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Data Warehouse User Group / Workshop Fall 2013 Agenda

Data Warehouse User Group / Workshop Fall 2013 Agenda. Webpage update/notification Cognos 10 Important Dates Teacher Student Data Linkage (TSDL) L2RPT – Cognos State Reports SIRS – Level 0 Update Reminders – Updates Regents, 3-8, NYSITELL, UIAS. MORIC Data Verification Webpage.

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Data Warehouse User Group / Workshop Fall 2013 Agenda

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  1. Data Warehouse User Group / WorkshopFall 2013Agenda Webpage update/notification Cognos 10 Important Dates Teacher Student Data Linkage (TSDL) L2RPT – Cognos State Reports SIRS – Level 0 Update Reminders – Updates Regents, 3-8, NYSITELL, UIAS

  2. MORIC Data Verification Webpage • http://www.moric.org/ • Select Data Verification on the left hand side of the screen:

  3. MORIC Data Verification notification reminder E-mail datareadiness@moric.org with your District, Name and e-mail address to receive e-mail notifications when something has been updated on the MORIC Data Verification webpage, see sample below:

  4. Cognos 10: State / Local Reports (https://cognos10.moric.org)

  5. Cognos 10: State / Local Reports

  6. 2013-14 Important Dates (see IRS Calendar http://www.p12.nysed.gov/irs/calendar-irs.html) September 30 – NYSAA Administration Period Begins (thru Feb. 7, 2014) • Districts should be sure that eligible students are coded as 0220-Eligible for Alternate Assessment, which comes from your Special ed system. This can be confirmed in Level 0 October 14 - BEDS Verification reports (SIRS-312 thru 316) became available on L2RPT • Certification Dates – TBD (January & April?) November 21 – Target date to load to Level 2: • August 2013 Grads (Demographic & Enrollment) • August Regents/RCT exam scores and item responses (Assessments) • Program service data (including disability, Limited English Proficient (LEP), Free/Reduced Lunch and Poverty, UPK/Pre-K) December 5 – Final date to load to Level 2: August Grads and August Regents (to be included in Grad Rate reports) UPK program code 902 (or 990)(to determine eligibility for mid-year expansion) • Failure to report all UPK students in SIRS may result in a reduction in the districts UPK grant December 19 – Target date to complete VR 1-9 Child count and least restrictive environment data as of BEDS Day. (BEDS Day Snapshot) • Final date to submit is Thursday January 9, 2014.

  7. 2013-14 Important Dates (see IRS Calendar http://www.p12.nysed.gov/irs/calendar-irs.html) • January ? – 1st BEDS Certification due? • January 27 – January Regents & RCT’s begin • January 31 – All 0231 LEP program services reported • In preparation to print NYSESLAT answer sheets. • April – NYSESLAT and 3-8 ELA/Math begin, 2nd BEDS Certification due? • May – NYS 4&8 Science begin • June 3 – Regents Common Core, Regents & RCT’s begin August 7 – Target date to complete all reporting to SIRS, with the exception of VR11, VR12, & VR14. • Final date to submit is Thursday, August 21 (tentative) September 18 – Target date to submit VR11, VR12, & VR14. • Final date to submit is Thursday October 2, 2014 TBA – Staff Evaluation data

  8. 2013-14 Monthly data loads to Level 0 This is a tentative schedule of when we will be exporting data from ALL systems and importing to Level 0 – these should occur during the following weeks: October 21st November 18th (Load Day Calendar, GPA, Location Marking Period) December 16th (Load Course, Staff Snapshot, Staff/Student/Course) January 20th February 17th March 17th April 21st May 26th June – upon request only * July – Loads are done upon request after rollover has been completed All districts must request a final data load to pull data on graduation and student transfers/exits and other end-of-year maintenance Any changes to this schedule will be posted on the MORIC Website, under Data Verification – Announcements

  9. August 2013 Data Updates August 2013 Graduates - Update the student’s Enrollment exit reason, Credential Earned, and Post Graduate Plan in your SMS system by November 15th Verification on L2RPT (Cognos State Reporting) 2012-13 SIRS-201 (Total Cohort - Summary) 2009 4 year Outcome Aug, 2008 5 year Outcome Aug Students are included in Cohort as of June 30, 2013. Graduation rates will be reported as of June and August 2013. August 2013 Regents & RCTs - Update secondary level exams, including date of administration, for all applicable students (including out-of-district students, such as BOCES or other Regional Summer Schools) in your SMS system by November 15th. December 5th - Final date to load to Level 2 to be included in the 12-13 Graduation Rate report as of August 2013. **Please note** A Regents assessment record must be present in order for us to load all Regents scanned item data.

