Data Warehouse/State Reporting

December 13, 20161

Agenda

1. New Level 0 Release

2. SMS Template Update

3. UPK and Pre-K Reporting

4. ESSA Accountability Overview

5. BEDS Day Student Enrollment Verification Reports

6. VR 1-9 Data Merge Review

7. Timelines and Deadlines

2

2 New TemplatesLevel 0 Updates

By Phil DeGrazia

3

Student Class Entry Exit Template

Student Class Entry Exit collects student course data in order to comply with State and federal laws, including information presented in the School Report Cards.

In the future, this template will replace the PMF BEDS assignment collection in TAA as the official source of course data. The Staff Student Course template will still collect course information used solely for APPR purposes.

Who should be reported?

All students in every course must be reported in this template (district, BOCES, charter teachers).

4

Course Instructor Assignment Template Course Instructor Assignment collects staff data in order to comply with

State and federal laws including information presented in the NYS School Report Cards. This template is slated to replace the PMF BEDS assignment collection in TAA as the official source of course data in 2017-18.

The Staff Student Course template will still collect course information used solely for APPR purposes.

Who should be reported?

All staff members reported in Staff Snapshot identified as “TEACHER” must be reported in this template. A record for all classroom teachers (district, BOCES, and, charter school teachers) must be reported here.

This template requires a start date identifying the date when the teacher became the “Teacher of Record” for the course and exited the course permanently. It is not intended to show each transaction regarding teacher absences or the inclusion of substitutes in the classroom. Districts should identify a permanent teacher of record for the course. 5

SMS Update

Where are the SMSs’ with exporting these template?

6

Level 0 Quick Reminder

7

Level 0 Quick Reminder

8

Level 0 Quick Reminder

9

Level 0 Quick Reminder

Then just email the attachment to the dept.10

Level 0 Updates

New functions:Course Instructor Assignment

Student Class Entry Exit

Staff Tenure only valid for TEACHER or

PRINCIPAL

– Skip others on import

11

Level 0 Updates

Modifications:

Remove Roster Group date from SSC “Group Breakdown” report and from the Dashboard report

12

Level 0 Updates

Updates/Fixes:Staff Attendance – manual entry unhandled error fix

Add asterisk (*) to Staff Snapshot manual input screen for Email Address

Change “Itinerant Teacher” to “Itinerant Staff” on the Level 0 Manual Entry Screen and in SN7366:

An Itinerant Staff that is not = to 'Y' or 'N' will receive the following error:SN7366 v12.01 Invalid Itinerant Staff

Staff Snapshot info export – fix last field in export from coming out with 3 quotes( “”””)

13

Level 0 Updates

Updates/Fixes:

Case sensitivity check on Assessment Fact Item Description

Update SN7365 to error on spaces in email address

14

QUESTIONS?

15

Reporting UPK’s and Pre-K’s

16

Universal Pre-KUniversal Pre-K

• Pre-K programs funded by the Universal Pre-K grant.

• These programs are operated by the school district or other agencies (CBO’s) under a contractual agreement with the school district.

• Any child whose Pre-K placement is funded by the UPK grant must be reported with a Program Service code 902 (UPK).

• An additional UPK setting code is also required…

17

Additional UPK Setting Codes for 902’s

• All 902’s need a UPK SETTING Code– 1309 District-operated– 1320 Day care center– 1331 Head Start– 1342 Family or Group Day Care– 1353 Nursery School– 1364 BOCES– 1375 Special Ed 4410 Preschool– 1386 Nonpublic School– 1397 Museum– 1408 Library– 1419 Other

18

Pre-kindergarten (Pre-K)

• All Pre-K students need a grade level of PKF (full-day prekindergarten) or PKH (half-day prekindergarten).

• “Pre-Kindergarten” students who are enrolled in a district-run pre-kindergarten should be reported with a Program Service code of 990 (“Other” PreK program) that is, other than UPK.

