Data Admin Meeting

p/b Educational Data Services

(slides last updated: September 14, 2023 at 12:45 PM)

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Location: Remote

September 14, 2023 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
• September highlights and upcoming deadlines

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Documents available at: http://www.cnyric.org/teacherpage.cfm?teacher=1055

2022-23 SIRS Manual: http://www.p12.nysed.gov/irs/sirs/ (v 19.0 - 9/1/2023)

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

2022-23 Reporting Timeline and Memo: http://www.p12.nysed.gov/irs/ (9/27/2023)

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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.

Educational Data Services Updates

Basic Educational Data System (BEDS)

• First Wednesday in October of each school year
• BEDS day for the 2023-24 SY is Wednesday, October 4, 2023

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Student Information Reporting System (SIRS)

• Level 0 - LEA level: SMS → Level 0 application
• Level 1 - Regional level: CNYRIC (i/c Cognos Level 1)
• Level 2 - State level: L2RPT (Level 2 Cognos reports)

Educational Data Services Updates

• Level 0 application to be updated
• Expect availability early next week
• Level 1 warehouse has been upgraded
• Ready to accept data
• Level 2 warehouse
• Will open week of Sept. 25
• L2 reports will begin to populate with 2023-24 data as it is loaded
• Level 0 Historical
• Will open later in fall for 2022-23 SY (and earlier) data
• Data will move to L2 at a later date, usually late winter

Educational Data Services Updates

• SchoolTool auto-imports will commence with the warehouse opening - check for accuracy
• If interested auto-imports, email dataintegration@cnyric.org, your SchoolTool consultant, and your data coordinator
• FRPL auto-imports from Food Service packages to Level 1 will restart with the warehouse opening
• Auto-imports from Frontline IEP/504 and RTI will start for 2023-24 when the warehouse opens

Student Reporting - NYSSIS

• NYSSIS (NYS Student Identification System)
• Assigns a unique ID number (NYSSIS ID) to each student in NYS
• NYSSIS compares new enrollments against existing student database
• Matches students based on several fields - places near matches in queue for resolution
• Enrollments are now sent to NYSSIS nightly
• Please resolve any NYSSIS queue holds as soon as possible*

*IMPORTANT: Ignore ALL historic SY (2013-2021) Hold Queue records (and email notifications of same). These records will be managed (ultimately removed) by the SED NYSSIS Team. LEAs should review and process all new 2024 SY records as usual.

Educational Data Services Updates

• State Education Department Reference File (SEDREF) - Update with any district administrative changes

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Assessment - Parent Reports

• CNYRIC Deliverables
• 3-8 ELA and Math reports will be printed and sent to superintendents when available
• Email will be sent out with more detailed information

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• District Provides
• NYSESLAT reports are available in Level 2
• NYSAA reports are available in Level 2

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Assessment - CBT

• Fall Training Session with SED
• Wednesday, October 4, 8:30-12:30
• Main Campus, 110 Elwood Davis Dr, Liverpool 13088
• Seneca Large Conference Room
• Register here: Regional Computer-Based Testing (CBT) Training Session Fall 2023
• CBT Required for Grades 5 and 8
• ELA, Math and Science
• CBT Support

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Assessment - CBT Transition

http://www.nysed.gov/common/nysed/files/programs/state-assessment/memo-statewide-implementation-of-computer-based-testing.pdf

Assessment - Regents

• Regional Summer School scores for August 2023 are not available in FastScore at this time
• Target date of late September - early October
• ASAP will be populated once FastScore is updated
• Scores will be loaded directly to level 1

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Assessment - NYSAA

• Reporting NYSAA eligibility
• Student must be reported as ungraded
• Program Fact 0220 - Eligible for Alternate Assessment
• Program Service Code for Type of Disability
• Note: Assessment based on age - not grade
• 2023-2024 Birthdate Ranges

Assessment - NYSAA (cont.)

