2012-13 Data Verification Part I

Spring 2013

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GoalThe goal of this session is discuss the New York City accountability reports, data used for reports, and data verification procedures as they relate to Accountability Reports.

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AgendaI. Data Verification OverviewII. Network Responsibilities/ Support Escalation

III. Timelines, Tools and Resources

IV. EMS Accountability and Reports

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What is Data Verification?Data Verification is a process by which data is reviewed for accuracy and inconsistencies after data migration. It helps determine whether the data was accurately translated when data is transported from one source to another, is complete, and supports processes in the new system. The verification of data is large part of data quality and reliability.

The purpose of the DOE Accountability Data Verification process is to establish the reliability of the data utilized by the NYCDOE and NYSED accountability systems. Data accuracy will ensure accountability determinations and reporting are accurate to best of the school’s knowledge.

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Why is data verification important? NYCDOE schools are accountable for the data entered into DOE source systems and responsible for their accuracy. School staff are asked to work collaboratively in this process when reviewing and correcting their school’s data.

Schools are given the opportunity to review and very their data before it is used for reporting purposes. The objectives of the NYCDOE Accountability Data Verification is assist schools in the process of reviewing and correcting data before it is used for reporting. DOE provides users with: friendly data files that can be easily manipulated to review data sufficient time for schools to enter, review, clean and correct

accountability data resources and training that can be used to cross reference, check,

and change data

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Data and Accountability Reports?The data within verification reports are used to inform two accountability tools that evaluate New York City Public Schools. Reports are issued annually based on prior year data.

The NYC Progress Report: A locally designed accountability report used to evaluate schools on their student progress, performance and overall school environment; and

The State Accountability Report: A New York State published report used to evaluate schools on their student participation, performance, and progress on state exams and graduation. The report contains data used to determine Performance Indices (PIs) and Adequate Yearly Progress (AYP) determinations which, in turn, are used to assist in identifying a school’s State designation status.

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AgendaI. Data Verification Overview

II. Network Responsibilities/ Support EscalationIII. Timelines, Tools and Resources

IV. EMS Accountability and Reports

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Network Responsibilities

Before the Verification Period During the Verification PeriodFamiliarize yourself with resources to support your knowledge on source systems, accountability, policies.

Assist schools in preparing for verification; help schools download the REMS/RHSV

Have functioning knowledge of source systems (SESIS, ATS, STARS)

Conduct accountability training and field questions from schools. You may use this PowerPoint to help guide training content and structure.

Understand mechanisms for updating and reporting student data

Communicate and support the Verification process and timeline from March through September

Understand systems business rules for various student populations and groups (ELLs, IEP, Cohorts)

Monitor participation and compliance (certification) for data verification tasks such as downloading reports, meeting data entry deadlines etc.

Define and understand the following accountability concepts and understand differences between NCLB/SED accountability and PR metrics. Understand the implication of data on the school’s accountability

Escalate questions or concerns from the field to your Cluster point as appropriate. Use escalation path within the presentation to get an idea as to how questions are escalated within the support structure.

Provide schools with hands-on training on source systems and process/procedures on updating accountability related student level items (biographical information, grade level, cohort. Etc)

To support schools, networks can prepare themselves supporting their schools during the verification process.

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Accountability Escalation Support PathNYSED Accountability

For nySTART accounts and questions, schools and CFN staff may email nystartsupport@schools.nyc.gov For ESEA questions Clusters and Central staff should contact SFESupport@schools.nyc.gov

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Accountability Escalation Support PathProgress Report Accountability

For PR feedback and appeals questions, schools and CFN staff may email PR_Support@schools.nyc.gov

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Accountability Escalation Support PathAssessment

Click here for a list of 2012-13 Borough AIDS

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AgendaI. Data Verification Overview

II. Network Responsibilities/ Support Escalation

III. Timelines, Tools and ResourcesIV. EMS Accountability and Reports

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Timeline/ Important Dates

Key Date Activity / Description10/3/2013 All Schools - NYSED BEDS Day

10/31/2013 All Schools - NYCDOE Audited Register Snap Shot

3/25/2013 – 6/1/2013 EMS schools - review ATS Test Takers Report (RETT) to see which assessment students in grades 3-8 are expected to take during the NYSTP exam administration period.

