must have required data like race/ethnicity.
2. Verification – cross domain. For Example: Compares demographics to enrollments
3. Informational .
(Moves nightly M‐F)
Errors:“Burst” = Enhanced Edit errors • Fatal – will not go further (to Level 1
or Level 2) until records are fixed.• Warning – will go, but then will
require fixing.
(Moves every Thursday night)
L2RPT – SED Rpts
PD Reports – Special Ed
ePMF
2
eScholar Template Name The Source Application• Student Lite (Demographic) Student Management System• School Entry/Exit Student Management System• Programs Fact VARIES• Assessment Fact Student Management System • Assessment Acc Mod Student Management System• Student Attendance Codes Student Management System• Student Daily Attd. Student Management System• Day Calendar Student Management System• Staff Snapshot Human Resource ?• Staff Student Course Student Management System• Staff Assignment Human Resource ?• Staff Tenure Human Resource ?• Staff Evaluation Rating Varies
Name of the File Extract in Your Source System?
3
eScholar Template Name The Source Application• Location Marking Period Student Management System• Course Student Management System • Student Class Grade Detail Student Management System• Student Credit GPA Student Management System • Special Ed Snap Special Ed System• Special Ed Events Special Ed System
Name of the File Extract in Your Source System?
4
South Central Regional Information Center
5
Import Recap
6
• Know where your extract files are• SAVE ALL EXTRACTS FOR THE FUTURE• Run and save Dashboard Report as baseline
for reference• Unlock domains you want to import• Import extract• View and resolve errors in source system, if
possible• Repeat import process, if needed• Lock Domains• Run Dashboard Report, compare to baseline
Dashboard Report
7
• Dashboard Report– Run this report by clicking on
the reports menu and selecting Dashboard Rpt
• The dashboard report is used to show a summary count of records for all domains.
Dashboard Report
8
Import Steps Defined
• Choose File Type• Choose Category(s) if applicable• DO NOT Delete or Delete All• Browse for file Prepare file for import• Validate the import (this is when data is
deleted)
9
10
• Click on L1-Data Prep.– Data with a means the data domain is
locked– Data without a means the data domain is
unlocked• To LOCK (data must be locked to move)• To UNLOCK
Locking and Unlocking Data
11
• If errors occur on import, you will see a message similar to below
Data Errors (Import)
• If you click on the box, it will “jump” over to the Reports page for that data domain and will land on the Dist. Import Errors (Error Rpt#1)
Data Errors (Import)
• When on the Reports page, the Dist. Import Error Report will display the list of Import error as shown below
• To view the record in error, click on the Student ID next to the error and it will ‘jump’ you over to the Manual Input page with that record displayed
12
2014-2015
• Staff Evaluation• Special Education Events
13
2015-2016
• Student Lite (Demographic)• School Entry Exit • Programs Fact• Staff Snapshot• Staff Assignment (Principals and all other
non-teaching staff)
14
Questions?
15
HANDOUTS
eScholar Template Name The Source Application• Student Lite ___________________• School Entry/Exit ___________________• Programs Fact SEPARATE PROGRAM
FACT SHEET• Assessment Fact ___________________• Assessment Acc Mod ___________________• Student Attendance Codes ___________________• Student Daily Attendance ___________________• Day Calendar ___________________
Name of the File Extract in Your Source System?
19
eScholar Template Name The Source Application• Staff Snapshot ___________________• Staff Student Course ___________________• Staff Assignment ___________________• Staff Tenure ___________________• Staff Evaluation Rating ___________________• Location Marking Period ___________________• Course ___________________• Student Class Grade Detail __________________• Student Credit GPA ___________________• Special Education Snapshot _________________• Special Education Events ___________________
Name of the File Extract in Your Source System?
20
Program Service – Source Systems
2618 Inter. Dist. Transfer = Not Used in our area. Local Programs = You MUST contact the SIRS Help Desk before using. 5753 Intervening Services =TBD SED submission schedule not yet published.