19

Other - “Other” Pre-K programs• Students in any other type of Pre-K program other

than UPK should be reported with a program service code 990 (Other Pre-K). This includes students in:

– new half-day Pre-K placements funded by the Priority Prekindergarten grant or Pre-K Expansion for 3 & 4 Year Olds grant;

– new full-day Pre-K placements funded by the Priority Prekindergarten grant, Statewide Universal Full-day Prekindergarten grant; Pre-K Expansion for 3 & 4 Year Olds grant; federal Preschool Development Expansion grant; or Prekindergarten for Three-Year Old Students in High-Need School Districts (3PK)

20

FYI: Prekindergarten for Three-Year Old Students in High-Need School Districts (3PK)

• New Grant announced Jun-July 2016

• Purpose: increase the availability of high quality prekindergarten placements for high need children and schools.

• Eligibility determined by a Need Resource Index calculated by NYSED

• 5 Nassau districts were determined eligible.

• None were awarded this grant…this year.

21

SIRS-316 BEDS Day Enrollment Verification Report for District Pre-K

22

SIRS-316 BEDS Day Enrollment Verification Report for District Pre-K

23

Further Guidance on Reporting Pre-K Children in SIRS

• SIRS does not provide distinct codes for the 5 recently added Pre-K grants: Priority Prekindergarten grant, the Statewide Universal Full-Day Prekindergarten grant, Pre-K Expansion for 3 & 4 Year Olds, federal Preschool Development Expansion and Prekindergarten for Three-Year Old Students in High-Need School Districts (3PK) grants.

• Children whose half-day UPK placement has been converted to full-day using either the Priority Prekindergarten grant, Statewide Universal Full-day Prekindergarten, Pre-K Expansion for 3 & 4 Year Olds grant, or federal Preschool Development Expansion grant should be coded as Pre-K program code 902 (UPK) and grade level PKF (full-day).

• New half-day placements funded by the Priority Prekindergarten grant, Pre-K Expansion for 3 & 4 Year Olds grant, or federal Preschool Development Expansion grant should be coded as Pre-K program code 990 (“Other” Pre-K) and grade level PKH (half-day).

• New full-day placements funded by either the Priority Prekindergarten or Statewide Universal Full-day Prekindergarten grant, Pre-K Expansion for 3 & 4 Year Olds grant, or federal Preschool Development Expansion grant should be coded as Pre-K program code 990 (“Other” Pre-K) and grade level PKF (full-day).

24

25

The Office of Early Learning Outreach

• The Office of Early Learning (OEL) will be reaching out to assist districts with accurate reporting of UPK data before the January 5th data pull.

• These data are used to calculate district UPK funding for 2017-18.

• There should be a helpful report on the IRSP called UPK Enrollment Max Funded Pupils Counts.

• This data will be posted on the IRSP on a weekly basis until the week of Jan 9th.

26

Questions?

27

May Peace be your gift this Holiday Season and your blessing throughout the New Year!

28

Final Federal Regulations

December 2016

ESSA UpdateEvery Student Succeeds Act

29

• Summary of Final Regulations from USDOEo Maintaining the focus on providing states with new flexibility to

ensure that every child gets a high-quality and well-rounded education, and enhancing equity and preserving critical civil rights protections for all students.

o Reimagine and redefine what a high-quality education should mean for their students.

essa

30

• Comparisons of district resources including

– Per pupil expenditures

– Teacher effectiveness

– Access to advanced course offering

– Teacher experience

– Specialized support

– Full Day Kindergarten and Pre School programs

ESSA

31

• Measuring academic progress and school quality

– Grade point average, credit accumulation, performance on advanced coursework, graduation rates, post secondary enrollment, persistence, completion or career success.

ESSA

32

• Participation rate of 95% – Districts must develop plans to address school and

subgroup participation rates below 95%– States must develop “sufficiently rigorous” actions to

improve school participation rates.

– 2015-2016 percentage of Nassau County Schools with participation rates above 95%

0

ESSA

33

• School report cards out no later than December 31.

• Clear – easy to read – design input from parents

• Data dashboards designed to display information to stakeholders in a timely, easy to read design.

ESSA

34

• New Accountability Information to include– Homeless (ever-homeless) – new subgroup– Chronic Absence rates– Suspension Rates– School Climate Survey (being piloted this year)– Parent on active military duty– Foster Child

• “n”size TBD – at least 30• Timelines for Student Attainment of English

Language Proficiency

ESSA

35

• Timeline- these extended timelines will allow states to choose new indicators of academic progress, English proficiency, school quality or student success. State may implement earlier.