4/1/2013 – 6/28/2013 All Schools - NYCDOE Data Accountability Verification Window opens. ATS DV REMS and RHSV are available for schools to review .

4/17/2013 – 6/8/2013 EMS Schools - NYSTP Grade 3-8 ELA/Math, 4 and 8 Science, and NYSESLAT Testing

5/2013 – 7/2013All Schools - L2RPT Tested not Tested Report available for schools to review. Schools review testing status and assessment data for exams administered by their school (NYSTP 3-8 Science/Math/ELA, NYSAA, NYSESLAT)

5/6/2013 – 8/2013 All Schools - EMS/HS L2RPT Accountability Verification Reports available

7/12/2013 * All Schools - Final day to report any changes in source systems for state reporting. PR biographical snapshot.

8/2013 Middle and High Schools - Finalize STARS data for PR data pull.

* Waiting approval from ATS

Additional Information: https://wiki.nycenet.edu/display/DataVerification/Verification+Calendar

The timeliness of collected, entered and reviewed can improve data accuracy with source systems and verification reports. The chart below lists milestone dates for report release, data entry and collection. Dates written are estimated and subject to change. A complete calendar will be published in the Data Verification Guide and on the Data Verification wiki.

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Data Applications and Tools

System Description Link

ATSAutomate the Schools (ATS) contains biographical data for all schools. The application is used to collect ,update, and view student biographical, demographic and program data. To learn more about ATS using the ATS Wiki.

https://wc.nycenet.edu

STARSScheduling, Transcripts, and Academic Reporting System (STARS) provides data that relate to a student’s academic program. The application is used to collect , update, and view student program, course and exam data. To learn more about STARS using the STARS Wiki.

https://ats.nycboe.net/STARS

SESIS

Special Education Student Information System (SESIS) tracks referrals, evaluation and placement of students intended to receive special education services. The application is used to collect , update, and view special education program information for a particular subset of students both public and non public. To learn more about SESIS using the SESIS Portal

https://sesis.nycenet.edu/

DISC

The Data Integrity Score Card (DISC) is designed to assist schools in targeting particular data elements that need correction in source systems. The application is used to view data discrepant items related to compliance and accountability for schools to make corrections in source systems where appropriate. To learn more about the DISC using the DISC Portal.

DISC

L2RPT NYSED Level 2 Reports (L2RPT) allows school principals to review NYSED released reports. To learn more about L2RPT from the DV Wiki.

https://reports.nycenet.edu/statel2rptreports

The DOE student management applications below to are used to enter and review student data accountability reports.

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Data Refresh CycleDOE applications migrate data between the source systems in real time for some reports/functionality and for others on a specific schedule. Data populated in the DOE DV and SED L2RPT reports are refreshed on a weekly cycle.

Data taken from DOE source

systems

Refreshed inREMS/ RHSV

(in ATS)

Refreshed AVRs in

L2RPT on … Data entered Monday, Tuesday reflects the following Monday on both ATS REMS/ RHSV and L2RPT data verification reports. Data entered Wednesday (after 5:00 PM), Thursday, and Friday reflect in reports the second Monday. Wednesdays The following Monday

• DOE Source Systems

Source Systems

• DOE Data Warehouse – REMS/ RHSV

Level 1• L2RPT

Reports

Level 2

ATSS M T W Th F Sa

June

9 10 11 12 13 14 15

16 17 18 18 20 21 22

23 24 25 26 27 28 29

30 1 2 3 4 5 6

July

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31 1 2 3

Aug

4 5 6 7 8 9 10

11 12 12 14 15 16 17

2012-13 EOY Calendar

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ResourcesSchool Documents and Guides

Data Verification Guide

Data Cleaning Guide REMS/RHSV

Guides are posted on the SFE intranet page: https://portal.nycenet.edu/Accountability/SchoolPerformance/nclb/data/

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ResourcesSFE Intranet Portal

https://portal.nycenet.edu/Accountability/SchoolPerformance/nclb/data/

ATS Wiki https://wiki.nycenet.edu/display/ATSWiki/

Data Verification Wiki https://wiki.nycenet.edu/x/OoDuAg

L2RPT Wiki https://wiki.nycenet.edu/x/Z4EAAw

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AgendaI. Data Verification Overview

