THE NEW YORK CITY DEPARTMENT OF EDUCATION

1. THE NEW YORK CITY DEPARTMENT OF EDUCATION ATS Data Overview

2. Data Management • School data is vital for improving student learning and for compliance purposes • Inaccurate data compromises our ability to improve student learning and may lead to less favorable school accountability outcomes • The Data Specialist is expected to become familiar with ATS, CAP, and HSST reports and functions in order to help maintain the integrity of our data

3. ATS Portal - http://portal.nycboe.net/sites/FinanceAdmin/DIIT/AppDev/ATS/ Main Menu

4. ATS Wiki - http://wiki.dev.doe.local/display/ATSWiki Main Menu

5. Managing Our Data – School Status Reports • Each function provides areas where likely changes or corrections can be made

6. ATS STAT SCREEN

7. Overview of The Data Stored in ATS • Student data categories • Biographical • Adult • Exam • Attendance • Health • Marks • Transportation

8. ATS PRIMARY MENU

9. NYC ID# First Name Last Name Address Date of Birth Place of Birth Gender School Phone Number Ethnicity (Indicator Field) Immunization Status Meal Code Gifted ESL Off. Class LEP AIDP Grade Code Speech Services Funded Programs Grade Level Temporary Housing Chapter 53 Off. Room Physically Challenged Special Education Bilingual Resource Room Managing Our Data – Biographical • The biographical data includes the following fields: • There are many other fields available for the storage of student biographical data. An indicator field is usually a one character field that can be used to print reports of students with the same indicator designation

10. STUDENT INDICATORS

11. FIRST TIME ADMIT SCREEN

12. ATS BIO UPDATE SCREEN

13. Name Address Home Phone Work Phone Authority Code Employer Address Relationship Code Managing Our Data – Adult • The related adult data includes the following fields: • There are many other fields available for the storage of adult data. Up to 12 adults in relationship to the student may be input (e.g., mother, father, aunt, uncle, baby sitter, etc.)

14. UPDATE ADULT INFORMATION

15. Exam Name Exam Season NCE Score Exam Description Exam Year Percentile Scale Score Exam Grade Exam Form Raw Score Managing Our Data – Exam • The exam data includes the following fields : • The exam data is sent to ATS by the Office of Accountability after the test grids are scanned. • The exam data that is available on ATS is for inquiry only! It may NOT be input or changed at the school or district level.

16. EXAMINATION SCORES

17. Managing Our Data – Attendance • Attendance data is stored twice daily for each student, even in schools where attendance is taken once a day • Students are marked absent, late or released (e.g., clerical half-day) • Reason codes should be entered to explain student attendance/absence.

18. STUDENT ATTENDANCE

19. INDIVIDUAL STUDENT ATTENDANCE

20. ATTENDANCE – PREVIOUS TERMS

21. Calc. Immunization Status Warning Date Exclusion Date Immunization Type Exemption Code Exemption Date Follow-up Date TB Status Admit Immunization Status TB Immunization Types Chest X-Ray Date Immunization Dates Managing Our Data – Health • Health data includes the following fields:

22. IMMUNIZATION DATA

23. Course Codes Teacher's Name Subject Marks Exam Marks Teacher Comments Major Status Minor Status Promotional Requirements School Message Managing Our Data – Marks Data • Report card marks data includes the following fields:

24. MARKS DATA – MIDDLE SCHOOL

25. Transportation Status Distance Code Line Number Metro Card No. Eligibility Bus Stop Handicap Code Pick-up Time Drop-off Time Vendor Code Managing Our Data – Transportation • Transportation data includes the following fields : • Note that the field lists are partial lists and don't include all of the data fields that are contained in the ATS system. Other fields do appear in the various ATS reports and on ATS data entry screens.

26. TRANSPORTATION DATA

27. What Does Clean Mean? • It is important that school staff have an understanding of what the data mean and how it is used for state and city accountability • “Clean” refers to data in the source systems that have been reviewed by school personnel and is consistent with the documentation on file at the school • Areas to be aware of includes: LEP (ELL) Status, Ethnic Code, Grade 9 Entry, Grade Levels, OSIS duplication, Exam Errors, Cohort

28. Data Fields To Be Monitored

29. Standards and Guidelines • In maintaining the integrity of the data in the source systems, standard procedures for changing/editing information in DOE systems must be followed • The following screens provide a summary of the Guidelines and Standard Procedures governing the changes

30. Managing Our Data - Student Name • Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form

31. Managing Our Data - Student Address • Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form

32. Managing Our Data - Gender • Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form

33. Managing Our Data - Ethnic Code • To change a missing code or ethnic code (6) use the UPEC function in ATS. To change an incorrect ethnic code fax PSE form to (718) 935-5874/5192 If the parent/guardian continues to refuse to sign the form the school can populate based on a visual observation of the student

34. TABLE DISPLAY

35. Managing Our Data - Meal Code • Using the Application for Free & Reduced Price Meals on file in the school updated via the BIOU screen in ATS

36. ENTERING / UPDATING MEAL CODES

37. Managing Our Data - Date of Birth • A copy of the student’s birth certificate with student name and OSIS faxed to DIIT – (718) 935-5874/5192

38. Managing Our Data - Admit Date • Updates using the ATS request form found online at – http://www.nycboe.net/adminorg/Divisions/diit/ats/requests/ • This is the most recent date the student entered the current school

39. Managing Our Data - Grade Code • Updated by school personnel using the SIGT function in ATS

40. Managing Our Data - Grade Level • Updated by school personnel using the SIGT function in ATS

41. Managing Our Data - Home Language • Updated using the Home Language Identification Survey (HLIS) signed by parent/guardian upon admission via the BIOU screen in ATS

42. Managing Our Data - LEP/ELL • To request changes, schools submit request to Office of Accountability for review and resolution

43. Managing Our Data - LAB-R Decision • To request changes, schools submit request to Office of Accountability for review and resolution

44. Managing Our Data - NYSESLAT • To request changes, schools submit request to Office of Accountability for review and resolution

45. Managing Our Data - Years of SCVS • To request changes, schools submit request to Office of Accountability for review and resolution

46. Managing Our Data - Cohort Year • To request changes, schools submit request to Office of Accountability for review and resolution Ungraded students are placed in a cohort based on their AGE. Students with a GED grade code, such as 442 are placed in a cohort following their matriculation from middle school (eighth grade)

47. Managing Our Data - CAP REC PGM • Contact CAP/CSE Office

48. Managing Our Data - Test Scores • Check ATS exam-error screen for missing inaccuracies, and follow ATS procedures to correct. If score is missing contact Office of Accountability.

49. Monitoring The Data • The school data specialist monitors the accuracy of the data entered by the school data management team using reports in ATS/HSST/CAP • Suggested timetable • Beginning of the School Year • Daily • Weekly • Monthly • End of the school year • Ad hoc, as required

50. Managing Our Data – Timetable • Beginning of Year Reports – ATS