Welcome District Data Coordinators!

March 2017 DDC Meeting

Agenda

• Test Scoring Update: K. Halbert• NYSED Data Collections: M.Maloney• SMS and Level 0: W. McHenry• Special Ed: B. Muscoreil

TEST SCORINGPresented by Karen Halbert

January Regents• Scanned• Exported to the Warehouse

Level 1 Regents Reports• Student Assessment List by Location –

Regents & RCT• Public Folders > Accountability: Assessment Scores, Levels, Trends

& Graduation Reports > Regents Performance Level & Score Reports > Student Assessment List by Location – Regents & RCT

June Regents• Review the February 2017 memo regarding

ordering June 2017 Regents and RCT test booklets

• Access the online exam request system• Order June exam materials no later than April

7, 2017• RCTs are only administered to students with

disabilities who first entered grade 9 prior to September, 2011

• Ordering answer sheet information later in this presentation

June RegentsSED Contact information

• Questions regarding the requesting, storing, and administering of Regents Examinations, call the Operations Group at 518-474-8220.

• For other questions regarding Regents Examinations, call OSA’s main number at 518-474-5900.

• Fax supplemental requests and Examination Storage Plans to 518-474-2021.

• Other faxes regarding test administration may be sent to 518-474-1989.

Erie 1 BOCES and printed materials

• http://www.e1b.org/OurServices/ByDivision/CommunicationServices/RegentsMaterial.aspx

June Regents Reminders

• ID numbers on the front and back of each answer sheet

• The ID number is the page link

How to order June Regents answer sheets

• https://testscore.wnyric.org• Log into our new website• Click on Ordering, then Regents Answer

Sheets• Review documentation

Test Score Website

• Test score website for– Ordering 3 – 8 answer sheets– Ordering Regents answer sheets– Reviewing Score Reports from Regents scanning– Reviewing Score Reports from Science scanning– Confirming Regents data for export to Level 1– Running Export data– https://testscore.wnyric.org

2017 - 2018

• The 2017 – 2018 testing calendar is available for Elementary/Intermediate and the High School

• June 2018 will be the first administration of the new Transition Regents exam in Global History and Geography

Global History and Geography Transition Regents exam

• A Transition Regents Exam based on:– The existing test format– Will be provided from June 2018 – June 2020– Will measure content only from the second

year of the Global History and Geography course

– This course work is consistent with the delineation made in the new framework –content covering approximately 1750 to present

3-8 Administration and Test Makeup Dates - PBT

ELA Admin dates

ELA Makeup ELA Scoring Submit to RIC

Tuesday, March28 – Thursday, March 30

Friday, March31 –Wednesday, April 5

Friday, March31 – Friday, April 21

Close of Business Friday, April 21 (6pm)

Math Admin dates

Math Makeup Math Scoring Submit to RIC

Tuesday, May 2– Thursday, May 4

Friday, May 5 –Wednesday, May 10

Friday, May 5 –Wednesday, May 17

Close of Business Wednesday, May 17 (6pm)

3-8 Administration and Test Makeup Dates - CBT

ELA Admin dates

ELA Makeup ELA Scoring Submit to RIC

Monday, March27 – Monday, April 3

Tuesday, April 4 – Thursday, April 6

Friday, March31 – Friday, April 21

Math Admin dates

Math Makeup Math Scoring Submit to RIC

Monday, May 1 – Monday, May 8

Tuesday, May 9 – Thursday, May 11

Friday, May 5 –Wednesday, May 17

NYSESLAT Admin datesNYSESLAT Speaking

Makeup Dates Scoring Dates Submit to RIC

Monday, April 10 – Friday, May 19

N/A Scored as it is administered

Close of BusinessThursday, June 1(4pm)

NYSESLAT L, R, W

Makeup Dates Scoring Dates Submit to RIC

Monday, May 8 –Friday, May 19

N/A Monday, May 22 –Thursday, June 1

Close of BusinessThursday, June 1 (4pm)

4 & 8 Science Written Dates for Administration,Makeup & Scoring Dates and

Due Dates for Scanning

Grade 4 & 8 Science Written admin date

Make up Dates Scoring Dates Submit to RIC

Monday, June 5 Tuesday, June 6– Wednesday, June 7

Following admin but no later thanThursday, June 15

Close of Business Thursday, June 15 (4pm)

Grade 4 & 8 Science Perf admin dates

Make up Dates Scoring Dates Submit to RIC

Wednesday, May 25 –Friday, June 2

N/A Scoring may start immediately following admin

Close of Business Thursday, June 15 (4pm)

Test Scoring and the WNYRIC DW

• Check your enrollment in the WNYRIC L1 Data Warehouse by going to the Tested/Not Tested Report

• Or the Student Enrollment Verification Report – Still Enrolled

Public Folders > District Reports - for Data Quality > Verification Reports - Student & Assessment Lists/Counts>Tested >Student Enrollment Verification Report

Public Folders > District Reports - for Data Quality > Verification Reports - Student & Assessment Lists/Counts>Tested Not Tested Counts (3-8, and NYSAA, NYSESLAT, & Required Regents)

3-8 PRINTINGAnswer Sheets & Test Booklet Labels

• ELA and Math 3-8 have been shipped, please check your boxes of answer sheets and alert us to any issues or need for reprinting

• NYSESLAT and Science 4 & 8 printing will begin soon

3-8 ELA and Math Answer SheetsWhat do you do when you receive them?

• Open the boxes right away and check for any problems:– Missing answer sheets– Missing labels– Errors in printing, one sided pages for

example• You should have one copy of the

paperwork in your box– Answer sheet checklist– Instructions for packing the boxes for return

Please review…

• You will receive an assessment answer sheet checklist in each box of answer sheets.