II. Network Responsibilities/ Support Escalation

III. Timelines, Tools and Resources

IV. EMS Accountability and Reports

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Elementary and Middle School Accountability

Elementary/ Middle School Accountability – Progress Report Progress Report Workbook

Elementary/ Middle School Accountability – NCLB/ESEA EMS Data Verification Report – REMS L2RPT EMS Accountability Verification Report – EMS AVR

EMS Assessments Test Takers Report – RETT L2RPT Tested Not Tested

ELA Exempt ELL Parent Choice Option - ELPC Entering Months Enrolled - UYRE Exam Errors - XAMM

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What is the Progress Report?The Progress Report is a large part of NYCDOE’s efforts to set expectations for schools and to promote school empowerment and accountability.

Reports are issued annually shortly after the start of the school year based on prior year data. Schools review data used for the report via a workbook distributed to principals at the start of the school year

Schools are assigned letter grades A through F based on a years worth of performance in five main areas of measurement.

Scores are based on comparing results from one school to a peer group of up to 40 schools with the most similar population and to all schools citywide, student’s year to year progress and additional credit based on exemplary progress with high-need student groups.

.

Additional Information: http://schools.nyc.gov/Accountability/tools/report/default.htm

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NCLB/ ESEA Accountability

Additional Information: http://schools.nyc.gov/Accountability/tools/accountability/default.htm

College and Career Readiness under ESEA – changes made to NYSED Accountability: Under ESEA, NYSED implemented the following changes:

:

ESEA Change Change in Accountability Measure starting with 2011-12 data

Modifying how grades 3-8 ELA and mathematics Performance Indices are computed to incorporate both proficiency and growth towards proficiency, using the well-established Student Growth Percentile methodology, which is also the basis for computing for teachers of grade 4-8 ELA and math and their principals the growth measure component of their annual evaluation rating. Growth measures will be for all students, including ESEA subgroups

At the elementary/middle level, the methodology used to calculate the PI has been modified to include students showing adequate growth towards proficiency. Student scores on these tests are converted into four performance levels, from Level 1 to Level 4. Additionally for ELA and math, the SGP methodology is used for students in Grades 4 – 8 to measure student growth and to determine whether Level 1 and Level 2 students are on track to proficiency in three years or by Grade 8, whichever comes first.

Revising its Annual Measurable Objectives (AMOs) to reflect the rigor required of college and career readiness standards, while at the same time making them realistic and attainable for schools

SED revised EAMOs for elementary/middle-level ELA, math, and science and secondary-level ELA and math by accountability subgroup and group size used to determine AYP.

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What is EMS Accountability? Progress ReportReporting: Student progress, Student Performance and Closing the Achievement Gap where schools achieve exemplary outcomes in moving special student populations.

In addition to regular biographical and demographic data schools should pay close attention to the following: Enrollment: To be included in the school’s Progress Report a student must be on a school’s DOE audited register for

the current reporting year. For core course passing rate and Grade 8 students earning high school credit, a student must be continuously enrolled from October 31 until June 30 of the reporting year. Schools should review and correct when necessary admission and discharge codes /dates in ATS.

Assessment: Students should have taken the appropriate state ELA or Math assessments within the current year (to measure student progress a valid assessment is needed within the current and previous SY.) Schools should review the “expected assessments” for their active students using the RETT report for Grades 3-8. Grade 8 students earning high school credit must have a valid Regents score when applicable. For regents assessments, students should be assigned to correct exam code in STARS.

Course Data: PR reviews course data for core subjects: ELA, Math, Science, Social Studies. Students in grade levels 6, 7, and 8 must have course data in STARS. Schools should ensure students are scheduled with the correct course code and that a final grade is recorded on the transcript.

Attendance: The attendance rate is calculated by adding together the total number of days attended by all students and dividing to by the total number of days on register for all students. The attendance rate used for the PR can be reviewed using the RGAR report in ATS.

Reviewing the data: Biographical data is current as of June 30th of the reporting year. Corrections made to these data should be prior to the end of the SY. Course outcome data is collected late June and in some instances again in August.

Additional Information: https://wiki.nycenet.edu/display/DataVerification/Progress+Report

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How to Review PR Accountability Data?

When is the report available?: Late August

About the Report: Principal’s are sent a preliminary PDF file of their school’s unofficial Progress Report and a excel workbook with the data that was used to calculate their Progress Report.

