Data Admin Meeting

p/b Educational Data Services

(slides last updated: June 20, 2024 at 9:30 am)

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Location: Virtual

June 13, 2024 1:00 - 2:00 pm

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Please send your name and your district to Monica Nett (mnett@cnyric.org) - Subject line: Data Admin Attendee

Agenda

• Welcome - Educational Data Services Updates
• Assessment
• Student Reporting
• Staff Reporting
• June Highlights and Upcoming Deadlines

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2023-24 SIRS Manual: http://www.p12.nysed.gov/irs/sirs/ (v 19.7 - 4/5/2024)

Vendor Meeting Info: http://www.p12.nysed.gov/irs/vendors/home.html

2023-24 Reporting Timeline and Memo: http://www.p12.nysed.gov/irs/ (12/14/2023)

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Reporting Data

Information and Reporting Services: The NYS State Education Department will extract and use data throughout the school year as needed… ensure data are as complete and accurate as possible throughout the entire calendar year.

Office of Accountability: Funding…sometimes becomes available on short notice. Monetary allocations are based on codes reported (e.g. new disaster (crisis) code, homeless code, migrant code, …). Up-to-date data is needed in the warehouse at all times to direct funding, often on short notice.

Assessment - ELA, Math, Science, NYSESLAT

All testing is complete! Thank you!

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• ELA and Math
• Paper based tests can start being viewed in Level 1
• Level 2 will NOT show Grades 5 and 8 at this time
• Science and NYSESLAT
• Still processing
• No data is available at this time

Assessment - Feedback - ELA, Math, Science

Test Scoring will be creating and sending out a Google Form to collect district/school feedback on Testing.

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Examples of feedback:

• Large open testing window
• Foreign language unavailable online
• Student data pull
• Science administration

Assessment - June Regents

• June 4 exam - Algebra I
• Request that schools scan sheets by Thursday, June 20
• Conversion Chart due by June 26
• Request to Upload was sent out - Thank you for responding!
• CNYRIC will be closed on Wednesday, June 19
• Rating Day is Wednesday, June 26

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Assessment - June BOCES Regents

• Process for back-loading BOCES Regents Scores is in development
• Loading would occur in July
• Separate permission required
• All exams from BOCES loaded at once
• All scores would be loaded as stand-alone
• Transcript inclusion - TBD

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Walk-In Enrollments for Testing

• Students who are not on the school attendance register but sit for a State assessment in a school.
• Use Reason for Beginning Enrollment Code 5555 - Student enrolled for the purpose of recording a test score (walk-in)
• Location must be the school administering the assessment
• End with a Reason for Ending Enrollment Code 8228 - End “Walk-In” enrollment
• Exit Date must be at least one day after the Entry Date

Walk-In Enrollments for Testing

• Generally used for home-schooled students or dropouts
• Scores of these students are not used for accountability
• Do not use 5555 for:
• Students in county jails
• Students taking grades 3–8 NYSTP assessments
• Parentally-placed students enrolled in a religious or nonpublic school. Students are the instructional responsibility of the schools they attend. Schools cannot send their students to another LEA for the purpose of taking an assessment. Assessments must be reported by the school where the student is officially enrolled.

Walk-In Enrollments for Testing

• Home-Schooled students taking Regents (or any state assessment)
• For general education students
• Enroll the student with a Reason for Beginning Enrollment Code 0011 — Enrollment in building or grade
• Use a BEDS code that is the first 8 digits of the district of residence BEDS code and “0888” as the last 4 digits
• An assessment Measure Code and Standard Achieved Code will be reported for the assessment taken.

Walk-In Enrollments for Testing

• Students with disabilities
• Enroll the student with a Reason for Beginning Enrollment Code 0011 — Enrollment in building or grade
• Use a BEDS code that is the first 8 digits of the district of residence BEDS code and “0888” as the last 4 digits
• An assessment Measure Code and Standard Achieved Code will be reported for the assessment taken.
• SWDs for whom the district of residence has Committee on Special Education (CSE) responsibility must be reported with a Reason for Beginning Enrollment Code 5905 (CSE responsibility only) enrollment code when not reported with the 0011.

Walk-In Enrollments for Testing

• For all home-schooled students taking multiple assessments in the school year
• Districts may leave the record open until the day after the student completes the last assessment for the year OR,
• Open and close the records as the student takes the multiple assessments

Walk-In Enrollments for Testing

• The following entities must report student data using the SIRS: …

religious and independent (nonpublic) schools (records for parentally placed students who participate in any State assessment and records for students who receive a Regents diploma, local diploma that conforms to Commissioner’s Regulations, or a New York State commencement credential); (SIRS Manual p 14)

Walk-In Enrollments for Testing (SAM p 4)