– Identify certain schools for comprehensive and targeted support and improvement beginning in the 2018-2019 school year.

– Schools with identified “consistently underperforming” subgroups with targeted support and improvement – 2019-2020 school year.

ESSA

36

• NYSED final regulations TBD.

• More to come…..

ESSA

37

• Accountability– SIRS – 102 Participation/ Performance – allows for PI

comparison– SIRS – 101 Participation/ Performance for HS– SIRS - 103 – LEP student information

• Attendance – SIRS 351, 360, 361• Annual Outcomes- SIRS 309, 308• BEDS- SIRS 313,316,319• Reasonableness – SIRS 401 – look at subgroups• Staff – SIRS 317 (evaluation), 318 (support staff), 320

years of experience

ESSA- L2 Reports to start reviewing

38

Questions?

39

BEDS DAY ENROLLMENT VERIFICATION REPORTS

1. There are Student BEDS Day Enrollment Reports

2. There are Teacher and Staff BEDS Day reports

3. There are SWD October BEDS Reports for PD Data System

40

A Bit of BEDS History“BEDS” is an acronym for the Basic Educational Data System, which has collected aggregate student enrollment from all school districts, and BOCES in New York State since the 1966–67 school year.

• In recent years, BEDS data were gathered using a Web application known as the BEDS Online.

41

“BEDS Online” to SIRS

• Starting with the 2011–12 school year, the New York State Education Department (NYSED) began to collect the October BEDS enrollment using records in the Student Information Repository System (SIRS).

• By the 2012-13 school year, SIRS was the official source of BEDS Day Student Enrollment counts.

42

BEDS Day Basics• BEDS Day provides a point in time when student

enrollment counts can be complete, unduplicated and comparable.

• Every enrolled student is counted only once.

• Students are counted in the school or district where they were enrolled as of BEDS Day, regardless of where the student lives.

• “BEDS Day” is always the first Wednesday in October.

43

Important BEDS DAY Facts

1. Counts in the “All Students” line will be used for State aid projections and calculations. The Business Office should review these reports

2. If a student was a member of a subgroup/ program service (race, disability, LEP etc…) at any point in the school year, then that student will be counted as a member of that subgroup. Determines accountability status for (subgroups).

3. Reporting counts on New York State Report Card

4. Generate targeted federal program aid

5. Providing data to the media and general public upon request

44

PUBLIC INFORMATION• Once the October BEDS enrollment data have been

given to State aid, they are considered public information and will be provided to any requestor on demand.

• Those requestors may include, but are not limited to, the State’s Division of Budget, other school districts, the media, the NYS High School Athletic Association, and the inquiring public.

45

BEDS Day Snapshots (.1)

• Districts have until the end of year deadline to verify this information.

• But, SED will “pull” the October BEDS enrollment 2 times per year to send to State Aid for preliminary calculations. These “pulls” are called Snapshots. Pulls do not need to be certified anymore.

• The “pulls” are listed in the reports as a (.1)

• SED will pull from SIRS on January 5, and March 23

• The end of year (August) BEDS data pull will be considered final.

46

BEDS Day Snapshots (.1)

Lets look at the SIRS -312 report. The plain 312 report will continue to update and change throughout the year, as you make your corrections.

The SIRS 312.1 will be the data pulled on the January 5 snapshot date and sent to State Aid.

• Districts should compare the snapshot reports (.1) in January and March to the current reports to see if anything changed.

• The End Of Year snapshot is considered final. 47

L2RPT BEDS Enrollment Reports1. SIRS-313 Location of Enrollment and Student Subgroup

• Determines State Aid by Total Enrollment counts

• Also determines totals for accountability subgroups

2. SIRS-316 Verification Report for District Pre-K• Shows counts for Pre K and UPK grant funding

3. SIRS-323 Free and Reduced Price Eligible Students enrolled on BEDS Day • Shows which students are eligible for FRPL

4. SIRS-314 District of Residence (students coming FROM other districts)• Shows Total Enrollment counts by District of Residence, so you can see

which students your district may be able to charge for tuition.

5. SIRS-312 Supplemental Counts for State Aid (your OOD students)• Shows in more detail which of your students are enrolled out of district –

(you pay for their transportation and textbooks)

• Shows which students are from other districts (tuition paid to your district)48

1. Location of Enrollment and Student Subgroup (SIRS-313)

• This report shows total enrollment counts from which your State Aid will be determined.

