Data Warehouse/State Reporting

October 21, 2016 1

Minor Change in Agenda 1. Staff Evaluations for APPR

• Reporting Original and Transition Scores • Take a look at SIRS 325 for Verification

2. SMS Updates 3. August Grads

• Level 0 Reporting • L2RPT Verification Reports

4. Level 0 • Updates • Do’s and Don'ts

5. ePMF / TAA • Reporting teachers and nonteaching staff • new Token process

6. NYSED Updates 7. Timelines and Deadlines

APPR Staff Evaluations

HEDI

Highly Effective

Effective

Developing

Ineffective

Original Scores are Still Reported for All Educators

• There is no change in rules or procedures from last year in reporting original scores.

• Districts must report all 3 original sub scores plus the overall composite score for all teachers and principals:

o State 20 + Local 20 + Other 60 = Overall Composite HEDI

4

Transition Scores Review

• Not every educator needs a transition score.

• Only those teachers and principals whose original evaluation scores were based on the NYS grades 3-8 ELA/Math assessments need Transition Scores.

• When reporting Transition Scores, DO NOT report any subcomponent that is based on the NYS Assessments

Common Errors In “Other” Score Ranges

Every district determines these ranges separately.

Reporting Transition Scores Ex 1

If the Original State 20 score was based on the assessment, then you would NOT report a TSTATE 20 score. You would report the 4 Original scores and 3 Transition scores for this educator (You would report 7 scores in total).

Original Scores

• State 20 + Local 20 + Other 60 = Overall Composite HEDI

Transition Scores

• TLocal 20 + TOther 60 = TOverall Composite HEDI

Reporting Transition Scores Ex 2

If the State 20 score and Local 20 score was based on the Assessments, then you would NOT report a TSTATE or a TLOCAL score. You would be report 4 Original scores and 2 Transition scores for this educator (You would report 6 scores in total).

Original Scores

• State 20 + Local 20 + Other 60 = Overall Composite HEDI

Transition Scores

• TOther 60 = TOverall Composite HEDI

Questions?

• About reporting or calculating original scores and transition scores???

Data Verification for Staff Evals

There is a new Report on L2RPT called SIRS-325.

• Use this report to verify 2015-16 and future years of Staff Evaluation Ratings.

• The old SIRS-317 is still available, but don’t use it for 2015-16. It does not have the Transition Scores.

Use SIRS-317 to reference 2011-12 through 2014-15

SIRS-325 Staff Evaluations

1. Who is entitled to this report and to this information?

2. Check the Total Number of Educators Counts.

3. Look at the Rating column and be sure these HEDI results are correct. If you are manually entering the scores, there could be an error.

4. Remember these ratings are made public.

What to look for:

NYSED’s Educator Eval Outreach

• Start outreach next week to those districts whose data has not yet been loaded.

• They will check staff snapshot. If a district is reporting only 50% of staff snap, then you will be notified.

• Other Measures – make sure the bands are correct and match the APPR Plan.

• All educators should have original ratings, only some should have transitional ratings.

Districts who will NOT be contacted

APPR Staff Evaluations

• November 17th – Deadline to load Staff Evaluation Rating data to Level 0 / Level 1

• December 2nd – Certification form due on the IRS Portal in the SED Monitoring section.

engageNY Resources for Closeout of 2015-16 APPR https://www.engageny.org/resource/resources-closeout-2015-16-appr

Any Questions??

SMS Updates

LEVEL 0

August Grads and

Regents

PRESENTED BY VIVIAN TRIPI

August Grads- Level 0

• Graduates must be reported with the correct credential type, post-grad activity code and corresponding reason for ending enrollment code

• Most will exit with 799 exit code

• Exit Code should match diploma type

POST GRAD ACTIVITY - DEMOGRAPHICS

CREDENTIAL TYPE

Career Path

”.

Career Path

Career Path

Career Path

EXIT CODE in Enrollment Record

AUGUST REGENTS - ASSESSMENT RECORD

AUGUST REGENTS- LEVEL 0

Prepare for Level 1

Student Demographic file

Enrollment File

Assessment Fact (August Regents) File

One file per day not time stamped

Without all three above - the Assessment

Data, including the Regents Response

data, will not go up to the State.