Special Education When you import your “Programs Services Extract” from your Special Education System (Cleartrack or IEP Direct), check the boxes:
Type of Disability – Used to place a student in a Subgroup for Accountability
0264::Section 504 Plan - Regular Ed students with modification
Safety Net - ONLY for 504 plan students if 504 plan allows (Must also have 0264 Program Record)
0220::Alt Assess – student must be ungraded and must take the NYSAA exam according to their DOB
Cafeteria System When you import your “Data Warehouse Extract (or Tool)” from your Cafeteria System (Microcheck or Nutrikids, etc), check the boxes:
0198::Poverty – Used to place a student in a Subgroup for Accountability
5806::Reduced Lunch (should ALSO have Poverty)
5817::Free Lunch (should ALSO have Poverty)
New Program Service Category Source Help.docx January 2, 2015 607-763-3592 Page 1
Student Management System When you import your “Program Services Extract” from your SMS (Eschool, PowerSchool, schooltool or Rediker), check the boxes: (FYI – most do, but some districts do not use their SMS as the source for the categories below)
LEP Eligibility – Used to place a student in a Subgroup for Accountability (All LEP students)
LEP Programs – If a student is LEP Eligible, they should also have a LEP Program (All LEP students)
0242::NYSESLAT (ONLY for 1st yr LEP students!) (A NYSESLAT record is only needed for 3-8 grade students who are in their FIRST year of ESL Services and will not be taking the regular NYS ELA exam. It allows districts to use the NYSESLAT exam (in place of the regular NYS ELA exam) for calculations of Accountability Participation and Performance.)
Prekindergarten Programs (UPK or ‘other’ PreK) (ALL PreK students)
UPK (Required for UPK students ONLY, not ‘other’ PreK students)
5753:Intervening Serv. (Early Intv’g Srvcs supported with IDEA Funds) (RTI Edge may be your Source)
Summer School Participation
CTE/Tech Prep
8261::Single Parent/Pregnant (Must also have a CTE program record & be at ‘concentrator’ level of intensity)
1232 SIFE
8272::Homeless Youth
Student Management System or RTI Edge When you import your “Program Services Extract” from your SMS (Eschool, PowerSchool, schooltool or Rediker) or RTI Edge (Cleartrack)
0286 NCLB
Title 1 TAS (Required for all students with and 0286 NCLB record)
New Program Service Category Source Help.docx January 2, 2015 607-763-3592 Page 2
PROGRAM FACT
Data Source – SMS
Safety Net CTE / Tech Prep LEP Eligibility LEP Programs NCLB Type of
Disability
0198::Poverty 0220::Alt. Assess. 0242::NYSESLAT 0264::Section
504 Plan 5753::Intervening Serv. 5806::Reduced
Lunch
5817::Free Lunch
Summer School Participation
8261::Single Parent/Pregnant
8272::Homeless Youth
UPK Title 1 TAS
Prekindergarten Program
2618::Inter-Dist. Transfer
1232::SIFE Higher
Education Local Programs
Data Source – Special Education System
Safety Net CTE / Tech Prep LEP Eligibility LEP Programs NCLB Type of
Disability
0198::Poverty 0220::Alt. Assess. 0242::NYSESLAT 0264::Section
504 Plan 5753::Intervening Serv. 5806::Reduced
Lunch
5817::Free Lunch
Summer School Participation
8261::Single Parent/Pregnant
8272::Homeless Youth
UPK Title 1 TAS
Prekindergarten Program
2618::Inter-Dist. Transfer
1232::SIFE Higher
Education Local Programs
Data Source – Cafeteria System
Safety Net CTE / Tech Prep LEP Eligibility LEP Programs NCLB Type of
Disability
0198::Poverty 0220::Alt. Assess. 0242::NYSESLAT 0264::Section
504 Plan 5753::Intervening Serv. 5806::Reduced
Lunch
5817::Free Lunch
Summer School Participation
8261::Single Parent/Pregnant
8272::Homeless Youth
UPK Title 1 TAS