  10. 2013-14 Special Education(email from vesidcar@mail.nysed.gov in early October with details) VR1-9 – Child count and least restrictive environment data as of October 2, 2013 (BEDS Day) - (Target date to complete 12/19/13) Verification Reports available in PD Data system (http://pd.nysed.gov), for a schedule of refreshes: http://www.p12.nysed.gov/sedcar/forms/vr/1314/refresh/refresh_sch_vr1-9.htm Data that are in the Level 2 warehouse as of January 9, 2014 as certified by school districts by January 13, 2014will be final and used in all State aggregations and in Local Education Agency reports. Please note that there will be no additional refreshes to the special education data displayed in these reports after January 13, 2014, with the exception of an approved appeal. There will be an “appeals” period between January 13, 2014 and January 24, 2014. All appeals are due by January 17, 2014. Only for data system issues at the RIC or SED.

  11. 2013-14 Special Education Certifications(http://www.p12.nysed.gov/sedcar/data.htm#references) For consistency, VR certifications will be due the Monday that immediately follows the final date to submit data that is used to populate the corresponding VR report.  VR 1-9 - Thursday January 9, 2014 - final date to submit enrollment, demographic, programs fact and Special Education (BEDS day) Snapshot data; last VR refresh completed and certification due Monday January 13, 2014 VR 13, 15 and 16 - Thursday August 21, 2014 - final date to submit enrollment, demographic, programs fact, Special Education (EOY) Snapshot and assessment fact (COSF) data; last VR refresh completed and certification due Monday August 25, 2014 VR 11, 12, 14 - Thursday October 2, 2014 - will be the final date to submit Special Education Events; last VR refresh completed and certification due Monday October 6, 2014 Number of Days: Indicator 11 for preschool children: Number of Days is the number of calendar days from the date of receipt (in writing) of parent consent to evaluate to the date that the CPSE meeting occurs to discuss evaluation results. The date of receipt of parent consent to evaluate is counted as “day 1.” * Note: VR 10 certification has been discontinued

  12. SED update - BEDS Online • The BEDS Online Application should be available soon… • The paper forms and instructions are available at http://www.p12.nysed.gov/irs/beds/home.html so that districts can begin to record data. • After the online form goes live, districts will have 30 days to complete.

  13. NYSED Level 0 Historical • Level 0 Historical application is currently available for changes prior to the 2012-13 school year (Demo, Enroll, Programs, & non-vendor scored assessments) • These changes however, will not be updated at Level 2 (State Reporting) until the NYSED opens again for Historical • 2012-13 data is not expected to be available for update before January 2014 • Tentative L0Hist Application update schedule • January • Staff Evaluation • Student Class Grade Detail • April • Approved NYS Vendor scored Assessment updates 13

  14. TSDL – Teacher Student Data Linkage • Teacher-Student Roster Verification Report User Guide: • http://www.p12.nysed.gov/irs/teacher/UserGuide.pdf • To receive a file of PINs for teachers, districts must first report appropriate staff, student, and course data to the Student Information Repository System (SIRS). Once these data are reported, a unique PIN will be generated for each teacher reported as assigned to a course section in which students are enrolled. When new teachers are added to the data, a PIN will be generated.

  15. Tips for linking courses – From the FAQ document athttp://www.p12.nysed.gov/irs/courseCatalog/FAQs.pdf • We have a class of 11th grade students who are taking a course named Honors/College English where the curriculum doesn't match their regular 11th grade English course. These students will take the Regents Examination in Comprehensive English in June. Should the Honors/College English course be mapped to the English/Language Arts III state course code (01003)? • Yes. If a course leads to the Regents Examination in Comprehensive English, State course code 01003 must be used. There are no exceptions for coding courses that lead to State exams. It does not matter what the local course is called. If it leads to the Examination in Comprehensive English, course code 01003 must be used. • Note: Students taking AP Courses (i.e. World and US History), that will be taking both the AP and the Regents exam (i.e. Global History) should be mapped to the State Course code for the Regents (i.e. 04052) • Some courses are taught in two parts over two years (e.g., Global History): Part 1 in year one and Part 2 the next year. After the students complete Part 2, they take the State exam. Which course should be linked to the State course code? • Only the year two (Part 2) course should be linked to the State exam. The Part 1 course should not be mapped to the State exam code but should be mapped to the course code that best matches the instruction/curriculum taught.