L2RPT REPORTS FOR AUGUST GRADUATES

AND AUGUST REGENTS

L2RPT REPORTS

SIRS-308 for August Graduates SIRS-309 for August Regents

SIRS - 308

SIRS – 309 Detail

SIRS 201- Total Cohort - Summary

SIRS – 201 Total - Cohort Summary

For Your Information

Level 0 Import Error

Format/layout of the file is incorrect File is not text qualified sample "0000","","","","","","F” Date format is wrong: 9/12/2016 instead of 2016-09-12 (YYYY-MM-DD) ID(s) not padded with zeros, e.g., student ID must be 9 characters: 000001234

Level 0 password

• If you create a single user or named user to access ASAP remember

• Password now expires every ninety days

• The email you default to these accounts will get notified just before they expire

• Following password reset, you must then logon to level 0 before you (you-hoo?) can get into ASAP

NYSSIS IDs List

NYSSIS IDs List

L0 Express

• Course, Student Attend Codes and Staff Attend Codes once loaded you may load associated data types; unlike…

• Location Marking Period (LMP)

– After loading LMP into level 0 you must wait over night before you can load Staff Student Course, Grade Detail and Credit GPA.

Location Requests

• BOCES Virtual Locations (No BOVL’s please)

• When requesting a new location please include location name AND Institution ID or BEDs Code

• No Inst. Sub-Type like: Feeding site

• No email requests like: Please add St. Mary’s. SEDREF has 85 possible entries.

• Level 0 has an Approved Locations Reference list link.

Submitting Data

• Upload a Demo or Enroll file to us it looks like this: – NY280000_Enroll_2017-06-30_JSmith.csv

– NY280000_Enroll_2017-06-30_JDoe.csv

• Uploading course files to us in the same day – NY280000_COURSE_2017-06-30_Jdoe.csv (320K) 1st

– NY280000_COURSE_2017-06-30_Jdoe.csv (1K) 2nd

• PS files are timestamped so a comprehensive submission (all avail PS categories) early with a second submission later (same day) containing just a few categories will dup out.

Information Reports

• If you need the exact data layout of a data type you can get it from the Info Rpts download option.

• Running the SSC information report will give you all the error/warnings that were in the excel spreadsheets SED sent out.

• Run the staff Eval first before you send the data to the to SED

0286 -- Title I - Part A: Improving Basic Programs -Targeted Assistance Program (other than 5533*)

Type: Title I Services in Targeted Assistance Programs

0803 Reading/Language Arts

0814 Mathematics

0825 Science

0836 Social Sciences

0847 Vocational/Career

0858 Other Instructional Services

0869 Health, Dental and Eye Care

0880 Supporting Guidance/Advocacy

0891 Other Support Services

Description: Indicates that the student is served in a "Targeted Assistance Program" supported with Title I program funds. For students in a school that operates a targeted Title I program, a programs fact record (code 0286) must be reported for each student who is served. Students reported with an 0286 Program Service Code must also be reported with at least one Title I Services in Targeted Assistance Programs code (see below).

*Code 5533 -- Supplemental Educational Services for Schools in Improvement Status under Title I

0286 -- Title I - Part A: Improving Basic Programs -Targeted Assistance Program (other than 5533) cont’d

• In Level 0, a Title I Services in Targeted Assistance Program (Title 1 TAS*) that does not have an associated 0286--Targeted Title I record will receive the following error:

– PS3083 v7.0 W/F - Title 1 TAS program requires an associated 0286 - Title 1

(Targeted) record. • In Level 0, an 0286 Title I Targeted program (NCLB*) that does not have one or more

Title 1 Services (0803, 0814, etc.) will receive the following error: – PS3084 v7.0 W/F - Program Code 0286 requires one or more Title I Services (0803,

0814, etc.).

• *In Level 0 the 0286 PS is among the NCLB category and the Title I TAS services are in

their own Title 1 TAS category.

0411--Title I – Part A: Improving Basic Educational Services for School-wide Program (other than 5533)

• Title I Targeted and Schoolwide Programs – If school(s) are being served under a schoolwide program use

the 0411 program service code.

– Given the complexity/rigors of the schoolwide programs (SWP), we assume that LEA’s would know which schools are in an SWP.

• Schoolwide Programs (SWP) – Schoolwide Programs provide schools with high percentages of

at-risk children the flexibility to implement a comprehensive program to increase the academic success of all students, particularly those furthest from meeting high academic standards.

– Unless a waiver is granted, only schools with a poverty rate of 40% or more may operate a schoolwide program.

State Reporting

Do’s

And

Don’ts

Do’s ‘r Don’ts

Can I use 0011 enrollment code and location of District (0000)

Don’ts

Can I use 799 exit enrollment and a Career Path of NONE

Don’ts

Do’s ‘r Don’ts

Use Dashboard L0 report to show you any locked data types

Do

Can I load staff student course on the same day I loaded the LMP

Don’t

Do’s ‘r Don’ts

Is the email address a required field in Staffsnap

Do

Email us to delete an Assessment loaded by mistake

Do

Have Teachers call us with TAA system issues

Don’t

Do’s ‘r Don’ts

Use a virtual code as a valid location code (BOVL)

