NYS Education Department Webinar for B.O.C.E.S. Staff

1. NYS Education DepartmentWebinar for B.O.C.E.S. Staff Date: August 23, 2012 Time: 1:00 PM – 3:00 PM Phone: 1-866-394-2346 Pass code:908 706  8683# Webinar:http://connect.moric.org/sirsdw/

2. Agenda • Welcome and Introductions • Regulations for the BOCES • Getting Started Checklist • Data Collection Requirements • Data Collection Suggested Timelines • Reference Resources • Questions

3. Regulations for BOCES

4. Why is BOCES now included?

5. Why is BOCES now included?

6. What are the overall collection requirements for BOCES? • All BOCES will participate in the statewide data collection process as it relates to the Federal and State requirements for course data and teacher evaluation data. • BOCES will NOT participate in the data collection process related to accountability for LEAs.

7. How do I get started?

8. Getting Started Checklist • Appoint a BOCES-wide Data Coordinator and Data Team to Understand the scope of data collection requirements and the tools available to help you through the process • Contact your local RIC for assistance. Your RIC has extensive experience in organizing these data and understanding data collection and reporting requirements • Organize your data within your Student Management System and other systems that will be used for collecting data Work with your Vendors to ensure they can meet the collection requirements • Notify your Human Resource office about acquiring a state assigned TEACH ID for all certified professionals, if they have not already done so • Understand reporting and certification requirements

9. 1. Appoint a BOCES-wide Data Coordinator and Data Team • The BOCES-wide Data Coordinator should be responsible for implementing accurate reporting of individual student and other data Become familiar with Student Information Repository System (SIRS) Guidance http://www.p12.nysed.gov/irs/sirs/ • Understand the responsibilities of the Data Coordinator Reporting Student Data in SIRS – page 7 • Understand and become comfortable with the terminology SIRS Acronyms and Definitions • Understanding the data warehouse codes and descriptions SIRS Codes and Descriptions • Understand the scope of data collection requirements and the tools available to assist you throughout the process What is SIRS – page 3 • Understanding the NYSSIS ID NYSSIS User Manual for Statewide Unique Student ID System

10. Who is on my data team? Key Personnel: Clerical Administration Student Systems Special Education Curriculum

11. 2. Contact your local RIC for assistance. • You MUST transmit your data through your RIC consistent with State policies • Data is transmitted in the form of templates: http://www.p12.nysed.gov/irs/sirs/ eScholar templates for SIRS Reporting • Have the Data Coordinator and Data Team work with your RIC contact(s) to: • Guide the team through the roles and responsibilities • Provide you with up-to-date requirements and associated policies • Introduce and train the team in appropriate tools that will cleanse your data extracts and allow you to move data through the levels of the warehouse. • Establish data collection methods and procedures • Provide you with data collection expectations and deadlines • Establish data verification processes and procedures • For reference - RIC contacts can be found at: • http://www.p12.nysed.gov/irs/nystart/tips.html#contax

12. 3. Organize your data within your Student Management System and other systems that will be used for collecting data • Your RIC and SMS vendor(s) will provide guidance for organizing your data • You will be required to report demographic, enrollment, teacher, course, and course/section data from these systems • It is imperative that you keep the SMS information as current and accurate as possible • You will be responsible for extracting (in template format) and reporting data at various times throughout the school year, depending on SED policies and timelines • If you are using multiple SMS systems within the BOCES programs, it is imperative that you assign ONE unique Student ID to each student and assure that unique ID is used in all systems • The same policy applies for Staff IDs. Only ONE unique staff id is allowed per staff member

13. 4. Work with your Human Resource office • Your RIC and Human Resource vendor(s) will provide guidance for organizing your data • You will be required to report staff and staff evaluation rating data from these systems • It is imperative that you keep the Human Resource information as current and accurate as possible • You will be responsible for extracting (in template format) and reporting data at various times throughout the school year, depending on SED policies and timelines • Notify your HR office about acquiring a state assigned TEACH ID for all certified professionals, if they have not already done so • They received previous notification about the availability of the TEACH ID through the SEDDAS Portal • Only ONE unique staff id is allowed per staff member

14. 5. Understand reporting and certification requirements • BOCES will need to certify/verify this data, as it is being used for teacher & principal evaluation purposes http://www.p12.nysed.gov/irs/sirs/ Verifying and Certifying Data in SIRs • All BOCES users authorized to L2RPT reporting will be able to access ALL TSDL information, not just the information within their particular program/virtual location. http://www.p12.nysed.gov/irs/level2reports/home.html • Designated staff will review the statewide L2RPT reports for accuracy and correct data as appropriate • Certification deadlines require the District Superintendent to certify that the submitted data is correct, based on generated reports through L2RPT

15. 2012-13 Data Collection Requirements

16. 2012-13 Required Templates • Student Lite – Student demographic information • School Entry Exit – Student enrollment information (code 0055) • Course – Basiccourse information and state course code • Staff Snapshot – Basicstaff information and TEACH ID • Location Marking Period – Marking period and term • Staff Assignment – Principal information and Virtual Locations • Staff Student Course – Instruction time per teacher per section • Student Class Grade Detail – Final grades and associated information • Staff Evaluation Rating – Evaluation Criteria

17. Sample template • staff student course

18. Virtual Locations • For the purpose of linking programs to principals • Contact your RIC for set-up Principal # 1 Principal #2 Location

19. Virtual Locations con’t Example: 019000BONNNN • 019000 = First six digits of BOCES BEDS code • BO = indicates a BOCES location • NNNN = Last four to be assigned by BOCES. Alphanumeric • Course Location Code = 0001 linked to a virtual location code of 019000BO0001 • Course Location Code = 0002 linked to a virtual location code of 019000BO0002 • Course Location Code = 0003 linked to a virtual location code of 019000BO0003

20. 2012-13 Data Collection Timeline

21. 2012-13 Suggested Timelines to have data available and ready to begin the journey through the levels of the warehouse • Student Lite Fall 2012 • School Entry Exit Fall 2012 • Course Fall 2012 • Staff Snapshot Fall 2012 • Location Marking Period Fall 2012 • Staff Student Course Winter 2012 • Student Class Grade Detail Winter 2013 • Staff Assignment (Principals) Winter 2013 • Staff Evaluation Rating Summer 2013

22. Additional Resources • Ken Wagner memos • http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-CourseDataCollection-final-5-2-11-2.pdf • http://www.p12.nysed.gov/irs/teacher/TSDL-and-RosterVerification-final3-15-12.pdf • SIRS Guidance • http://www.p12.nysed.gov/irs/sirs/ • Collection Requirements for 2012-13 • http://www.p12.nysed.gov/irs/sirs/2012-13/AddDelete.pdf • Annotated Templates for Extracts • http://www.p12.nysed.gov/irs/vendors/2012-13/Templates2012-13.xls • NYS Teacher and Principal Evaluation (purple memo) • http://engageny.org/wp-content/uploads/2012/03/nys-evaluation-plans-guidance-memo.pdf • APPR guidance • http://usny.nysed.gov/rttt/teachers-leaders/fieldguidance.pdf • Comprehensive Course Catalog • http://www.p12.nysed.gov/irs/courseCatalog/home.html • Teach system • http://www.highered.nysed.gov/tcert/teach/ • http://www.p12.nysed.gov/irs/teacher/

23. Questions? For data related issues: dataquest@mail.nysed.gov NYSED IRS Department (518) 474-7965 For questions on Teacher-Leader Evaluation reporting: educatoreval@mail.nysed.gov