• Access KITE and perform the following tasks:
• Deactivate staff that are no longer with your schools.
• Add new staff to KITE
• KITE Updates for 2023-24
• Proctor role is not available, Anyone administering must go through Teacher (Test Administrator) Training
• the First Contact Survey data will need to be entered (first time for this responsibility)
• Access to the Required Test Administrator Training (the mandatory training needed to administer the NYSAA) is now via the Educator Portal under the Training tab. Training becomes available on October 2.

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Assessment - NYSAA (cont.)

• Grade 5 Science will begin in 2024
• In Spring 2024, NYSAA-eligible students who meet the age criteria for 5th grade are expected to take Grade 5 Science.
• NYSAA Fall Training Window October 4 - November 17
• DTCs were sent the invitation directly from DLM/Avery

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NYSAA Questions? Contact Jacqueline Harnett: Jacqueline.harnett@nysed.gov

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Assessment - NYSITELL

• NYSITELL Procedures
• Test students as needed
• Within 10 days of enrollment
• All data must be filled out or documents cannot be processed
• ID Number – MOST IMPORTANT
• All forms need to be processed and reported even if the student was unable to respond
• With waiver approval, NYSED is allowing up to 30 days for ELL identification process due to influx of potentially eligible students - ELL Identification and Placement memo

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Assessment Results

3-8 Math and ELA and NYSESLAT assessment data

• Scores are available in Level 2 reports (SIRS-301 Tested/Not tested)
• Common Data View reports and other Level 1 reports will be updated soon

Assessment Results - Embargo

3-8 Math and ELA, Regents, and NYSESLAT assessment data

Embargoed data may not be discussed at public meetings, with Boards of Education, Charter School Governing Boards, or otherwise released to the public. Student-level data are to be shared only with a student’s parent or legal guardian via the individual student report (ISR).

All school and district personnel must understand the details of the embargo. A data embargo:

• Shares confidential student-level information with your institution.
• Is data that is shared with school and district administrators in advance of being publicly released by the Department.
• Is data shared with the understanding that it is meant to remain confidential until the public release.
• Is a requirement that the data provided by the Department to each Local Education Agency (LEA) is not published in any format to anyone outside of school officials and personnel who need to know and use the data for programmatic planning, staffing. scheduling, instruction and other preparation for the upcoming school year until the public release.

Student Reporting - 2022-23 Wrap-ups

• October 20: August 2023 Graduate data due - Total Cohort (SIRS-201) for graduation rate for 2017, 2018, & 2019 cohorts
• With release of 3-8 ELA Results, report ELL (0231) exits
• Code 3022
• scored at the Expanding level on the NYSESLAT, AND
• either scored Proficient (Level 3 or 4) on the NYSTP grades 3-8 ELA assessment OR scored 65 or higher on a Regents examination in English OR passed a NYSED Approved Regents Examination Alternative in English
• Code 3011 scored at the Commanding level on the NYSESLAT
• Due date: TBD (likely within a few weeks)

2022-23 End of Year Special Ed Reporting

Special Education schedule

• Special Ed PD-8 Certification was due by September 8, 2023 (Direct Reporting, not through the Data Warehouse Process) (Reminder email sent to outstanding districts yesterday)
• Special Ed Data Due (VR 11, 12 & 14) through Level 0 by today, September 14, 2023 at 3:00 pm
• Certification of Special Ed (VR 11, 12 & 14) data as “Accurate” or “Not Accurate” by September 18 in the PD system. Defaults to Not Accurate.

Student Reporting 2023-24

BEDS Day is Wednesday, October 4, 2023.

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The BEDS Institutional Master File (IMF)

• Available in IDEx application via NYSED Portal on Wednesday, October 4
• 23-24 Instructions
• BEDS IMF must be submitted by Friday, November 17, 2023

“New” Reporting and Changes

Compulsory Age Students Not Attending

• For students from last year, continue 8300 enrollment with Grade Level of UNK (unknown)
• Students that stop attending school this year without documentation
• Exit with 400 and begin enrollment with 8300 with a location code of district BEDS Code ending with ‘0000’
• End programs and courses as appropriate; no longer reports attendance
• Student’s last reported grade level may remain throughout the school year or can be changed to UNK grade level

“New” Reporting and Changes

Crisis Code (and Crisis Name) - underreported in 2023

• Students registering due to displacement by Natural, Civil, Health, or Other crisis. May or may not have documentation.
• Reported only in the school year in which the student first presents the school for registration
• If the student also meets the criteria as an Immigrant student, Program Service Code 8282 must also be reported
• Report information to the SIRS as early as possible each school year, including students who registered over summer.

