NYS Education Department Vendor Meeting

1. NYS Education DepartmentVendor Meeting Date: February 24, 2012 Time: 11:00 AM – 1:00 PM Phone: 1-866-394-2346 Pass code: 445 260 6034# Webinar:http://connect.moric.org/vendormeeting/

2. Agenda • 2012-13 data collection requirements • 2011-12 update and quick review • Reference Resources • Questions

3. 2012-13 New Data Collection Requirements Overview • Daily Attendance & tardy (negative only – local AND State codes for: excused [E], unexcused [U], tardy [T]) • Student/Adult contact for educational information – (student contact template) • Principal/Student/Course linkage • Full set of course codes (local and State codes) • BOCES required to report course/teacher/evaluation data • Hire date and Exit date (fields 33 and 36 of staff snapshot) • Tenure date (field 34 of staff snapshot)

4. 2012-13 Data Collection • Reminder to have a placeholder in the SMS for Alternate Student ID (NYSSIS ID) • To be used for reporting to Higher Education (transcripts, etc) • Provide a placeholder in the SMS for Adult ID • To be used as a statewide Adult ID • New data collection requirements for existing templates: • School Entry Exit • 0033 -Entry Enrollment codefor part-time students pursuing a HS diploma • Programs Fact • New Program Service Codes: • 1232 - SIFE (Students with Interrupted Formal Education) • 4015 - indication of student’s participation in STEP (Higher Ed) • 4004 -indication of student’s participation in Liberty Partnership Program (Higher Ed) • New program service ending reason code: • 680 - Leave CTE with the intention of continuing later - to identify students who plan to continue the program, but may be skipping a semester or a year. • Remove: • Eliminate Program Type Code for Title II - TPREP. CTE Program Type code will be used for all records. (participation info code).

5. 2012-13 Data Collection • Student Class Grade Detail • Added a new value to Class Detail Outcome Code options • “N”=Non-complete code. This code will be used on any record where it is necessary to identify that the student did not complete the course for any reason (including “drop” or “incomplete”). • Staff Snapshot • Collection of Teacher information for Original Hire Date; Exit Date; Tenure Date • Assessment Fact • No longer report testing modifications in field: Assessment Modification Code • NEW - Student Daily Attendance • Used to collect negative daily attendance for : (E)xcused, (U)nExcused, (T)ardy • NEW - Student Contact • Used to collect adult contact information for those adults who are authorized to view educational records for a student

6. Review 2011-12 Timelines Updates Questions/Clarifications

7. 2011-12 Timelines • Extracts for the following templates should be made available by: • Staff Student Course February 2012 • Student Class Grades Detail February 2012 • Assessment Acc Mod Fact April 2012 • Staff Evaluation Rating May 2012

8. 2011-12 Review and Updates • All NYS eScholar Templates • When eScholar adds fields in their annual release to templates that NYS already uses, vendors should make it a practice to add those additional fields (unpopulated) to their extracts, even if NYS does not require the fields • Assessment Acc Mod Fact template • Must be used to collect all testing accommodations administered after January 2012. • Mainly impacts Regents Competency Test (RCT) reporting • .Staff Evaluation Rating template • Each staff person reported must have 4 evaluation records • Local; State; Other; and 1 Overall Composite Score • Introduction of an additional field to collect an Alternate Staff ID • New field added as the last field in the template • This field will be used to collect the statewide TEACH ID • Note: The TEACH ID can also be used as the local Staff ID field, if desired.

9. 2011-12 Clarifications / Questions: • Staff Student Course: When a course completes in January, calculate the minutes as of January. When a course completes in June, calculate the minutes as of June. Minutes are calculated up to, but not including, the Reporting Date, regardless of when the extract is created. • If a student takes both a January and June Regents exam, how are the instructional minutes reported? For 2011-12, calculate the minutes up to the beginning of the June Regents testing date. No policy decision has been made for 2012-13 on whether or not both a January and a June record will be required. • How should 8th grade students who enrolled in an Integrated Algebra course be reported? Students in grade 8 who are enrolled in an Integrated Algebra course should be reported in the Integrated Algebra course. However, there must be a Staff Student Course record reflecting the instructional minutes up to the Math 8 assessment date. (Please refer to item L28 in the APPR Guidance which indicates that Staff Student Course information be based on the Math 8 Assessment Reporting Date.) • What is the status of the policy on the Exclude From Evaluation Indicator? Please refer to item L14 in the APPR guidance. This indicator is still under review and will not be used in the 2011-12 data collection year. • For the 2011-12 School Year populate this field with “N”. • How should I calculate minutes for courses where period attendance is not taken? Please refer to items L19, L20, L21 in the APPR Guidance. These items provide suggestions for determining appropriate minutes.

10. 2011-12 Clarifications / Questions: • How is a class with multiple-meeting times reported?  (If a class was set to meet period 1 on A day, period 2 on B day, period 3 on C day, etc .) This class should be reported as one teacher/course/section combination if the teacher is the same for all session days. Calculations for attendance, enrollment, and duration should be a sum of all session days the class meets. If the teacher changes, an additional record would be generated. • For specific business rules for the required NYS templates please refer to:http://www.p12.nysed.gov/irs/vendors/validation-rules.htmlThe business rules for the Assessment Mod Fact template (testing accommodations) will be added to this document by March 15th.

11. Resources • Ken Wagner May 2010 memo • http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-CourseDataCollection-final-5-2-11-2.pdf • Collection Requirements for 2011-12 • http://www.p12.nysed.gov/irs/sirs/2011-12/AddDelete.pdf • SIRS Guidance • http://www.p12.nysed.gov/irs/sirs/ • http://www.p12.nysed.gov/irs/sirs/2011-12/2011-12SIRSGuidance/NEWER/TeacherCourseReportingRules20111017.doc • Annotated Templates for Extracts • http://www.p12.nysed.gov/irs/vendors/2011-12/Templates2011-12.xls • APPR guidance • http://usny.nysed.gov/rttt/teachers-leaders/fieldguidance.pdf

12. Questions? dataquest@mail.nysed.gov NYSED IRS Department (518) 474-7965