What is the Data Warehouse?

1. What is the Data Warehouse?

2. The Region Serviced by the NERIC

3. Agenda • Overview of the Data Warehouse • Role of the CIO • NYSSIS • Template overview • Level 0 • GrowNet • Testing

4. What is a Data Warehouse? • A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations. • Captures data required by the state for reporting and accountability purposes (e.g., NCLB), and also assorted data as deemed appropriate at the regional level.

5. Impact of the Data Warehouse • Allows for the merging of data sets and data sources that are otherwise difficult to combine or compare • Conduct longitudinal analysis of students and programs • Compare different performance indicators • Generate ALL testing information from records submitted to the Data Warehouse • District accountability will be determined based on Data Warehouse info • Data collected on a monthly basis

6. New Terminology • Level 0/Toolkit • Level 1 • Level 1C (container) • Level 2 • Level 3 • NYSSIS • eScholar • nySTART/GrowNet • Data Mentor • Location Codes • Templates: • Demographic • Enrollment • Program Services • Assessments • Source Systems

7. NERIC SCT Broome MORIC CNYRIC District 1 Syracuse District 2 MHRIC District 3 Yonkers StatewideData Warehouse Monroe LHRIC District 1 WFL Level2 Nassau District 2 Rochester StatewideReports Service District 3 Suffolk WNYRIC Buffalo Statewide Repository NYC Level 3 Student ID System NYSSIS Level 1

8. Documentation • Data Dictionary • Guidelines for Extracts • Policy Manual • NYSSIS User Manual • Level 0 help • http://dw.neric.org

9. Data Warehouse – District Role • Establish CIOs • Create District level data teams • Submit various Student information • Resolve NYSSIS “Near Matches”

10. Chief Information Officer • Point person to interact with RIC Data Warehouse Staff • Should not be in addition to another full time job • Lead District Team to manage, maintain and provide quality data • Have authority to make executive decisions related to the collection, maintenance, dissemination and utilization of data • Understand the established standards • Understand verification reports and other analyses of data • Possess some level of technical skill

11. Who is on the district data team? • Key Personnel: • Clerical • School Administration • Student Systems • Special Education • Guidance • Curriculum • Data Coordination (LEAP, STEP) • Testing Coordinator • Reading First staff (where applicable)

12. Source Systems • What kinds of data does your district collect? • Do you store all the required data elements? • What student management systems are used in your school or district? • Where are the data stored? • Who has access to the data? • How will you get it in the proper format required for the warehouse? • How will you get the data to the warehouse?

13. “Old habits die hard” • At this point, the data warehouse is as much, if not more about culture change than it is about being a data repository • It is forcing districts to look at their data, and their processes in ways they never had to in the past • It is also forcing district personnel to be very accurate with coding, classifying, and enrolling students • It has led to countless enrollment and accountability questions (I.e. homeschoolers, homebound, out of district, GED, ungraded (testing), etc.)

14. Experience Helps • Years behind us • Many more changes ahead

15. Why am I doing all of this anyway?

16. What is behind it all? • NYS History • No Child Left Behind • The desire to improve instruction.

17. A Brief History • Pre-2001 –Business trade magazines develop crude “School Report Cards” as part of an overview of communities. Districts and eventually the State catch wind of this and begin to use report cards for further data collection and analysis. More and more data elements are added to these report cards over time. The press starts to broadcast the results and suddenly the report cards take on new meaning. Nobody wants to be on the “bad schools” list.

18. A Brief History • 2001 – NYS implements a statewide system of School Accountability for Student Success ( SASS). Schools that do not make adequate yearly progress based on standards and assessments put in place by NYS will receive a School Under Registration Review ( SURR) status. This data driven system establishes a framework for accountability.

19. A Brief History • 2001- President Bush announces HR 1 or the No Child left Behind act. NCLB requires states, districts, and schools to ensure that all students demonstrate proficiency in math and reading/language arts by 2013-2014. Schools must demonstrate adequate yearly progress toward achieving the proficiency goals set by the state for each student subgroup. If any subgroup fails to meet the adequate yearly progress target, the entire school fails to make adequate yearly progress. Schools that receive Title I funds and fail to achieve adequate yearly progress for two consecutive years will be identified as in need of improvement. These schools and schools that continue to fail to demonstrate adequate yearly progress are subject to multiple requirements and sanctions. http://www.ncacasi.org/documents/nclb

20. A Brief History • 2002-2003 – NYS implements NCLB accountability and testing. Starts to collect data through LEAP and STEP to help ease the burden of data collection and to provide analysis tools • 2004 – Introduction to the creation of a State Wide Data Repository for student data and the establishment of unique student identifiers (NYSSIS)

21. A Brief History • 2005-06 – Start of use of the State Wide Repository System ( Data Warehouse) to collect K-8 data. Also, the establishment of NYSTART, a state wide reporting tool for individual and aggregate assessment data. • 2006-07 – Collection of K-12 data in Data Repository for all NCLB reporting requirements.