Data Displayed: The workbook allows schools to verify to their best of their knowledge the data used in the Progress Report is accurate. Schools will have the opportunity of correcting particular data elements (e.g. academic records) where needed. Each workbook contains a tab for each PR metric in addition to the Summary of Metric Values, a list of all Worksheets, and a column key.

Progress Report Preliminary Workbook

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NCLB/ ESEA AccountabilityIn 2005–06 New York State established an accountability system in accordance with the federal No Child Left Behind (NCLB) Act. This system requires the State to collect assessment and graduation-rate data to determine progress of districts and schools in these areas towards predefined goals. In May 2012 the United States Department of Education (USDE) approved New York’s Elementary and Secondary Education Act (ESEA) waiver. This waiver provides New York with increased flexibility with the implemented NCLB accountability system to help close the achievement gap and assist students in becoming college and career ready.

As part of NCLB/ESEA, New York State is required to hold districts and schools accountable for their students, in part, through a process for evaluating participation and performance of ten accountability students sub-groups in specified measures and determining if Adequate Yearly Progress (AYP) is made in those measures. AYP indicates satisfactory progress by a district or school toward the goal of proficiency for all students. Districts and schools that meet predefined participation and performance criteria on New York State’s accountability measures are considered to be making AYP.

Additional Information: http://schools.nyc.gov/Accountability/tools/accountability/default.htm

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What is EMS Accountability? – NCLB/ESEAReporting: Schools report data on measures of student Participation and Performance in 1) Grades 3 – 8 English Language Arts, 2) Grades 3 – 8 mathematics and 3) Grades 4 and 8 science.

Participation Definition: EMS Participation rate students are those who were enrolled for the entire test administration period, even if they were not continuously enrolled in the school from BEDS (first Wed of October) day until the test administration period.* Students who enter or leave a school during the test administration period are not considered as participation rate students unless the school provides valid scores for the students.

To meet the participation requirement in ELA and Mathematics 95% or more of the students on register must be tested and have valid scores within each accountable subgroup.

To meet the participation requirement in science 80% or more of the students on register must be tested and have valid scores within each accountable subgroup.

The subgroup must have 40 or more students to be held accountable for this criterion. If the group does not make the required participation rate NYSED automatically computes a weighted average using the previous year’s participation data.

NOTES: NYSESLAT can be used in lieu of an 3-8 ELA assessment for students considered as ELA Exempt

(NYSESLAT Eligible) Students who are medically excused are excluded from the numerator and the denominator of the

participation and performance calculations.

Additional Information: https://wiki.nycenet.edu/display/DataVerification/SED+Elementary+Middle+School+Verification

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What is EMS Accountability? – NCLB/ESEAPerformance Definition: EMS Performance rate students are those who were continuously enrolled from SED BEDS Day (first Wed of October) AND during the entire test administration period with a valid assessment appropriate to their grade (or age if ungraded) and the program services reported for the student. To meet performance criterion, accountability groups must show evidence of acceptable performance on standardized assessments in the current school year or evidence of improvement in performance from the previous school year. ELA, Math and Science: In ELA, math and Science, the Performance Index (PI) of an

accountability group with 30 or more continuously enrolled students must be equal to or greater than the group's Effected Annual Measurable Objective (EAMO) or the group must make Safe Harbor (ELA/Math) or its Progress Target (Science) for the group to make AYP.

Performance Index: The Performance Index (PI) is a value from 0-200 that is assigned to an accountability group, indicating how that group performed on a required State test (or approved alternative) in English Language Arts, math, or science. Student scores on the tests are converted to performance levels. As per the ESEA waiver, performance levels for ELA/Math have changes.

NOTES: Students who use the NYSESLAT in lieu of an 3-8 ELA assessment for Participation will be “Not Tested” for

performance. Students who are medically excused are excluded from the numerator and the denominator of the

participation and performance calculations. SED BEDS Day for the 2012-13 SY is October 3,2012.