Prekindergarten Program
2618::Inter-Dist. Transfer
1232::SIFE Higher
Education Local Programs
Data Source – Other
Safety Net CTE / Tech Prep LEP Eligibility LEP Programs NCLB Type of
Disability
0198::Poverty 0220::Alt. Assess. 0242::NYSESLAT 0264::Section
504 Plan 5753::Intervening Serv. 5806::Reduced
Lunch
5817::Free Lunch
Summer School Participation
8261::Single Parent/Pregnant
8272::Homeless Youth
UPK Title 1 TAS
Prekindergarten Program
2618::Inter-Dist. Transfer
1232::SIFE Higher
Education Local Programs
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Phone E-mail
New York State Student Identification System (NYSSIS) Verification
Daily Attendance-tardy or excused or unexcused absenceBuilding Level VerificationD
emog
raph
ic &
Stu
dent
Con
tact
In
form
atio
nPrimary Duties
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
Personnel
District Superintendent
Contact Information
District Data Coordinator
District Location Table
Data Source MatrixDistrict Registration Form
Registration-Student ID-DOB-Gender-Ethnicity-Guardians (inc. contact information)-Address Building Level Verification
ImmunizationsBuilding Level Verification
Updated by SCRIC- 10.22-13
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
Personnel
ImmigrantDistrict Level Verification
MigrantDistrict Level Verification
Homeless (also see Title X)District Level Verification
Dem
ogra
phic
Updated by SCRIC- 10.22-13
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
PersonnelUIAS Reports - see IRSP link on SEDDAS Portal - resolve enr. errors
Enrollment of Ungraded StudentsDistrict Level Verification
Census EnrollmentDistrict Level Verification
Homeschooled EnrollmentDistrict Level Verification
Enro
llmen
t
Enrollment of In District Students (Gen Ed and SWD)
Building Level Verification
Enrollment of Out of District (Gen Ed and SWD)
Building Level Verification
Enrollment of CSE Responsibility Only StudentsDistrict Level Verification
Enrollment of CPSE
District Level Verification
Updated by SCRIC- 10.22-13
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
Personnel
NCLB Title X - Homeless McKinney-VentoDistrict Level Verification
Title III (if applicable)District Level Verification
AIS (optional)Dist/Bldg Level Verification
Limited English Proficient- LEP Eligibility (0231)- LEP Program Svc (5709, 5676, 5687, 5698, 8239)- NYSESLAT Eligibility (0242)-LEP students with Interrupted Formal Educ. - SIFE (1232)District Level Verification
NCLB Title I - Part A: Targeted Assistance (0286)- Targeted Assistance Prog.- Part A: Schoolwide (0411)- Part C: Migratory (0330)- Part D: Delinquent (0187)- Part D: Neglected (8327)- Supplemental for Schools in Improvement Status (5533) Dist/Bldg Level Verification
NCLB Tranfer Options (if applicable)Dist/Bldg Level Verification
Homeless Unaccompanied Youth Status (8272)Dist/Bldg Level Verification
Prog
ram
Fac
t
Updated by SCRIC- 10.22-13
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
Personnel
Safety Net Eligible under section 504Dist/Bldg Level Verification
Summer School ParticipationDist/Bldg Level Verification
Poverty- Poverty Indicator (0198)- Free and Reduced Lunch (5817 or 5806)District Level VerificationCTE Students- BOCES- Local Cohesive Conc.(also Technical Assessment)Building Level Verification
Higher Education - Liberty Partnerships Program - LPP (4004)Science & Technology Educ. Prog. - STEP (4015)Dist/Bldg Level Verification
Special Education - CPSE or CSE- Type of Disability- NYSAA Eligible (0220)- Ungraded StatusBuilding Level Verification
Prog
ram
Fac
t
Pre-Kindergarten - Universal PreK (902)- UPK Setting - Other PK (990)Building Level Verification