Student Daily Attendance

Check “Missing Attendance” and “Attendance Breakdown” reports in Level 0.

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Also, “Missing”

in Level 2

(SIRS-371) report.

Student Reporting - Course Data

• Course Codes - http://www.p12.nysed.gov/irs/courseCatalog/
• Course code changes http://www.p12.nysed.gov/irs/vendors/
• Use unique sections when reporting courses/sections in a building
• Do not extract multiple records for the same student in the same course for reporting ELA grades 3-8. If breaking out Reading and Writing, suppress one or map the writing component to a Prior-to-Secondary Writing course. In CIA, multiple teachers can be reported on the same section.

Student Reporting - Course Data

• Courses ending in a state exam - check your mappings
• Grade 5 Science - 53235 (not a new code)
• Algebra I - 02050 (recommend new course to maintain history)
• Other course additions
• Computer Science Discoveries - Elem
• Computer Science Discoveries - Sec
• Visual Merchandising and Presentation
• Data Analytics
• Artificial Intelligence
• Drone Technology
• Computer Science Discoveries

Science Investigations Tracking (Early Oct. 2023)

• SchoolTool has created a set of new User Defined Assessments (UDAs) in response to New York State’s implementation of science investigations
• Will automatically be populated for districts in the 20.4 release in early Oct.
• There are 8 new UDAs as follows:

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Science Investigations Tracking (Early Oct. 2023)

• Initially the UDA will be configured to include all associated fields
• Each district can then customize which fields to include to meet their needs
• New UDAs will not be assigned to any security groups, so districts will need to update permissions to provide the appropriate groups with view and edit rights
• EDS Science Investigations Team will be testing release, developing documentation and offering support as needed

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Reporting FRPL Eligibility

Program service codes: Free (5817), Reduced (5806), Poverty (0198)

• Direct Certification Matching Process (DCMP) - NYSSIS child nutrition
• Application filled out by the family where their income is within the defined limits established each year for free or reduced. Two different forms based on the school food operation.
• NSLP application is the Federal Application for Free or Reduced meals
• CEP/P2 Household Income Eligibility form
• Household eligible - siblings in the same household are granted the same eligibility status
• Household can be determined by guardian or address
• Children in a household with foster children are only eligible if they qualify on their own

Reporting FRPL Eligibility cont.

• Categorically eligible (Homeless, Migrant, Foster, FDPIR, Headstart, Runaway)
• Each district should have a process to inform food service of the students who fill these scenarios.
• Carryover. Granted for 30 feeding days or until a new eligibility is determined. If the eligibility is ineligible the carryover is given an end date.
• Enrolling in a non-CEP Building from a CEP Building or District
• Because a CEP building is not required to process applications, a family who moves to a non-CEP building is required to be granted a 30 day free “carryover” to document their own eligibility.
• Granted upon enrollment at any point in a school year not just starting in September

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Reporting Obstacles: Warehouse timeline

• The DOH file only matches a SNAP, TANF or Medicaid eligible student to a District once the demographics file has been sent to SIRS
• The NYSSIS ID is used to match to the District local ID
• New students to the district are not “matched” until Demographics records are submitted to Data Warehouse
• Kindergarten students who were not PS or PK could also have household eligibility.
• Students who moved to the district for the first time over the summer
• Send Demographics and Enrollment files as early as possible so Child Nutrition NYSSIS matches students to your district
• After NYSSIS match on demographics and before BEDS day, suggest processing DCMP import to the food service package to find the most current eligible students

Specific concerns for 2023-24 timeline

• NYSSIS child nutrition matching - very short window this year
• Only link students included in the DOH file to NYSSIS child nutrition after the demographics is sent to the warehouse - opening expected September 25
• Only one weekend refresh before BEDS day
• The food service packages DO NOT allow us to back date eligibility dates even though the SIRS manual says we should be able to do so.