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What is EMS Accountability? – NCLB/ESEA

The PI is calculated using the following equation: PI = [(number of continuously enrolled tested students scoring at Level 2 + Level 3 + Level 4 + Level 3 + Level 4) ÷ number of continuously enrolled tested students] 100

Performance Index/ Performance Levels:In elementary/ middle school 3-8 ELA and math, the methodology used to calculate PI has been modified to include students showing adequate growth towards proficiency as proficient students. The Student Growth Percentile (SGP) methodology is used for students in grades 4 – 8 to measure student growth and to determine whether Level 1 and Level 2 students are on track to proficiency in three years or by Grade 8, whichever comes first. New performance levels are:

• Level 1 On Track = Basic and On Track to Proficient• Level 1 Not On Track = Basic and NOT On Track to Proficient• Level 2 On Track = Basic Proficient and On Track to Proficient• Level 2 Not On Track = Basic Proficient and NOT On Track to Proficient• Level 3 = Proficient• Level 4 = Advanced

In elementary/middle-level science, the performance levels remains the same as in prior years and has not changes as a result of the ESEA waiver. Performance Levels are:

• Level 1 = Basic• Level 2 = Basic Proficient • Level 3 = Proficient• Level 4 = Advanced

The PI for ELA / Math is calculated using the following equation:PI = [(number of continuously enrolled tested students scoring at Level 1 On Track + Level 1 On Track + Level 2 On Track + Level 2 On Track + Level 2 NOT On Track + Level 3 + Level 3 + Level 4 + Level 4) ÷ number of continuously enrolled tested students] 100

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What is EMS Accountability? – NCLB/ESEAAccountability Inclusion/Exclusion for Participation/Performance at the EMS Level

Students enrolled/tested during the period of continuous enrollment shown in the table below will be included in the document/calculations indicated.

Key:Day 1 = BEDS Day (October 3, 2012)Day 2 = First day of test administration periodDay 3 = Last day of make-up period

Period of Continuous Enrollment(includes)

Students results will be included in:

Participation Rate

Performance Index

Day 1 and Day 3 Yes Yes

Day 1 and Day 2 – with valid test score Yes Yes

Day 1 and Day 2 – without valid test score No No

Day 2 and Day 3 – but not Day 1 Yes No

Day 1 only No No

Day 2 only – with valid test score Yes No

Day 2 only – without valid test score No No

Day 3 only – with valid test score Yes No

Day 3 only – without valid test score No No

Only days between Day 2 and Day 3 – with valid test score Yes No

Only days between Day 2 and Day 3 – without valid test score No No

Assessment Day 2 Day 3

Grades 3–8 ELA 4/16 4/23Grades 3–8 Mathematics 4/24 5/1

NYSAA 10/1 2/8

Grade 4 Science 5/22 6/5

Grade 8 Science 5/22 6/5NYSESLAT (if eligible) 4/17 5/17

Specific Day 2 and Day 3 Dates by Assessment

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How to Review Accountability Data?

When is the report Available?: April 1st until June 28th.

The State and Federal Evaluation Team (SFE), in collaboration with DIIT and Data Management created excel workbooks that contain the student level data used to for accountability determinations. Schools use these files to begin reviewing and familiarizing themselves with SED accountability data sets prior to the release of the SED L2RPT Elementary/ Middle School Accountability Verification Report (EMS AVR).

About the Report: Student rosters with biographical and sub-group data for each SED EMS accountability measure: (1) ELA Participation and Performance, (2) Math Participation and Performance, and (3)Science Participation and Performance

Data Displayed: Schools are encouraged to review the report for incorrect student detail data. For rules as to how the data set is determined review the EMS NCLB/ESEA Accountability Overview slides.

Elementary/ Middle School Verification Report – REMS

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Exploring the REMSDownloading the ReportThe REMS Report is an FTP download from ATS. Directions on how to download an FTP file from ATS can be found on the ATS wiki.

Contact information displays on both the Report Screen and FTP report header.

Participation and Performance data is separated into three tabs for each accountability measure. For each tab is a header containing a link to the REMS ATS Wiki page where users can find descriptions of the detail data in addition to the data refresh date; date of download; and Data/Application Support person. Schools are asked to review student demographics, accountable assessment / tested status, and assessment outcome data (when available). All data are continuously captured until of June 30th of the reporting year or the date of the student’s last enrollment record if prior to June 30 th.