22. So what does this give you? • Longitudinal data • Records of strengths and weaknesses from the student level to the district level • The ability to use this data for student improvement.

23. NYSSIS • New York State Student Identification System • Unique 10 digit identifier • Statewide

24. NYSSIS • Relies on a standard “student identification data set” of 23 elements • This “data set” is taken from the Demographic template • Data is submitted through the NERIC (level 1) data warehouse and ID is returned to the warehouse • NYSSIS Matching engine uses clues and rules to match students to existing ID • Three choices: • Match • New ID • Near match • Human review for less than 1%

25. How Do I Resolve a Near Match?

26. Steps: • Go to https://ws04.nyenet.state.ny.us/ which can be found on the LINKS page of our website, http://dw.neric.org. • Click on Access My Account

27. Steps: • Enter your username and password

28. Steps: • Click NYSIS Access

29. Resolving a Near Match • From this screen, click the Queue button

30. These are the Near Matches • Click on Candidates next to each name

31. Opens with your data • Date submitted to NYSSIS • Student to Compare to • Click Compare

32. Your Data Data you are comparing to • Record to compare with.

33. After comparing all information and doing any necessary research, if they are the same student, click Confirm Match at the bottom of the screen.

34. Click on New Student • If it is not the same student but a New Student, click Return to get to the previous screen.

35. Important… • It is important that you research these situations carefully and thoroughly. • Use all the data provided to make your decisions. You might have to contact other districts. • The process of splitting two unique students from the same ID or removing one ID from a student that was given two is complicated.

36. Once you click either Confirm Match or New Student, you will confirm by clicking Yes.

37. Match Confirmed, ID assigned. Click Return to Queue

38. What are Location Codes?

39. Location codes: • Are numbers/letters created by you • Can be UP TO 6 numbers or letters • Should be named specifically

40. Location Codes: • Represent the BEDS code of the school building or BOCES • Ex: the location code of 42 represents your HS whose BEDS code is 123456789012 • Show where each student is enrolled • Distinguish between different entities

41. How Do I Create Location Codes?

42. Download the Location Code Key from our website http://dw.neric.org

43. It will look like this:

44. How to fill out the form • Erase all the sample data • In the first column, put your Location Code • In the second column, put the specific name of the location • If the location is a BOCES classroom in a public school, you may want to identify the name as “BOCES – Main Street HS”, or something to that effect • In the third column, put the BEDS code of the location • For BOCES locations, always use the generic BOCES BEDS code

45. What to do next? • Save the file with your District in the file name • Email the file to datawarehouse@gw.neric.org • Put your District name in the title of the email (e.g., “YourDistrict Location code update”)

46. Tips • Only send Additions – do not send your whole list of location codes. • Look for BEDS codes at http://portal.nysed.gov/pls/pref/SED.sed_inst_qry_vw$.startup • DO NOT USE feeding sites or inactive codes from this site.

47. Tips cont.. • You must use Building level BEDS codes except for BOCES and BOCES classrooms. • BOCES and BOCES Classrooms must use the district level BOCES code. (ex: 019000000000) • If you have more than one location in the same BOCES region, you must designate one of the locations as the PRIMARY location and the others as the SECONDARY locations.

48. What? • For example: If you have 3 out-of-district placements and all of them are in the Cap Region BOCES, you would designate one of them as the Primary (think first, not elementary) code. The others you would mark Secondary (think second, not high school). It would look like this:

49. RULES • NEVER CHANGE LOCATION CODES • BE CONSISTENT WITH YOUR NAMING CONVENTIONS • NEVER CHANGE LOCATION CODES

50. What to expect • You should see your new location codes in Level 0 by the next day if there are no concerns with your file. • Please submit files before 3:30 for that to happen. • You can find them easily in Level 0 in any of the three areas ( Demo, Enroll, or PS) under Location code.