  16. L2RPT Cognos-State Reports • 2012-13 • Accountability • SIRS-102 Elem/Mid School Accountability Data Verification Report • Updated with “on track/off track” cut points for Performance Levels (fall) • Total Cohort Reports (Refresh until December 6, 2013) • SIRS-201 & 202 • 2012-13 Reports updated for 2008 & 2009 Total Cohorts with August 2013 data • Teacher Performance Evaluation (Refresh until October 18, 2013) • SIRS-317 • T/NT and ISR’swill be refreshed once after summer cleanup files have been updated • SIRS-301&302 and SIRS-501 • 2013-14 – Anticipated Development • Student Stability Report (fall) • Information will now be based on data in SIRS, no longer from BEDS Online • NSC Data – Where are they now (late fall) • BEDS Free and Reduced Price Lunch (FRPL) Report (winter)

  17. L2RPT Cognos-State Reports • 2013-14 – anticipated report availability schedule • October • BEDS (312-314, 316) – available now • Development of new BEDS District of Residence report • December • Accountability Reports (101, 102) • SIRS-101 HS AVR Only (SIRS-201 Elem/Mid AVR April 2014) • Annual Outcomes (SIRS 307-310) • View 2013-14 where applicable (Drops, Graduates, Regents, & RCT’s) • Staff and Course (SIRS 315, 318) • Tested/Not Tested (SIRS 301,302) • Total Cohort Reports (SIRS 201, 202) • SIRS-306 Career and Technical Education Report • By Provider, Subgroups, Program • SIRS-401 Reasonableness Report • Enrollment/Entry/Exit/Grade, Credentials, Race/Ethnicity, Demo, Programs, CTE (Endorsed or not), etc.

  18. SIRS - Level 0 Update by template – 2013-14 • Attendance Codes (L0 Express) • Updated to include collection of ISS (In-school suspension) or OSS (Out-of-school suspension) • Assessment Fact • “Item Description” now “Subtest Identifier” • NYSITELL (NYS Identification Test for English Language Learners) assessments must be reported • See SIRS (http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/2013-14SIRSManual9-0-20130930.doc) Assessment Measure Codes and Descriptions - Test Group “NYSITELL” for details • Regents Common Core ELA & Algebra I – Jun • See SIRS (http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/2013-14SIRSManual9-0-20130930.doc) Assessment Measure Codes and Descriptions - Test Group “Regents” for details • Contact • State Contact ID (availability tbd) and email address are required

  19. SIRS - Level 0 Update by template – 2013-14 • Course (L0 Express) • New State Course Codes • 01003CC - English/Language Arts III (Common Core) • 02052CC - Algebra I (Common Core) • 03051L - Regents Biology Lab, 03101L - Regents Chemistry Lab, 03001L - Regents Earth Science Lab, 03151L - Regents Physics Lab • Note: For 2013-14, any Regents science class, where the lab is scheduled separately from the course, should be linked to a science lab course code (No Student Class Grade Detail is needed for the separate lab course). For other Regents science labs, the lab course codes are optional in 2013-14. • Day Calendar template • For each grade level reported, 1 record for each Instructional/Non Instructional day of the year (365 days or 366 in a leap year) • See SIRS (http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/2013-14SIRSManual9-0-20130930.doc) Day Type Codes for details • Student Credit GPA template(EWIF - Early Warning Indicator Flag)) • Cumulative Credits Earned and GPA to date • Total is required, but optionally reporting by subject available

