Data Admin Meeting

p/b Educational Data Services

(slides last updated: December 11, 2024 at 11:15 am)

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Location: Virtual

November 14, 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

• EDS Updates
• Assessment
• SIRS Updates
• UIAS Reports
• Student Reporting
• November Highlights and Upcoming Deadlines
• Bonus: Attendance Accountability Update

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2024-25 SIRS Manual v20.3 (11/08/2024)

2024-25 Reporting Timeline and Memo (9/11/2024)

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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

• Level 0 Historical
• Open for staff evaluation data corrections
• Data will not load to Level 2 yet

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Educational Data Services Updates

• Civil Rights Data Collection (CRDC)
• Collection of 2023-24 data scheduled December 9 to March 7
• We’re vetting parallel report similar to last year
• Anticipate report will be available in December
• Regionalization - NYSED Initiative
• Regionalization plans are designed with 10-year implementation cycles
• Dec. 6, 2024: Strengths & Needs Tool from Each Component District Due to NYSED

Educational Data Services Updates

• Verification of Postsecondary Financial Aid Form Completion or Waiver Memo
• From the Office of Higher Education - want confirmation that families of seniors are completing the FAFSA
• Information and Reporting Services is working with them determine the best way to collect the necessary data
• No update

Assessment - ELA/Math/Science

• Ordering closed November 8
• RIC – continue to work with schools for any clean up
• District – Additional material requests will require an email to SED : examrequest@nysed.gov
• Reminder: Math and Science foreign language versions are Paper Based again this year

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Assessment - CBT Dates to Note (ELA/Math/Science)

• Training Session w/SED: September 30 ✔
• Welcome to Nextera Email: October 1 ✔
• Ordering of tests: Closes November 8 ✔
• Simulation file extraction: December 6
• Technology Readiness Checklist: Due December 27
• Simulation Dates: January 21 - January 31
• Operational Testing: April 7- May 16

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Assessment - CBT Simulation

• Data extraction will occur on Friday, December 6
• Complete any updates to enrollment or demographics by: Thursday, December 5
• Nextera will be ready December 19
• Students, Classes and Tests tabs open
• Classes can be created (not required)
• Accommodations can be entered
• Technology Readiness Checklist is due December 27

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Assessment - January 2025 Regents

• Ordering test booklets from SED closes November 15
• Ordering answer sheets from the RIC opens week of December 9
• Last administration of Common Core Geometry
• Earth Science and Living Environment - still available until June 2026
• Updated State Course Codes:
• 02072 - Geometry (June 11)
• 03008 - Earth & Space Sciences (June 10)
• 03050 - Life Science: Biology (June 10)

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Assessment - NYSESLAT & NYSITELL

• NYSESLAT
• 2 emails went out - SED and MetriTech
• SED - Requesting, Shipping, and Storing...NYSESLAT
• MetriTech - Ordering and Contact Information
• Now until January 6, 2025
• NYSESLAT@metritech.com
• NYSITELL
• Most recent data load to Level 2 - week of November 4

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State Assessment Results

• The 2023-24 NYS Report Card Group 1 data include annual student results on standardized New York State assessments:
• Grades 3-8 English Language Arts and Mathematics,
• Grades 5 & 8 Science,
• Annual Regents Examinations,
• Total Cohort Regents Examinations,
• NYS English as a Second Language Achievement Test (NYSESLAT),
• NYS Alternate Assessments (NYSAA) and
• The most recent results on the National Assessment of Education Progress (NAEP).

State Assessment Results

• Common Data View reports are available for 3-8 Math and ELA results, Regents results, and Science 5 & 8. Contact your district data coordinator if you would like to discuss data facilitation of assessment results.
• Cognos issues - please let your coordinator know
• Conversion charts for the 3-8 assessments have been released by the state and are available here: https://www.p12.nysed.gov/irs/ela-math/
• Cognos accounts
• Disabled after 6 months of non-use (can be re-enabled w/email from TA)
• Deleted after 12 months of non-use (requires a new application)
• Email notices from helpdesk to alert users

SIRS Updates

• Court-Placed Students
• Do not end enrollment for students placed temporarily in a facility (e.g., in secure or nonsecure detention facilities) pending a decision by court order.
• Continue enrollment using code 238 — transfer to homebound instruction provided by the district, followed by 0011 with a location code of the first eight digits of district BEDS code followed by “0777” (homebound).