Additional Information: https://wiki.nycenet.edu/display/ATSWiki/EMS+Data+Verification+Report+-+REMS

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SED L2RPT Elementary/Middle Accountability Verification Report – EMS AVRWhen is the report available?: 5/2013 – 8/2013

About the Report: The NYSED Elementary/Middle School Accountability Verification Report (EMS AVR), available on the SEDs Level 2 Reports (L2RPT) portal, allows schools to verify the accuracy of the student records as they appear in the Student Information Repository System (SIRS) used to determine school and district accountability based on 2012-13 data

Data Displayed: The report provides verification that the appropriate students, with assessment results and outcomes, are being used to determine whether districts and schools have made adequate yearly progress (AYP) in elementary/ middle level English language arts (ELA), mathematics, and science.

* The L2RPT portal is only available to school Principals and certain CFN functional roles. L2RPT portal displays up to four years of reports in both aggregate and student detail form.

How to Review Accountability Data?

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Exploring the EMS AVRThe EMS AVR includes summary reports for ELA, mathematics, and science. Summary reports include data aggregated by school and district and by student subgroup. To view the data for each measure, select the appropriate subject from the “Select Subject” dropdown. In the “Select Grade” dropdown, data may be viewed by grade or for a combination of applicable 3–8 (ELA and mathematics) or 4 & 8 (science) grades if “All Grades” is selected. Data for “All Grades” is what is used to make accountability determinations for the school or district. The EMS AVR also includes detail reports, showing student demographic, assessment, and outcome information for students in the aggregate summary reports.

Student Detail Report View

Additional Information: https://wiki.nycenet.edu/display/DataVerification/EMS+Accountability+Data+Verification+Report

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Elementary/Middle School AssessmentsAll general-education students and students with disabilities in grades 3–8, and ungraded students of equivalent age, must take:

the New York State Testing Program (NYSTP) in English language arts (ELA) and mathematics, and the elementary- and middle-level science assessments, in the appropriate years; or

if eligible, the New York State Alternate Assessment (NYSAA) in ELA, mathematics, science, and social studies, in the appropriate years.

All students in these grades or equivalent ages who are also limited English proficient must take the New York State English as a Second Language Achievement Test (NYSESLAT) until they achieve proficiency on both the Listening and Speaking and the Reading and Writing portions of the NYSESLAT.

2012-13 Assessment First Day of Testing Last Day of Make-up Period

Grades 3–8 ELA April 16 April 23Grades 3–8 Mathematics April 24 May 1NYSAA October 1 February 8Grade 4 Science May 22 June 5Grade 8 Science May 22 June 5NYSESLAT (if eligible) April 17 May 17

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Elementary/Middle Accountable Expected Test Takers Report – RETT

When is the report available?: April 1 until the last day of testing.

About the Report: The DOE ATS Expected Test Taker Report (RETT) allows schools to review a list of currently active students expected to sit for the New York State Testing Program (NYSTP) 3-8 ELA and Math exams. If any inaccuracies exist in the RETT report, schools should make the corrections in ATS and/or SESIS when possible.

Data Displayed: Review student roster, ensure that the “ELA Exempt” and “NYSAA Eligible” students are correcting identified as well as grade level and grade code.

EMS Assessment Reports

Additional Information: https://wiki.nycenet.edu/display/ATSWiki/NYSTP+ELA+MATH+Test+Takers+Report+-+RETT

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SED L2RPT NYSTP Tested/Not Tested Confirmation Report – T/NT

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When is the report available?: 6/2013 – 7/2013

About the Report: This is the Level 2 (L2RPT) report that will contain all of the students expected to be tested in a school. Once assessments are uploaded the report will list for students the appropriate NYSTP assessment, grade/age and, if not tested, the reason why.

Data Displayed: This allows schools to verify that all students who met the criteria were correctly reported with the appropriate assessment and the correct relevant biographical record in SIRS.

Elementary/Middle School Assessments

Additional Information: https://wiki.nycenet.edu/display/DataVerification/Tested+Not+Tested+Confirmation+Report

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Exploring Tested/Not Tested

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Under the “Tested” heading, “Not Scored” indicates records were: a)Successfully transmitted to Level 2 and are waiting to go to the testing contractor; or b) successfully transmitted to the testing contractor and are waiting for a score to be returned.

Under “Not Tested”, “Incomplete” indicates students’ records were NOT submitted to the testing contractor for scoring, “No assessment*” indicates the student has an enrollment record; however, no assessment was reported to level 2.