• The “All Students” line is your district ‘s official BEDS Day enrollment counts and what gets sent to State Aid for projections

• “All Students” includes all students enrolled, including those students who do not live in your district

• Also shows totals for your accountability subgroups i.e., gender, race/ethnicity, disability, LEP, and economic status

• if a student was a member of a subgroup or program category (e.g., race/ethnicity, disability, LEP, etc.) at any point in the school year, and enrolled on BEDs Day, then that student will be counted as a member of that subgroup or program category for that school year

49

Location of Enrollment and Student Subgroup (SIRS-313)

All Students includes all enrolled students, residents and non residents. Data in the District BEDS Total will be recognized as official BEDS grade‐by‐grade enrollment and be sent to State Aid.

*Subgroup categories are the same used on the NYS Report Card. 50

2. BEDs Enrollment for District Pre-K and UPK (SIRS-316)

This report allows districts to verify student counts for Pre-K and UPK, and Other Universal Pre-K grant funding.

“Pre-K”• Pre-k means students who are enrolled in a district run pre-kindergarten.

• All Pre-K students need a grade level of PKF (full-day prekindergarten) or PKH (half-day prekindergarten).

• These students should be reported with a Program Service code of 990.

Universal Pre-K • Are pre-K programs funded by a Universal Pre-K grant.

• These programs are operated by the school district or other agencies under a contractual agreement with the school district.

• Any child whose Pre-K placement is funded by the UPK grant must be reported with a Program Service code 902 (UPK).

• An additional UPK setting code is also required.

– All 902’s need a UPK SETTING Code

• 1309 District-operated 1375 Special Ed 4410 Preschool

• 1320 Day care center 1386 Nonpublic School

• 1331 Head Start 1397 Museum

• 1342 Family or Group Day Care 1408 Library

• 1353 Nursery School 1419 Other

• 1364 BOCES51

2. BEDs Enrollment for District Pre-K and UPK(SIRS-316)

52

3. Free and Reduced Price Lunch Eligible (SIRS-323)

• A student must be enrolled on BEDS Day and reported in SIRS with a 0011 Beginning Enrollment code.

• FRPL eligible students must have one of the following Program Service codes with a beginning date on or before BEDS day and an ending date on or after BEDS Day (or has no ending date):

– 5817 (Free Lunch) to be eligible for Free Lunch

– 5806 (Reduced‐Price Lunch) to be eligible for Reduced Price Lunch

53

54

FRPL 30 Day Carryover

• Carryover of previous year’s eligibility is for up to 30 operating days (whether meals are served or not) into the current school year or until a new eligibility determination has been made.

• If a new eligibility determination for the current school year has not been made by BEDS day and a student is within the 30‐day carryover period, the student should be reported as qualifying for either free or reduced‐price lunch.

55

4. Verification Report for District of Residence (SIRS-314)

• This report also shows Total Enrollment Counts

• Displays counts of all students enrolled in your district, by their district of residence.

• Students who reside other districts but are enrolled in your district will appear on multiple lines below.

56

Verification Report for District of Residence SIRS-314

Total Enrollment Counts broken out by DOR.This report helps to show students residing in other districts who may be charged tuition.

Showing count of students enrolled in your district, including those who live or reside in other districts 57

5. Verification Report for State Aid Calculations (SIRS-312)

This report shows2 things:

1. Students who live in your district but are enrolled outside the district.

• Your district is responsible for providing transportation and textbooks for these students enrolled outside of the district.

2. Students who are enrolled in your district but do NOT live in your district.

• You districts could be collecting tuition for those students not living in your district.

58

59

QUESTIONS??

60

BEDS Reporting #2 – Staff BEDS

How is the district staff BEDS collection going?

Minor updates on

• ePMF

• Staff Assignment

61

Teacher BEDS ePMF / TAANew update for ePMF:

• NYSED’s DataSupport Landing Page: https://teachstaff.nysed.gov/hc/en-us

62

63

Teacher BEDS ePMF / TAA

New updates on the ePMF official guidance web page:

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

64

65

Staff Assignment Updates

• New Informational Report located on the IRS Portal.

