Current SED Initiativesin Student Data

Tom Ruller

NYS Education Department

Current approach/Constraints

• PC based systems used for data collection and reporting

• Use school code plus local ID– Works well until the child moves

• Cannot use SSN• Strong local control with a diversity of local

information systems• Respect for well developed systems at the local

level, including NYC DOE, with 1.2 million students.

Student IDStatewide Data

StandardsData Readiness/CIO

Statewide DataRepository

Core Reports

InstructionalResources

Statewide Data Standards

• Builds on the LEAP/STEP data standards

• Developed by districts, BOCES, RICs, SED

• Provides– Data definition– Business Rules and Codes– Mappings

• Planned for end of January 2005

Data Readiness/CIO

• District Data Administrator or CIO

• Quality of information in local district management systems is critical

• Use statewide data standards to guide local data practices

• CIO’s Role– Understand standards– Manage and maintain

quality of local systems– Interact with RIC

warehouse staff for uploads

– Understand verification reports and other analyses of data

RIC Data Warehouse

Statewide Warehouse

SED

District Systems (SMS, lunch, Part 200, etc.)

Reports and Data Analysis

• 3-8 Score Reporting– Web based

– Capable of producing printed reports

– Multiple levels of aggregation

– Multiple factors

– Basic ad-hoc capability

– Currently out for bid

• Other Reporting– Web based

– Verification reports and analysis for state/federal reporting

– More ad-hoc capability for districts

– Still a role for BOCES and RICs for detailed analysis and planning

NYCBuffalo

WNYRIC

Rochester

WFL

Monroe

Syracuse

CNYRICMORIC

Suffolk

Nassau

LHRIC

Yonkers

MHRIC

NERIC

Level 1

BroomeSCT

Statewide Data

Warehouse

Statewide Repository

District 1

District 2

District 3

District 1

District 2

District 3

Level 2

Level 3

Statewide ReportsService

NYSSIS

Instructional Resources

Key Dates

• RIC Data Warehouses– Currently operational

• Statewide Warehouse– Summer 2005

• 3-8 Score Reporting Tools– January 2006

• Other Reporting Tools– December 2005

• State Reporting Dates– LEAP/STEP - August

2005

– PD - December 2005

– Data Warehouse• STEP/LEAP 2006

• BEDS Trial 2006

• BEDS 2007

NYS Unique ID System

• Relies on a standard “student identification data set”

• Data is submitted through regional student data warehouses and ID is returned to the warehouse.

• 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%

Security and Confidentiality

• NYSED will not have access to any personally identifiable information. This information is available only to school districts.

Student IDData Set

NYSSIS

Near MatchResolution

State ID

Local SMS

eScholarData

Warehouse

Student ID Data Set• First Name, Middle Name, Last Name

• Guardian Name(s)

• DOB

• Native Language

• Birthplace

• Date of first polio immunization

• Gender

• Ethnicity

• Address

• Date of first entry to grade 9

• Local student ID

Getting an ID

• Bulk submission– Extract the “student lite” data from SMS to the data

warehouse.

– RIC submits a file containing the student ID data set for each student

– Submit via secure FTP

– Automatic processing of files each night

– Tested on 300,000 record file

– Required only for “new” students

ID Assignment

• ID is returned via a delimited file

• File contains NYS Student ID and Local ID

• File is sent back to RIC or school district

• 8765432109|32908

State ID

Local ID

“Near Match Resolution”

• System cannot automatically resolve all requests for Ids

• Human review is required for those records that cannot be automatically matched

• School district personnel will receive training in “resolving the queue” of unmatched records

Key Dates for Unique ID

• Testing completed in July 2004

• Currently working to assign IDs to records in RIC warehouses

• Use ID on LEAP and STEP data collection for 2004/05 school year

• Use ID for all students in Grades 3-12 in school year 2005/06

• ID will be used as part of new GR 3-8 assessment program

• Require IDs for all students in 2006-07 school year

Overall Timeline

Contact

Thomas RullerProject ManagerNew York State Education DepartmentRoom 573 EBAAlbany, NY 12234truller@mail.nysed.gov(518) 474-5561http://www.emsc.nysed.gov/nysstudents