• For students enrolled in a high school other than the school in which an examination is to be administered, the test site administrator must receive
• written permission from the student’s home school principal
• a scannable answer sheet from the home school for that student’s use
• adequate prior notice and satisfactory personal identification
• After scoring of CR questions, the answer sheet must be returned to the home school which is responsible for scanning by a scanning center and reporting results to SED

2024 AP Exam Scores

• Exam scores should be available to student beginning July 8
• Data files are often released after the scores are available
• If you assistance loading to SchoolTool
• Download the “AP Organization Score Roster” from College Board
• Check that student IDs are included in the file
• Contact your consultant or data coordinator; if you do not have a coordinator, contact Lisa O’Neill (loneill@cnyric.org)
• Reference: https://apscore.collegeboard.org/scores/

CTE Records - BOCES

• BOCES report CTE Program Services records to SIRS
• BOCES report successful completion of CTE technical assessment to SIRS
• Cognos Level 2 SIRS 305 CTE report - District Review
• CTE Program Services
• Participant - 1 year
• Concentrator - 2 years
• Completion (646) or Exit without Completion (663)
• Contact BOCES Counselors with questions as applicable

CTE Records - Local programs

• Districts with local CTE programs are responsible for reporting CTE Program Service records for their programs
• Contact your data coordinator or Chris Mahon (cmahon@cnyric.org) for assistance

FRPL Records

• Complete final DCMP to food service software package
• June newly eligible students will be in the download from NYSSIS
• June 27 data sent as a final listing for summer EBT benefits
• Catch any students missed if the district doesn’t do a monthly match
• Preparation for rollover into next school year
• Thirty (30) feeding day rollover of eligibility in the fall.
• CEP districts should be accepting/encouraging applications to identify reduced-priced lunch students
• Poverty in the Foundation Aid formula is free or reduced

Summer 2024 Electronic Benefit Transfer

• Summer Electronic Benefit Transfer (EBT) to assist low-income families with food benefits during the summer months
• Automatic eligibility (do not need to apply for benefits):
• Child receives Supplemental Nutrition Assistance Program (SNAP) or Temporary Assistance (cash) benefits, or be directly certified for free meals through Medicaid; OR, A child is determined eligible for free/reduced price school meals by their school.
• Families will receive a letter this summer letting them know their child is eligible.

Summer 2024 Electronic Benefit Transfer

• If a child is not automatically eligible, family must apply for benefits.
• Application eligibility:
• Child attends a school that participates in the National School Lunch Program (NSLP), AND
• The household's income must be at or below the income limits for eligibility for free/reduced price school meals
• An online application will be available by July 1, 2024 (see website on next slide)

Summer 2024 Electronic Benefit Transfer

• Families with school-age children will receive $120 per child
• Benefits will not be issued before July 2024 and timing will vary

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May 30 - Initial student enrollment, address, and FRPL eligibility data

June 27 - Final student enrollment, address, and FRPL eligibility data

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OTDA Summer EBT info: https://otda.ny.gov/programs/summer-ebt/

School Safety & Educational Climate (SSEC)

• SSEC incident data for schools and districts may be submitted to the Department via the NYSED Application Business Portal between June 24, and July 22, 2024.
• EARLY REPORTING: Schools that have been directed to do so by the Department must submit the SSEC Summary data collection form by July 8, 2024.
• NYSED website

Partner Project Fact (P-Tech/Smart Scholars)

• Grade 9-11 students continuing programs
• Keep partner project record open
• Graduates
• P-Tech/Smart Scholars - End Enrollment
• P-Tech - Keep Partner Project Record open if continuing program and add new enrollment line for extended year
• P-Tech - End Partner Project Record and add appropriate Annual Outcome Code if NOT continuing program
• Smart Scholars - Add appropriate Annual Outcome code

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Partner Project Fact (P-Tech/Smart Scholars)

• Students leaving program prior to graduation
• End Partner Project Record
• P-Tech - Add appropriate Annual Outcome code
• School Tool Documentation
• Smart Scholars
• P-Tech

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Special Education Update

• PD Data System now available for EOY reporting
• Send EOY Special Education Items through Level-0

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• New Special Education Reporting: VR-10
• Exited Special Education students age 14 and up on BEDs day
• Disability and Declassification reports from Frontline IEP.
• Enrollment Exit information reports from the Schooltool / PowerSchool.
• COGNOS Level-1 report available to assist with this.
• https://www.p12.nysed.gov/sedcar/forms/vr/2324/pdf/vr10.pdf

Special Education Update

• VR-10 Validation Report in COGNOS (Level-1)

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Special Education Update

• State Performance Plan Indicator Schedule
• https://www.p12.nysed.gov/sedcar/sppschedule2017-2025.html

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• 2023 - 2024 Special Education Reporting Due Dates
• https://www.p12.nysed.gov/sedcar/forms/instructions/duedates2324.html

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• Special Education EOY Reporting Error Resolution Sessions
• Multiple Sessions through July - August
• https://koalendar.com/e/special-education-eoy-reporting

Civil Rights Data Collection (CRDC) Update

• 2021-22 CRDC Data Quality Outreach occurring now
• Emails sent last week: OCR has identified data quality issues in your submitted data … selected to participate in the Post-Submission Data Quality Outreach and Corrections process.
• Instructions provided in follow up email to review and correct your data submission. Data may be correct; contact coordinator with questions
• Data corrections and re-certification must be made in the CRDC Submission System by Monday July 8th, 2024, at 11:59 p.m.