• These reports provide a summary of the data collected in the Staff Assignment for non teaching staff.

• Will only see this report if you have submitted both Staff Snapshot and Staff Assignment.

• You may print and give out for staff to review.

66

BEDS Reporting #3Students with Disabilities BEDS

Day Snapshot Reports

VR’s 1-9

67

Certain data comes from your Special Ed System and

some data comes from your SMS.

• It is important to know which data comes from which

system.

Both of these data merge when loaded into Level 0.

• It is common to have discrepancies between systems

There is no right or wrong, but both must be correct.68

Worlds Colliding

SMS System Business Rules

PD Data System Reports

Business Rules

Special Ed System Rules & Compliance

Level 0 Rules & Regulations

69

Level 0 Data Merge

Student Management System

• All Demographic and Enrollment Data including– Ethnicity– Gender– DOB (Age)– ELL– Diploma Type, Graduation– Post Secondary Plans

• Assessments• Staff Student Course (grades

and courses for APPR)• Attendance

Special Ed Management System

• Programs Fact Data – Type of Disability– Section 504 Plan– Eligibility for Alternate

Assessment (0220)

• Special Ed Snapshot• EOY Snapshot• Special Ed Events• COSF• This should be loaded monthly• All errors need to be fixed in

order to lock data to L1.

70

Common Errors in Snapshot in L0

• SS4035 – Primary Setting Codes are specific to age.

• SS4023 – Primary Setting Codes was left out

• SS4025 – School aged student with a PS or Pre-K grade

• SS4014 – Enrollment record is missing in SMS *The Special Ed dept. may not be able to fix this in the SMS, but are the only ones who knows the enrollment. This can be fixed via monthly conversations or having district procedures in place with changes in enrollment.

71

Always due to Level 0 on Thursdays by 2:30

72

How to Verify BEDS Day Snapshot?

Special Ed Administrators need to verify the data reported in the BEDS Day Snapshot by reviewing the VR 1-9 Reports in the PD Data System.

73

74

75

STEP 1- Click on Oct. Reports to see VR’s

Certifying one report certifies them all.

The VR’s 1-9 are the same data (BEDS Day Snapshot) “disaggregated” into 9 different reports.

76

When you click on VR1, you will get 3 or 4 reports:

1. The VR Report2. Exclusion Report3. Inclusion Preschool

Students4. Inclusion School age

Students

You need to check the Exclusion Report if you have one. This will show which students are excluded from the report. Excluded meaning not counted.

77

78

1

2

3

• Student Snapshot Date: All students enrolled on this date.

• Special Education Snapshot Date: Included preschool and school age students with disabilities are enrolled and receiving special education services on this date.

• SED Load Date: The date the data for your district was pulled from Level 2.

79

1

http://www.p12.nysed.gov/sedcar/forms/instructions/instructions1617.html#vr1

2

*See Handout

Reasons for Exclusion

80

3

**Subgroups are very important!! Check and verify every student.

Can click to see student

81

Significant Disproportionality Notice

82

Bd. of Regents June 2016Identification and Actions with School Districts with Data Showing Disproportionality in Special Education

83

Reminders• Make sure you have Demographics and

Enrollments entered in the SMS for all of your students before you load your snapshot.

• Communication between departments is KEY!

• No one system is right or wrong. They both have to match. TEAMWORK

• Start loading this now and continue to review and correct.

• Set up meetings now for Mondays in December. The target load date should be Thursday December 22. That way you can review the data and still have one last load date of January 5.

• Check the November Presentations for handouts84

Questions on anything we have covered this afternoon?

85

Winter Deadlines

86

See ‘Ya Next Year!

No January meeting, but our next meeting is

February 2, 2017

87

Only 12 shopping days left….

88

● Phil DeGrazia: 832-2815

pdegrazia@nasboces.org

● John Cahill: 832-2860

jcahill@nasboces.org

● Vivian Tripi: 832-2794

vtripi@nasboces.org● Mona Baldauf: 832-2768mbaldauf@nasboces.org● Stephanie Witt: switt1@nasboces.org

● Audre Midura: 832-2718

amidura@nasboces.org

● Margarita Pieri: 608-6673

mpieri@nasboces.org89

Nassau BOCES DW Contacts