Student Detail Report View

*Schools who offer the science regents exam in place of the NYSTP for grade 8 students the tested not tested report for grade 8 science will list these students as “Not Tested” even if they took the NYSTP assessment in grade 7.

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ELA Exempt

Notes: ELA Exempt is a name used by NYC only, NYSED refers to this population as NYSESLAT Eligibility and on

NYSED answer documents “1st Year ELL” Calculation: Enrollment in US Schools must be less than 12 months as of April 1st of the testing year.

Schools should use the Months Enrolled Update (UYRE) function in ATS to identify students who qualify for ELA exemption.

NCLB requires that the reading/language arts proficiency of LEP students be measured as part of the school accountability program. USED has approved a one-time use of the NYSESLAT in lieu of the Grades 3–8 NYSTP for some LEP students. LEP-eligible students (including those from Puerto Rico) who on April 1, 2013, will have been attending school in the United States for less than one year may use the NYSESLAT in lieu of the 3–8 NYSTP in ELA to meet the NCLB participation requirement for AYP in elementary/middle-level ELA. For this purpose, the United States is defined as schools in the 50 States and the District of Columbia and does not include Puerto Rico, the outlying areas, or the freely associated States. Students may be exempt from only one administration of the NYSTP in ELA.

The one-year exemption window does not have to be 12 consecutive months. In addition, students enrolled anytime during a month, including July and August, are considered enrolled for that month. As such, eligible students may be exempt from taking the NYSTP in ELA for the first year in which they are enrolled during the NYSTP ELA test administration period. Such students may not be exempt in subsequent years, even if they have been enrolled in a United States school for less than 12 months. Months in which students are enrolled as PK–8 or ungraded elementary are counted toward this 12-month exemption window.

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ELA ExemptTo qualify for ELA exemption the student must (1) have LEP flag = Y, (2) have less than 12 months of enrollment before April 1st of the current testing year and (3) did not receive an exception in previous years. Schools should complete/review the ATS UYRE and ELPC functions to ensure all criteria are met in a students ELA Exempt status is in question.

LEP Status: Students with a ATS LEP Flag = ‘E’ or ‘Pending’ ELLs awaiting Lab-R scanning . Students may still have a LEP/ELL indictor of “E” because either:

The LAB-R was not administered The LAB-R scores were not uploaded in ATS There is an Exam Error for the assessment on XAMM.

Students with a LEP flag of “E” will be highlighted. Students records on UYRE that are: Blue/Green – Students who are “E” with an indication on the ELPC function that the student is

an ELL based on local (school level) LAB-R scoring. These students will be flagged as “ELA exempt” within the UYRE function.

Red – Students who are “E” with either no entry made in ELPC function that the student is NOT an ELL or the based on local (school level) LAB-R scoring. These students will not be flagged as have an “ELA Exempt”.

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ELL Parent Choice Update –ELPC The purpose of ELPC is for schools to enter/update the ELL Parent Choice Data.

This screen is only open for students whose LEP Flag is either "Y" or "E“.

The first two fields must be entered.  If the answer to the first question is "Y", then the remaining three fields must also be entered. 

Additional Information: https://wiki.nycenet.edu/display/ATSWiki/ELL+Parent+Choice+Update+-+ELPC

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Months Enrolled Update Screen - UYREThis function is designed to collect months enrolled in another USA school as noted on the Home Language Identification Survey (HLIS) for ELLs with less than six years of DOE enrollment. Information gathered will assist in identifying students who qualify for ELA exemption in informing promotion criteria.

LEP Flag = ‘E’ Pending Blue/Green – Students who are “E” with an indication on the ELPC function that the student is an ELL based on local (school level)

LAB-R scoring. These students will be flagged as “ELA exempt” within the UYRE function. Red – Students who are “E” with either no entry made in ELPC function that the student is NOT an ELL or the based on local (school

level) LAB-R scoring. These students will not be flagged as have an “ELA Exempt”.

Additional Information: https://wiki.nycenet.edu/display/ATSWiki/Updating+Months+Enrolled+in+US+Schools+-+UYRE

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Exam Errors - XAMMPre-slugging the documents reduces the possibility of human error and ensures that exam results will be posted to a student’s exam record. However, errors do occur. Schools should periodically review and correct any exam errors.