Early Intervening Services supported with IDEA funds (5753)Dist/Bldg Level Verification
Section 504 Plan (0264)Dist/Bldg Level Verification
Updated by SCRIC- 10.22-13
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
Personnel
DropoutsBuilding Level Verification
Cohort (Enter Grade 9 Date)Building Level Verification
Graduation - Enrollment Out Code/Date- Credentials- Post Grad Status- August/January GradsBuilding Level Verification
Returning Students-Previously earned IEP diploma or GED -Grade 13 Students (repeating 12th graders)-Ungraded Students staying until 21Dist/Bldg Level Verification
Assessments- Regents/RCT- Approved Alternatives- Grade 11/12 ExemptionsBuilding Level Verification
Teacher/Course data- State Course Codes- Regents as final- Schedule setup - Course minutesBuilding Level Verification
Teacher/Course data-Staff IDs, Tenure, Hire, Exit datesDist/Bldg Level Verification
Hig
h Sc
hool
GED StudentsBuilding Level Verification
Updated by SCRIC- 10.22-13
5 W's - District Data Coordinator Responsibility Table for the ______ Central School District
Phone E-mail
Contact InformationPrimary DutiesDomains
Entry (E), Support (S), & Admin (A)
Personnel
Teacher/Course data- State Course CodesDist/Bldg Level Verification
Elem
enta
ry S
choo
l (3
-5)
Testing Coordination Building Contacts- Verifying Rosters- Answer sheet quality control- Oversee test administrationDist/Bldg Level Verification
Teacher/Course data-Staff IDs, Tenure, Hire, Exit datesDist/Bldg Level Verification
Mid
dle
Scho
ol
(6-8
)
Testing Coordination Building Contacts- Verifying Rosters- Answer sheet quality control- Oversee test administrationDist/Bldg Level Verification
Teacher/Course data-Staff IDs, Tenure, Hire, Exit datesDist/Bldg Level Verification
Teacher/Course data- State Course Codes- Course schedule & minutesDist/Bldg Level Verification
Updated by SCRIC- 10.22-13
FOLLOW UP QUESTIONS
DDC Training September 18, 2015
Follow up to questions raised.
1. Career Path Code (a SIRS demographic record data element) is required for certain graduates
reported in the 2015-16 school year, including August 2015 graduates. We are expecting a
memo from NYSED to explain the details. However, Level 0 will continue to accept that field as
blank until the rules are clear.
2. Non-teaching professionals (pink BEDS form staff) will NOT have to verify their staff snapshot
submitted data via the TAA website. In fact, those staff will not appear on TAA in the ePMF
form section. NYSED expects to have a SIRS L2RPT report that could be used to distribute to
staff for them to review. See the NYSED memo here for more:
http://www.p12.nysed.gov/irs/memos/2015/NYSED-StaffMemo-June2015.pdf
a. Note Page 2, fourth paragraph: Beginning in the fall of the 2015-16 school year, the
SIRS Staff Snapshot and Staff Assignment data will be the official source for PMF non-
teaching data. Non-teaching professionals will not be completing ePMF forms.
3. Teacher Absence data collection. This will be an end of year reporting event. See the NYSED
memo here: http://www.p12.nysed.gov/irs/memos/2015/IndividualTeacherAttendanceData-8-
2015.pdf
a. Note Page 2, paragraph 2: An end of school year count of “days absent” will be
provided for each teacher. This collection does not pertain to teaching assistants,
teacher aides, or other staff.
4. ePMF form guidance for Teachers is found here: (former BEDS day teacher bubble sheets)
http://www.p12.nysed.gov/irs/beds/2014/PMF/home.html
5. TSRV (Teacher Student roster Verification) guidance is found here:
http://www.p12.nysed.gov/irs/teacher/