SIRS Updates

• For college courses (dual credit courses) taught by college instructors
• If a college instructor is teaching the course and students are receiving credit, a district, charter school, or BOCES teacher or administrator should be reported as the teacher of record and “COLLEGE” should be reported for the Instructor Type Code in Course Instructor Assignment.
• Teachers identified as a primary instructor for a course/section and reported with this code will be excluded from the annual course-certification match process.
• You do not need to report the college instructor

SIRS Updates

• Career and Technical Education (CTE)
• Programs fulfill diploma requirements must be approved by the Office of CTE. NYSED-approved CTE programs are comprised of a minimum of 3.5 units of credit of CTE coursework, inclusive of a ½ unit of credit of Career and Financial Management and incorporate the Career Development and Occupational Studies (CDOS) Learning Standards.
• Program Approval Process
• Approved CTE Programs

SIRS Updates

• Career and Technical Education (CTE)
• CTE Program Intensity: Program intensity is a measure of the student’s progression through their CTE program. Indicate the level of program intensity reached at the end of the school year being reported. Program intensity should be updated when a student has met the criteria to advance, accurately reflecting their status as of reporting.

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SIRS Updates

• Career and Technical Education (CTE)
• Reporting Middle Level CTE: The following course codes should be used to report courses that fulfill the New York State Middle Level CTE Requirement in student course data in SIRS.

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SIRS Updates

• Career and Technical Education (CTE)

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• Reporting Middle Level CTE Courses

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SIRS Updates

• Career and Technical Education (CTE)
• CTE Technical Endorsement (Diploma Type):
• Students who successfully complete a NYSED-approved CTE program of study including passing a minimum of 3.5 CTE credits and passing each part of a 3-part technical assessment (written, demonstration, project components) earn the CTE technical endorsement on their diplomas.
• BOCES and districts must establish procedures that ensure information about successful completers is reflected in the diploma type issued by the school district.
• The CTE technical endorsement is given the highest point value (2) in the calculation of the CCCR Index score. Accurately reporting the number of technical endorsements can raise a school’s CCCR score.

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SIRS Updates

• Science Lab Courses
• Earth (and Space) Science: Use Course Code 03001L to report lab courses associated with courses 03001 and 03008
• Living Environment/Biology: Use Course Code 03051L to report lab courses associated with courses 03050 and 03051

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Unique Identifier Audit System (UIAS)

• UIAS Reports are now available in Level 2
• UIAS Folder: SIRS-701
• Run for school year to get current list of all UIAS inconsistencies
• SIRS-701 Report Guide

Unique Identifier Audit System (UIAS)

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Four Use Cases:

Disappearing Students (DS) False Dropouts (FD)

False Transfers (FT) Simultaneous Enrollments (SE)

Unique Identifier Audit System (UIAS)

Disappearing Students (DS): Students expected to be continuously enrolled in a given location, but with no re-enrollment in that location in the new school year

• DS.01 – Enrolled in different LEA/district: May change exit code to a transfer code, but requires documentation
• DS.02 – Disappearing student: May need to change exit code to a dropout or compulsory age code if never re-enrolled anywhere in NYS (no documentation of transfer). If student enrolled elsewhere and was given new NYSSIS ID, may reconcile/merge to a single NYSSIS ID then change to transfer exit code

Unique Identifier Audit System (UIAS)

False Dropouts (FD): Students exited as dropouts but who may have subsequently re-enrolled → the dropout code may be replaced with a more appropriate exit code

• FD.01 – Current Year False Dropout: Could affect current year accountability and grad rate/cohort reports. May change exit code to a transfer code with documentation or leave dropout code under certain circumstances according to specific rules for particular code cases.
• FD.02 – Cross-Year False Dropout: Could affect current year cohort reports. May change exit code to a transfer code with documentation or leave dropout code under certain circumstances according to specific rules for particular code cases.

Unique Identifier Audit System (UIAS)

False Transfers (FT): Students who were coded as having transferred to a new location but no record they re-enrolled under the requirements for that particular type of transfer

• FT.153 Errors - Transfer within the district OR to an out-of-district placement
• 153.01 – No subsequent enrollment
• 153.02 – Enrolled in different district
• 153.03 – Enrolled in same school in district
• FT.170 Errors -Transfer to another NYS public school outside this district with documentation
• 170.01 – No subsequent enrollment
• 170.02 – Enrolled in same district

Unique Identifier Audit System (UIAS)

False Transfers (FT): Students who were coded as having transferred to a new location but appear not to have re-enrolled under the requirements for that particular type of transfer