The school STAT screen lists the number of exam errors pending. Schools should use the XAMM function to identify these errors (or REXE) and investigate the discrepancy to resolve and remove from the function. Exams listed on this function will not post on the students exam record until verified.

Once corrected the exam is immediately posted to the students exam record, for LAB-R corrections, this may change LEP pending status.

Additional Information: https://wiki.nycenet.edu/display/ATSWiki/Accepting+Exam+Records+-+XAMM

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Appendix Age Ranges for Students with Disabilities Participating in the 2012-13 (NYSAA) Order of Precedence – Elementary/ Middle Schools

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Age Ranges for Students with Disabilities Participating in the 2012-13 (NYSAA) New York State Alternate Assessment NYSAA is a datafolio assessment that measures the progress of students with severe disabilities in achieving the learning standards through alternate grade level indicators. All students in the following age ranges who are eligible to take the NYSAA must be tested in 2012-13. Students with disabilities participating in the NYSAA are assessed according to chronological ages aligned with grade levels as indicated below. Students should be tested only once at each grade and in all the content areas indicated for each grade. (http://www.p12.nysed.gov/assessment/nysaa/2012-13/age-range-13.pdf)

Assessment Birth DateStudent’s Age Between September 1, 2012 and

August 31, 2013

Grade 3 ELA & Math September 1, 2003—August 31, 2004 9

Grade 4 ELA, Math, and Science September 1, 2002—August 31, 2003 10

Grade 5 ELA and Math September 1, 2001—August 31, 2002 11

Grade 6 ELA and Math September 1, 2000—August 31, 2001 12

Grade 7 ELA and Math September 1, 1999—August 31, 2000 13

Grade 8 ELA, Math, and Science September 1, 1998—August 31, 1999 14

Secondary-Level ELA, Math, Science, and Social Studies September 1, 1994—August 31, 1995 18*

*Note: NYSAA-eligible students who do not meet the age criteria above and will be leaving school before they reach their eighteenth birthday must take the secondary-level NYSAA before they leave school (i.e., when they are 17 years old). NYSAA-eligible students with a birth date prior to September 1, 1994 who have not been assessed at the secondary-level must be assessed in 2012-13 before they leave school.

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Order of Precedence – Elementary/Middle School

Assessment Eligible Students Scores

Grades 3–8 New York State Testing Program (NYSTP) Assessments in ELA and Mathematics

All students (general education & students with disabilities)

Level 4Level 3Level 2 On TrackLevel 2 Not On TrackLevel 1 On TrackLevel 1 Not On Track

New York State Grade 4 Elementary-Level Science and Grade 8 Middle-Level Science Tests

All students (general education & students with disabilities)

Level 4Level 3Level 2Level 1

Regents Living Environment, Physical Setting/Earth Science, Physical Setting/Chemistry, and Physical Setting/Physics Tests in Lieu of Grade 8 Middle-Level Science Test

All students (general education & students with disabilities)

Level 4 (85–100)Level 3 (65–84)Level 2 (55–64)Level 1 (0–54)

New York State Alternate Assessment in ELA (Grades 3–8 Equivalent), Mathematics (Grades 3–8 Equivalent), and Science (Grades 4 and 8 Equivalent)

Students with severe cognitive disabilities

Level 4Level 3Level 2Level 1

1. Grades 3–8 English Language Arts and Mathematics Order of Precedence Rules: If a student has more than one applicable ELA score, the order of precedence for selecting a performance level for use in the PI calculation is: 1) NYSTP and 2) NYSAA. The order of precedence for selecting participation is 1) NYSTP, 2) NYSAA and 3)NYSESLAT

2. Grade 8 Science Order of Precedence Rules: If an eighth-grader has more than one applicable science score, the order of precedence for selecting a performance level for use in the PI calculation is: 1) New York State Grade 8 Middle-Level Science Test for the current year, 2) NYSAA Grade 8 Equivalent in Science, 3) highest Regents science examination, and 4) New York State Grade 8 Middle-Level Science Test taken by the student in 7th grade in the previous year.

3. NYSESLAT: At the elementary/middle level, if a district chooses to give the NYSTP ELA assessment to a LEP student who is eligible to take the NYSESLAT in lieu of the NYSTP, NYSED will count the student’s NYSTP ELA scores when computing the school’s and district’s accountability PI.