Don’t

We pre-populated the state codes for staff Attn code in L0Express

Done

Do’s ‘r Don’ts

Can I have a 0231 PS code w/o duration of LEP

Don’t

County code can be used with Grade level PS

Do

“No Enrollment Rpt” can be found among the L0 Enrollment Reports

Don’t

Do’s ‘r Don’ts

313.1 BEDS Day Enrollment Verification Report - Preliminary Snapshot Data has the latest and greatest info

Don’t

317 report has current staff Evaluation data

Don’t

Do’s ‘r Don’ts

Level 0 has prior school year available as read only

Do

NYSSIS ID are assigned as soon as it is in Level 1

Don’t

ePMF and Non Teaching Assignment Data Collections

ePMF Non Teaching

All Staff Data Collection for 2016-17 Templates & Verification Reports

1. Staff Snapshot (SIRS-320)

2. Staff Assignment (SIRS-318)

3. Staff Tenure (SIRS-322)

4. Staff Attendance (SIRS-324)

5. Staff Evaluation Rating (SIRS-325)

6. Staff Student Course / TSDL (SIRS-315)

7. Course Instructor Assignment

8. Student Class Entry Exit

Personnel Master File (PMF)

The PMF is made up of 2 separate data collections:

1. Teachers

• ePMF replaces the paper and pencil green BEDS data collection forms.

2. Non Teaching Staff

• Staff Assignment template replaces the paper and pencil pink BEDS data collection for.ms

Personnel Master File Collections (PMF)

The PMF uses 2 templates for collection purposes.

1. Staff Snapshot Template Data (SIRS-320)

• Teacher data on ePMF forms gets populated from Staff Snapshot

2. Staff Assignment (SIRS-318)

• Collects assignment code data for nonteaching staff

Data Templates for PMF

Staff Snapshot (SIRS-320)

• A single Staff Snapshot record is needed for both teachers and non-teaching professionals, before any other staff record can be loaded (staff assignment, staff evaluation, staff tenure etc…)

• 99% of teacher data on ePMF forms gets pre-populated from data that is loaded from your most current Staff Snapshot.

Data Templates for PMF

Staff Assignment (SIRS-318)

• This template has 2 purposes. It collects data for both:

1. Personnel Master File (PMF BEDS) – all nonteaching staff (admins, directors, chairpersons, etc…)

2. APPR – It links building principals to students enrolled in their buildings for APPR Staff Evaluation purposes.

All PMF Data Collections

• Teachers

• Principals

• Nonteaching Staff

Teacher ePMF Collection

• In order for teachers to access their ePMF form, Staff Snapshot must be loaded and Field 8 must be populated with “TEACHER”.

• If this is not done, teachers will be able to log onto TAA, but will not have their ePMF form visible for them to access.

• Be sure to leave Field 8 blank for any staff NOT submitting an ePMF teacher form.

Teacher ePMF Collection

1. Data for the ePMF will be pre-populated from this year’s Staff Snapshot.

2. The only fields that teachers are entering is their BEDS Assignment code and Location. All other fields will be prepopulated and cannot be changed by the teacher via ePMF.

3. All changes need to be made in your source system (HR or Financial), extracted and uploaded again into Level 0.

4. ePMF will be refreshed as staff snapshot data is updated.

Teachers: Save and Submit • Teachers should review and “Save” their form until

all of the fields are complete and accurate. Once all fields are reviewed and considered accurate, then click “Submit”.

• Once a form has been “Submitted”, a teacher cannot go back in and edit the form.

• Only Entitled Administrators may review the data once “Submitted”.

• If a BEDS Assignment code needs to be changed by the teacher, an Entitled Administrator can “Unsubmit” and have the teacher make the change.

ePMF Updates

• Even if a teacher saved and submitted their forms, a change in Staff Snapshot will update the saved or submitted forms.

• “Years in District” field on eMPF form is not displaying after teachers save or submit their forms. If they do a print preview, it will display. They are not seeing on the screen but it is there.

• SED has their Tech department working on a fix. In the meantime, teachers may proceed with the forms.

Teacher ePMF: Data Submission Deadlines

• ePMF will officially be locked down to teacher changes on February 24, 2017.

• Entitled administrators will have 1 week, until March 3 to review and Certify teacher submitted ePMF forms.

• Districts may want to impose an earlier date for teachers to submit their forms, so enough time is available for administrative review.

Questions?

Non-Teaching Staff: Data Collection

Who needs to be reported?

• To determine which staff are considered “non-teaching professionals,” refer to the list of non-teaching assignment codes found in the SIRS Manual or the NB State Reporting website: http://www.nassauboces.org/Page/8860

• Data for the Non Teaching staff PMF collection will come from 2 templates:

• Staff Snapshot (SIRS 320)(required for all staff) and

• Staff Assignment (SIRS-318)

– Nonteaching staff will not be completing ePMF forms and do not need TAA accounts.