  20. Level 0 – Day Calendar

  21. Level 0 – Student Credit GPA

  22. SIRS - Level 0 Update by template – 2013-14 • School Entry Exit • Changed 5654 entry to Enrollment in an AHSEP program • There are no longer any approved HSEP programs. • Note: Students in Job Corp Programs on the list of approved AHSEP programs (http://www.p12.nysed.gov/sss/ssae/AltEd/) can be exited with a 289, other Job Corp programs should exit with a 306 or an appropriate dropout code • Changed 085 exit to Earned Commencement Credential • Changed 629 exit to Previously earned Commencement Credential or IEP • Staff Snapshot (L0 Express) New fields (at least one position title required) • Position Title (Teacher Title – TEACHER) • Original Hire and Tenure Date (for Teacher) • Second Position Title (Principal Title – PRINCIPAL) • Second Position Hire and Tenure Date (for Principal) • Staff Student Course • Combination of Course and Section Codes must not exceed 29 characters

  23. Level 0 Express – Staff Snapshot

  24. SIRS - Level 0 Update by template – 2013-14 • Staff Student Course – continued… • Map to State Course code that aligns with the curriculum being taught in the course • Courses that end with a state assessment must be mapped to the applicable state assessment code (See SIRS Codes and Descriptions page 131) • Use of Instructional Responsibility weight in 2013-14 is yet to be determined by TLE • Student Class Grade Detail • Requirement for a Numeric score for secondary students that complete a course has been modified to accept an “Alpha” or “Numeric” score • Combination of Course and Section Codes must not exceed 29 characters • District of responsibility must report a Student Class Grade Detail record for any student who earns graduation credit during summer school, even if the district does not provide the course instruction for the summer school course. • Student Daily Attendance(EWIF) • Updated to include collection of ISS (In-school suspension) or OSS (Out-of-school suspension) • Note: Student could be Absent/Tardy and ISS on the same day

  25. Level 0 – Student Daily Attendance

  26. SIRS - Level 0 Update by template – 2013-14 • Student Lite • Credentials • 119 – Career Development & Occupational Studies Commencement Credential • 136 – Skills and Achievement Commencement Credential • Only valid if earned in 2012-13 and prior • 085 – IEP Diploma • District Code of Residence • New • NY212101 – Central Valley CSD at Ilion-Mohawk • NY271201 – Oppenheim-Ephratah-St Johnsville CSD • Only valid for 2012-13 and prior • NY210501 – Ilion, NY210502 – Mohawk, NY171001 – Oppenheim Ephratah, NY271102 – St Johnsville • Any “out of district placements” to schools within the new districts will need a new local location code • Home Language Code • HRV – Croatian • PER – Persian • SRN – Sranan Tongo • ZZA - Zazaki

  27. Important Reminders • Be sure your data is loaded to Level 2 Monthly • Your data does not move to Level 2 unless you request it or you get notification that we have loaded it (if it is error free) • UIAS reports • Deadlines • State ed pulls of data for LEP, testing, etc • Check your data – esp. Programs and Assessments. 2 ways… • Level 0 Reports, Program Fact, Category Breakdown • @ Level 2, L2RPT (Cognos State reports), Reasonableness Report • Program Services sheet – on FTP • Close out PS from previous year if applicable – for example: • UPK • LEP • CTE • Homeless • Don’t hesitate to call us with questions!

  28. Level 0 – Dashboard Report

  29. L2RPT – Cognos State Reports - Reasonableness

  30. Important Reminders • Student Class Grade Detail: • Credit Recovery: Y or N • Used to indicate if the course was taken for credit recovery • Term Code S: Summer School • use only for classes that occur during summer school term when graduation credit is earned • Online Classes • Information can be found in the APPR Guidance, Q. M33: http://www.engageny.org/sites/default/files/resource/attachments/appr-field-guidance.pdf M33. How should I report online courses used to grant high school credit? NYSED regulations require the granting district to ensure that instruction in online/blended learning courses in which students earn high school credits used toward graduation requirements be provided by or under the direction and/or supervision of a teacher certified in the subject area of instruction. Such courses must provide regular and substantive interaction between students taking the course and the certified teacher. Refer to Section 100.5(d)(10) of the Regulations of the Commissioner of Education to ensure any online courses you report meet all other requirements…. For the purposes of APPR and TSDL, a teacher providing instruction or directing/supervising instruction would be the Teacher of Record. Districts, BOCES, and charter schools responsible for teachers serving in this role should report them with Staff Student Course records linking them to the students they are assigned to instruct or supervise.