Data Warehouse & FRPL Timeline

Reporting Obstacles: Food service vendors

• Currently, Food service packages do not allow for backdating of student eligibility
• If an application is received in September but is not processed until October, the date will be the date of processing, not receipt
• If a student is eligible in the DCMP file effective July, August or September, but the import isn’t processed in the food service package until December, the eligibility date sent will be December.
• In both cases the students should be included in SIRS-323 FRPL report but will not be without manual intervention

How can I get all eligibles reported by BEDS day?

• Review the categorically eligible students
• Homeless, foster, and migrant school staff contacts communicate with food service to give students free eligibility
• Check the food programs’ household report
• Nutrikids household report is based on address. (Be careful of multiple households at the same street address.)
• Guardian is another way to review households.
• Kindergarten students should be given any carryover household eligibility.
• Check the carryover eligible from June 30 of previous year
• This 30 feeding day carryover period for a student at the start of the school year extends past BEDS day.
• If a family files an application that is determined to be ineligible, the program service codes will correctly have an end date.

From the Food Service package to SIRS-323

• Definition for inclusion in SIRS 323: Any student enrolled in a school building and FRPL eligible on BEDS day (including students from families that refuse benefits)
• For supported food packages, CNYRIC food service department pulls the exports from each District’s database
• Educational Data Services loads to Level 1 on Friday mornings and sends to NYSED
• SIRS-323 BEDS Day Free and Reduced Report refreshes over the weekend
• SIRS-401 Reasonableness Report (poverty program service code) refreshes nightly

FRPL Best Practices beyond BEDS day

• Upload a DCMP file every month to identify newly eligible students
• Check the students’ reported foster, migrant or homeless status to ensure free eligibility is being granted for meals and sent to DW
• Even CEP schools should encourage and process income forms from families.
• Continue to process applications received.
• With the NYS budget subsidizing the meal reimbursement so all CEP meals served are paid at the free rate, there has been an explosion of participants
• Reminder if a student at any time of the year moves from a CEP school to a non-CEP school they must be awarded a 30 free eligibility

2022-23 Staff Evaluation Data Collection

The following data elements will be required for reporting evaluation scores and ratings under Education Law §3012-d (Based on the Districts approved APPR Plan located on NYSED Portal → SED Monitoring → Educator Quality).

Only one set of scores and ratings should be submitted for each educator.

• Student Performance Category
• Required Student Performance subcomponent score (SLOs or Alternate SLOs)
• Optional Student Performance subcomponent score (as applicable-local measures)
• Teacher Observation/Principal School Visit Category
• Required Observation/School Visit subcomponent score (combined principal, supervisor, or other trained administrator & impartial independent trained evaluator)
• Optional Observation/School Visit subcomponent score (as applicable-trained peer evaluator)
• Overall Rating - Based on the evaluation matrix (HEDI)

2022-23 Staff Evaluation Data Collection

2022-23 Staff Evaluation Data Collection

Completeness of data: Staff Snapshot will be used to estimate the completeness of the number of educators with evaluation data

Due date: October 19, 2023

Certification: The “Statement of Confirmation of Educator Evaluation Rating Verification Report” is due October 27, 2023. It will is available in the NYSED Portal → SED Monitoring → Educator Quality

Resources for Staff Evaluation: https://www.nysed.gov/educator-quality/resources-educator-evaluation-data-collection-and-submission