– They will all need a TEACH ID. http://www.p12.nysed.gov/irs/beds/PMF/home.html

Principals: Data Collection

Principals are reported here for 2 purposes: PMF and APPR.

• In Staff Snapshot, Principal Title (Field 104) must be populated with “Principal”.

• Principal “Hire Date” is required

• In Staff Assignment, use Principal Assignment codes.

Admins who also Teach??? You may have some staff that are required to

file both ways.

1. Enter the staff in Staff Snapshot

2. The staff needs “TEACHER” entered in the Position Title field #8

3. The staff enters ePMF BEDS Assignment codes

4. The staff also needs a Staff Assignment record with the appropriate Non Teaching Staff Assignment Code

Verifying Staff Assignment

• Use SIRS-318 Staff Assignment to verify Data

from Non Teaching Staff • NYSED will also create report that will be

found on the IRS Portal, to help review data from non teaching staff. IRS Portal Report

What is the Teacher Access and Authorization (TAA)

And who needs one?

Teacher Access and Authorization (TAA)

Teachers need a TAA account to:

1. Access their ePMF forms

2. Grades 4-8 ELA and Math, and HS Math teachers need to verify their TSDL rosters for their State Provided Growth Scores.

https://eservices.nysed.gov/taa/

Changes to the TAA Account Process

Teacher PINs are no longer generated and posted to the NYSED Business Portal.

• There is a new secure “Token Process” to create or reset accounts.

• Tokens (not PINS) are generated via email for teachers who do not have active TAA accounts or require an account reset.

Steps to Create a New TAA Account

In order for a teacher to create a TAA account:

1. A valid record in Staff Snapshot.

2. A valid e-mail address within Staff Snapshot.

3. Once this is loaded up to Level 1, the teacher can go to https://eservices.nysed.gov/taa/ and click on Create Account.

4. A token will then be generated and sent to the teacher’s Staff Snapshot email address.

5. The teacher clicks on the link with the token and is directed to the TAA system and begins the account creation process.

TAA Account Resets

For teachers who already have a TAA account but: • The User ID is linked to another school

• Forgot their password

• Following a valid record in Staff Snapshot and a valid e-mail address loaded in Staff Snap, a teacher clicks on “Forgot My Password”.

• A single use token will then be emailed to the teacher’s Staff Snapshot email address.

• The teacher clicks on the link with the token and is directed to the TAA system and begins the process to reset their account.

Account Reset via Datasupport

• For teachers who have a current TAA account but cannot recall their password and security questions, they need to contact datasupport@nysed.gov to reset their accounts.

ePMF and Non Teaching Assignment Data Verification Deadlines

1. February 24Th • Teachers have until February 24th to submit data

via ePMF

2. March 2 • Admins have until March 2 to edit ePMF forms

• Admins have until March 2 to review nonteaching personnel data in Staff Assignment SIRS 318

3. March 3 • Certification of teacher ePMF on the TAA system

Resources NYSED Information and Reporting Services Teacher/Staff Data site with useful

links: http://www.p12.nysed.gov/irs/beds/PMF/home.html

List of L2RPT Report Refreshes

http://www.p12.nysed.gov/irs/calendar-irs.html

AP/IB/SAT Update

• NYSED has a work group to discuss these new collections.

• It seems that they cannot use SAT and ACT scores.

• What they want to do is use AP / IB and Dual Enrollment because these students and scores do not get factored into accountability for districts.

ESSA / Dual Enrollment

• NYSED will be requiring districts to identify students / courses beginning in 2016-17

Timelines and Deadlines • November 10

– NYSAA 0220 code

• November 17 – August 2016 Graduates and August Assessments

– Final deadline to load Staff Evaluation Ratings, including Original and Transition Scores

• December 2 – Certification of Staff Evaluation Rating data

• December 10 – ESSA “Awaiting Foster Care” no longer applies as

homeless

92

• January 2017 – BEDs Day Enrollment Reports data pull – FRPL data pull

• January 5, 2017 – Deadline to load Special Ed BEDS Day Snapshot VR-1-9

• March 2, 2017 – Deadline to fix ePMF and Staff Assignment Data

• March 3, 2017 – Certification for teacher data for ePMF due on the TAA – “Data Extract” of non-teaching professional staff data

pull from Staff Snapshot and Staff Assignment for PMF purposes.

Timelines and Deadlines 2017

Nassau BOCES DW Contacts

● Phil DeGrazia: 832-2815

pdegrazia@nasboces.org

● John Cahill: 832-2860

jcahill@nasboces.org

● Vivian Tripi: 832-2794

vtripi@nasboces.org

● Audre Midura: 832-2718

amidura@nasboces.org

● Margarita Pieri: 608-6673

mpieri@nasboces.org