  31. Homebound (Home-Tutored) StudentsSIRS Manual – Pg. 43-44 • Homebound students (also known as home-tutored students) fall into two categories: • a) students who remain enrolled in a school but are provided temporary instruction in the home • Must be reported with the BEDS code of the school in which the student is officially enrolled as their location code. • b) students who are unable to attend school for the remainder of the school year because of a physical, mental, or emotional illness or injury substantiated by a licensed physician or, for students with disabilities, are placed in homebound instruction by the CSE and are instructed at home or in a hospital by a tutor provided by the district of responsibility. • Must be reported with the first eight digits of their district code followed by 0777 as their building of location code. (See SIRS Manual - Table of Reporting Responsibility for School-Age Students.)

  32. Regents & 3-8 Testing • Clean-up from 12-13 (3-8 ELA/Math only) • Missing scores/admin errors will be refreshed in L2RPT(ISR’s and Tested/Not Tested) in the next following weeks • August 2013 Regents Missing Scores and Discrepancy Reports will be available in November • DDC and Principal will receive e-mail • Reminder about ordering Jan Regents • Booklets from SED (order through NYSED Business Portal, Exam Request System) • Due Friday, November 8th • Answer sheets order through RIC • Order form will be sent to building Principals in early December • Data pulls for 3-8 • We will use data from the Feb 17th Monthly data load to pre-print answer sheets • Please be sure your data is up-to-date before February break

  33. UIAS – Unique ID Audit SystemMonthly Reports • Release for 13-14 school year – Anticipated for December or January • Disappearing Students: expected to be continuously enrolled in a given location based on the past year enrollment record, but with no apparent re-enrollment in that location in the new school year; • False Dropouts: students exited as dropouts but who may have re-enrolled in a new location; • False Transfers: students who were to have transferred to a new location but appear not to have been enrolled elsewhere; • 2 reports – Current Year and Across Years • Simultaneous Enrollments: students who appear to be inappropriately enrolled in multiple locations. • UIAS Resources and Information • http://www.p12.nysed.gov/irs/uias/home.html

  34. NYSITELL Effective February 1, 2014, a new State test, the New York State Identification Test for English Language Learners (NYSITELL) will take the place of the LAB–R test currently used for the statewide identification of ELLs. NYSITELL will be based on, and be similar to, the New York State English as a Second Language Achievement Test (NYSESLAT), but abbreviated in length. The NYSITELL will replace the Language Assessment Battery–Revised (LAB–R) as the approved means of initially identifying ELLs in New York State Any schools that have unused LAB–R materials remaining from the 2012–13 school year may use them until January 31, 2014. Schools that have some LAB–R materials remaining from 2012–13, but not enough for the fall semester of the 2013–14 school year are authorized to make photocopies of these materials for the administration of this test to students and/or for training school personnel in the administration of this test. Ordering Materials Instructions for school administrators on the ordering of NYSITELL materials via the Department’s online exam request portal will be provided through email by November 1. Schools that submit a request for NYSITELL by November 30, 2013 can expect to receive delivery of the materials the week of January 27, 2014. NYSITELL Results will be collected for the Data Warehouse.

  35. 2014-15 Anticipated Data Collection PMF (Personnel Master File) information Credential Earned template Multiple credentials being reported during the same school year Additional Common Core Regents Exams

  36. Spring 2014 DW User Group/Workshops • March 10, 2014 – Herkimer BOCES • March 11, 2014 – Oneida BOCES • March 18, 2014 – Jefferson-Lewis BOCES • March 19, 2014 – Madison-Oneida BOCES/Costello Center

  37. MORIC Contact Information(315) 361-2700; 1-866-98MORIC (1-866-986-6742) • Data Analysis Services contact: • Deb  Duffy, Team Leader: Data Analysis & Verification    dduffy@moric.org • Sara Mathers, Team Leader: Data Analysis & Verification smathers@moric.org • Data Readiness/Verification - Data Warehouse • Level 0 • Level 0 Historical • L2RPT (Cognos – State Reporting) • New York State Assessments • NYSSIS Unique IDs • Regents Scanning / ASAP (Assessment Scoring & Analysis Program) • Contact Data Readiness Support datareadiness@moric.org • Sally Zielasko, Chris Urich, Danielle Polisse, Brenda Heigl, Katie Duell

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