BOCES Locations Closed

• C-O BOCES

4351 CAYUGA 8:1:1 Skaneateles MS

4352 CAYUGA 8:1:1 Skaneateles HS

• TST BOCES - None
• CiTi BOCES

4444 STRIVE Middle School 2

• OCM BOCES

2616 TEAM-Cortland High

4133 STAR- Homer Elementary

4134 STAR-Homer Intermediate

4170 SKATE- McGraw Elementary

4172 SKATE-Mott Rd Elementary

4177 SKATE-Roxboro Elementary

4178 SKATE-Woodland Elementary (K-5)

- Note: Program has moved to 2 separate locations: ESM East Syr Primary (K-2) and ESM Minoa Elem (3-5)

4180 SED- Liverpool Elementary

4164 SED Crossroads - Thompson Rd

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Current program information: https://www.cnyric.org/teacherpage.cfm?teacher=1793

Staff Assignment

• More to come next month
• All nurses, counselors, social workers need to be reported
• NYSED will review data to identify schools where no staff person is reported
• Ensure all such staff have TEACH IDs and can be reported, including itinerant staff
• Need to identify which buildings staff are assigned to by percentage of time

Educational Data Services PD Offerings

• September 26, 2023 - ClassLink Demo register here for demo & User Group (In-Person) CNYRIC Superior 7 register here for user group

Guidance Packages:

• October 3, 2023 - Xello User Group (Zoom)
• October 17, 2023 - Naviance User Group & Demo (Zoom)
• December 1, 2023 - Scoir User Group & Demo (Zoom)

Register here with MLP

Educational Data Services PD Offerings

SchoolTool User Groups

• Wednesday, October 4, 2023 - Attendance User Group (Zoom)
• Tuesday, October 17, 2023 - Census User Group (Zoom)
• Tuesday, October 24, 2023 - BOCES Start of Year User Group (Zoom)
• Wednesday, November 1, 2023 - Discipline User Group (Zoom)

MLP links coming soon

Educational Data Services PD Offerings

AIMSweb Reports Training:

• Friday, September 29 (8:30-11:00)
• Friday, October 13 (8:30-11:00)

AIMSweb Progress Monitoring Training:

• Wednesday, October 4 (8:30-11:00)
• Wednesday, October 18 (8:30-11:00)

AIMSweb Fall User Group:

• Wednesday, November 1 (8:30-11:00)

September Data Admin Tasks

• Final submission and certification of prior year Spec Ed data (PD8, VR 11,12,14)
• Load DW foundation templates – Day Calendar, Location Marking Period Location, Student Attendance Codes
• Load Demographics, Enrollment, Student Daily Attendance, Program Fact
• Load and Verify program service records - UPK, Title 1, ELL, Homeless, Foster Care, Summer School, etc.

September Data Admin Tasks

• Verify CPSE Enrollment Summer enrollments
• Verify August Graduates and review August Regents (Regents scores are loaded directly to Level 1)
• Load Staff Snapshot and Staff Assignment
• Remind food service director that the district FRPL applications need to be processed. Review the SIRS-323 report by end of month

Upcoming Dates

• September 2: EoY 2021-22 Certification due
• September 8: Special Education PD-8 (Suspension Data) Certification Due
• September 14: Special Education Events Data to Level 0 (VR-11, VR-12 & VR-14)
• September 18: Special Education Events Certification Due (VR-11, VR-12 & VR-14)
• October 4: BEDS Day
• October 19: Deadline to submit graduates as of August 31, 2023 for Total Cohort Graduation Rate reporting
• October 19: Staff Evaluation records due to the warehouse
• October 27: Staff Evaluation certification due via NYSED Business Portal

Topics for Future Meetings

• Staff Snapshot and Staff Assignment
• Civil Rights Data Collection (CRDC) for 2021-22
• Accountability
• And more…

Data Admin Meetings for 2023-24

• ✔ Thursday, September 14, 2023 – 1:00 - 2:00 PM (all meetings)
• Thursday, October 12, 2023
• Thursday, November 9, 2023
• Thursday, December 14, 2023
• Thursday, January 11, 2024
• Thursday, February 8, 2024
• Thursday, March 14, 2024
• Thursday, April 11, 2024
• Thursday, May 9, 2024
• Thursday, June 13, 2024

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Questions?

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Thank you for attending.

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