• 238 - Transfer to homebound Instruction provided by this district
• 289 - Transfer to approved AHSEP or HSEP program
• 323 - Transfer outside district by court order
• 782 - Entry into a different grade in same school building (also used for PS SwD who remain in same building but transition from PS to school-age status)
• 5927 - Leave a school under NCLB [victim of serious violent Incident]
• 5938 - Leave a NYC community district under NCLB [victim of serious violent Incident]

Unique Identifier Audit System (UIAS)

Simultaneous Enrollments (SE): Students who appear to be inappropriately enrolled in multiple locations

• SE.01 – Concurrent open enrollment
• SE.02 – Concurrent (other) enrollment: This may include False Dropouts or False Transfers that, once the overlapping enrollment dates are resolved, may still need to have entry/exit code changes to prevent them from showing up on a subsequent UIAS SIRS-701 report for those categories.

2024-25 Special Education Reporting

• SE BEDs Day Snapshot (VR 1-9) data due by January 17, 2025 w/certification due by January 21 in the PD Data System
• Cognos Level 1 report and PD Data System up and running
• Fall Data Clean-up sessions through January 10th
• Session schedule available: Link to the Koalendar Calendar
• SE Events for 24-25 (Indicator 11,12 and Non-public referral)
• Events must be reported all year instead of end of year by all districts
• Target dates for SED review every quarter
• Certification due end of Summer (September 2025)

UPK Reporting

• Office of Early Learning has changed how they count UPK students
• Two counts:
• BEDS Day - October 2, 2024
• Child Count Day - March 12, 2025
• SIRS-333 Pre-K Enrollment Summary Report updated to show both dates
• Reporting deadline is June 5, 2025
• Higher count will be used for allocation calculations

UPK Reporting

Reporting FRPL

• September Slides
• Program service codes:
• Free (5817), Reduced (5806), Poverty (0198)
• The percent of FRPL eligible students as of BEDS day is used in state aid allocations and various grants
• First collection is January 2, 2025

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Reporting FRPL

• Direct Certification Matching Process reportedly up to date through September - memo
• re-upload any rosters originally uploaded before October 15, 2024
• utilize the DCMP system on a continual basis throughout the school year to certify additional students as system data is updated continually
• Carryover eligibility changed from 30 days to 60 days
• NYSED has stated explicitly that food service packages must allow the correction (backdating) of eligibility dates
• Working with our Food Service department on Nutrikids and Mosaic

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November Data Admin Tasks

• BEDS IMF due
• Begin to verify SIRS BEDS enrollments including Pre-K for State Aid report with district personnel (Data pulled in Jan.)
• Verify SIRS FRPL (SIRS-323) report with district personnel (Data pulled in Jan.)
• Verify Course and Course Instructor Assignment alignment for Out of Certification report until certification deadline
• Review UIAS report, cleanup errors, reload SMS templates as needed
• Verify Suspensions in the SIRS-111 (School Year Suspension Accountability Report)

Upcoming Dates

• Nov 14*: Staff Snapshot & Staff Assignment Data Due - Preliminary 2024-25 data due. Staff Snapshot must be loaded to SIRS prior to loading any other staff or course data
• Nov 15: BEDS Collection Closes - Last date to complete submission of IMF forms on the IDEx

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

Upcoming Dates

• Nov 28*: Day Calendar, Student Enrollment, Demographic, Program Services, and Attendance preliminary Data Due - All LEAs must report their data for verification in L2RPT and to correct data in source systems.
• Dec 27: EFT Data due - Initial due date of 2024-25 EFT data in the IDEx.

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

Upcoming Dates

• Jan 2*: BEDS Day Enrollment and FRPL Data Due - FRPL, enrollment by grade, district of residence, and supplemental enrollment counts submitted via SIRS are collected for calculating preliminary State Aid allocations. Enrollment counts are used to create the USED EDFacts Directory, the official directory of all schools and districts for federal reporting, as a sampling frame for federal statistical studies, defines the universe for the CRDC, and populates the schools used on the FAFSA.

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

Upcoming Workshops

• Discipline Module User Group - December 4, 9:00 - 11:00
• Level 0 Training Workshop - December 13, 10:00 - 12:00

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• Future SchoolTool User Groups Meetings

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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Attendance Accountability

Attendance Accountability

Attendance Accountability

Attendance Accountability

Attendance Accountability

• n-size will be 20 for subgroups due to moving to single-year measures
• Chronic Absenteeism reports will not be certified but will continue to be populated
• A new Attendance SIRS report will be released - probably no earlier than January to wait for regulatory approval
• accountinfo@nysed.gov