Civil Rights Data Collection (CRDC) Update

• CRDC collection of 2023-24 data will occur in 2024-25
• Tentatively scheduled to open Dec. 9, 2024 and close Mar. 7, 2025
• We will produce reports to assist
• https://crdc.communities.ed.gov/#program

Staff Evaluation Dates

• July 1: Staff Evaluation Collection Opens
• August 23: Educator Evaluation Implementation Certification form submission through the Business Portal
• October 17: Staff Evaluation Ratings & Subcomponent Scores (NYSED has target date of August 16)
• October 27: Statement of Confirmation of Staff Evaluation Implementation and Rating Verification Report(s) due

Staff Evaluation

• Resources for Educator Evaluation Data Collection and Submission
• 2023-24 Educator Evaluation Closeout (March 21, 2024)

End of Year Reporting

• 2024 End of Year Reporting Checklist for Public Districts, Charter Schools and Special Act School Districts
• 2024 End of Year Reporting Checklist for Participating* Religious/Independent and Article 81 Schools

*ONLY Religious/Independent and Article 81 schools that administer NYS assessments need to certify data.

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NYSED Verification and Certification Website

End of Year Reporting - Schedule

• August 1: Special Ed Data (VR 13, 15, & 16) due
• August 5: Special Ed (VR 13, 15, & 16) certification
• August 15: Final SIRS Data Due
• We recommend fully accurate data be loaded by August 8
• Includes Special Ed related SIRS data (enrollment, demographic, assessment (i/c COSF), Spec Ed EoY Snapshot & disability program service)

End of Year Reporting - Schedule

• August 19: Special Ed VR-10 data certification
• August 30: SIRS EoY data certification
• September 5: Special Ed Events Data (VR 11, 12, & 14) due
• September 9: Special Ed Data (VR 11, 12, & 14) certification
• October 3 (October 17?): August Grads, Total Cohort Grad Rate Data due

End of Year Reporting

Reminders:

• SchoolTool auto-imports will no longer be loaded to Level 0 once SchoolTool is rolled over to the 2024-25 School Year; loads to Level 0 must be done manually, as needed
• FRPL auto-imports from Food Service packages to Level 1 stop at the end of June as well
• Auto-imports from Frontline IEP/504 and RTIm continue through the summer

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June Data Admin Tasks

• Verify EoY Cohort data in Schooltool – diploma types and pathways
• Enter exit dates for UPK and Title 1 program service records
• Load Staff Tenure and Staff Attendance Templates
• Verify Regents Exams
• Review SIRS UIAS report and cleanup errors (SIRS-701)
• Verify SIRS Tested/Not Tested (SIRS-301) as available
• Review SIRS Reasonableness Report (SIRS-401) for missing data elements and discrepancies in data record counts

Upcoming Dates

• June 27*: Final Summer EBT 2024 Benefits Data Due. Final student enrollment, address, and FRPL eligibility data due to L2 to calculate Summer EBT 2024 benefits.

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*Date shown is one day ahead of state deadline to allow transmission to the NYSED.

Upcoming Dates - Workshops

• July
• July 16th - What’s New with Naviance (Register Here)
• August
• MTSS Insight Day: A Research- Practice Collaborative with Renaissance: Date & Time -TBD
• August 7th - What’s New with Xello 2024 (Register Here)
• August 20th - What’s New with Scoir 2024 (Register Here)

Data Admin Meetings for 2023-24, 1:00 - 2:00 pm

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• ✔ Thursday, September 14, 2023: slides
• ✔ Thursday, October 12, 2023: slides
• ✔ Thursday, November 9, 2023: slides
• ✔ Thursday, December 14, 2023: slides
• ✔ Thursday, January 11, 2024: slides
• ✔ Thursday, February 8, 2024: slides
• ✔ Thursday, March 14, 2024: slides
• ✔ Thursday, April 11, 2024: slides
• ✔ Thursday, May 9, 2024: slides
• ✔ Thursday, June 13, 2024

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Data Admin Meetings for 2024-25, 1:00 - 2:00 pm

• Thursday, September 12, 2024
• Thursday, October 10, 2024
• Thursday, November 14, 2024
• Thursday, December 12, 2024
• Thursday, January 9, 2025
• Thursday, February 13, 2025
• Thursday, March 13, 2025
• Thursday, April 10, 2025
• Thursday, May 8, 2025
• Thursday, June 12, 2025

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Questions?

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Thank you for attending.

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