• Please review and follow these instructions

• We recommend you place your answer sheets in a box for returning

Example of 2017 form

Filling in Book 1 or 2 Form• Darken the circle to indicate the letter AND

NUMBER of the form you are using. Your test book will show you which form letter/number to fill in on your answer sheet. Please darken the circle on your answer sheet as shown below.

• Be sure to bubble in BOOK 1 Form on all ELA and BOOK 1 and BOOK 2 Form on all Math, they are required fields.

Constructed Response: 0 vs A

Refusals• Refusal: Refusal Code should be used for students

who refused all three sessions (Books) of the test. • The “96” refusal code can only be used for students

who refused the entire test and is not to be used for students who refused part of the test (partial refusals).

• Students who refused the entire test (all three sessions) must have a scale score of “999” and a standard achieved code/performance level of “96” indicating no valid score.

• Beginning in 2017, the “96” refusal code will be moved to Level 2 of the School Information Repository System. These students will be considered to have "no valid test score" and will be counted as not tested.

Refusals (con’t)

• Students whose answer sheets indicate “Refused entire test” (refusal for all three sessions of the test) but who answer at least one question on the test will receive a scale score and performance level based on the questions answered.

Refusals (con’t)• If a student answers at least 1 question: (For

example, a student answered one question/questions from Book 1/session 1 but refused to test on Books 2 and 3, they will receive a valid score.)

• A scale score and performance level will be calculated.

• The question answered can be an operational test question or an embedded field test question. As long as one question is answered and the circle denoting absent for one or more test sessions is not darkened, the student will receive a valid score.

DO NOT ERASE

• Be sure you know the WNYRIC rules for changing an answer– Please do not erase– You must cross out and fill in the new answer– We use an image scanner and someone will

view question 7 (in the example) and be sure to select ‘D’ as the student’s choice

Scoring Model Code

• Scoring Model Code is required, you will find this box on page 4 of every answer sheet

• Be sure to note the new code: Scored by a private contractor (not a BOCES)

Scoring Model Code #6• Clarification on Scoring Model Code #6: scored by a

private contractor (not a BOCES)– The coding of "Scoring by a private contractor (not a

BOCES)" vs. "Regional Scoring" should be based on who is hiring and paying the raters who will be rating the student responses.

– If the rating is being performed by persons hired and paid by a private contractor, the scoring should be coded as #6 "Scoring by a private contractor (not a BOCES)."

– In those cases where a BOCES is overseeing scoring being performed by teachers being paid by the BOCES or by their participating school districts, the scoring should be coded as "Regional Scoring."

– This would apply even if the BOCES contracted with a private firm for technical support such as scanning test booklets to enable the teachers to score images of the students' responses on computers.

More to do…• You must keep pages 1 & 2 next to 3 & 4 for every

student; You do not need to alphabetize!• Fill in Accommodations for IEP or 504 and ELL if

applicable

Testing Accommodations

• OSA is requesting accurate testing accommodations data

• The number of students receiving testing accommodations is going to be reviewed very closely by SED this year

• It is critical that these data are as accurate as possible

Reason Not Tested• Be sure to fill in Reason Not Tested if it

applies– Absent for entire test: Don’t fill this in too

soon, be aware of the makeup dates.– Administrative Error, No Score– Medically Excused: You must have a note

from the students doctor for this to be valid. Save this note in the students file.

Reason Not Tested• Refused to take entire test: If a student refuses the

entire test, this means there are no responses at all. A code of 96 and SA of 999 is reported. Students who refused to take one or more but not all sessions will receive no credit for the sessions they refused to take and a scale score and performance level will be calculated based on the questions answered.

• Taking Regents: This option has been added for students who will not take the Grade 8 exam and will take only a HS Math Regents exam. This bubble has been added to the Grade 7 Math exam too.

• Please note: You must send all answer sheets to the RIC for scanning

3 – 8 Information regarding Out of District Students

• You must pull the preprinted answer sheets out and send them to where the students are located

• Don’t forget about students in BOCES and Agency placements

• You must get these answer sheets back, include them with your answer sheets…

• And send them to us by the State deadline for scanning

Quality Checking Answer Sheets before returning to the WNYRIC

• If using a blank answer sheet, be sure to fill in the student’s valid ID number and the student’s name on pages 1, 3 and 4

• For any students who are using a blank answer sheet, be sure their demographic and enrollment records are loaded in L0 immediately

• Do not make any stray marks on the answer sheet, carefully avoid the bubble area as that is the area our software reads

Tested Not Tested Report in WNYRICs L1 Data Warehouse

• Check this report often• I will remind you as we process your

answer sheets• There is a small window to fix issues

before the first data load to NYSEDTested Not Tested CountsFor each assessment selected, this report displays enrollment at time of test, counts of tested students, at each performance level, total tested, as well as counts of: medically excused, admin error, absent, missing snapshot (enrollment), missing assessment, grade not equal to test level, and total not tested. Click on any of the summary counts to get a student detail list, or click on Download Complete Student List to Excel

If there’s a problem with your data…

• Your student management system is the driver for the entire system

• You should know the scanned data and your student system work together

• If you see a problem in Tested/Not Tested, please fix the source

Critical Path

• 3 – 8 ELA due to the RIC for scanning: April 21, in the Level 2 Warehouse by May 12

• 3 – 8 Math due to the RIC for scanning: May 17, in the Level 2 Warehouse by June 9

• NYSESLAT due to the RIC for scanning: June 1, in the Level 2 Warehouse by June 23

• Science 4 & 8 due to the RIC for scanning: June 15, in the Level 2 Warehouse by August 25

Know where your SED memos are

• http://ww.p12.nysed.gov/assessment• On this page, the left menu bar has links

to all the assessments:– Alternate Assessments (NYSAA)– Elementary/Intermediate General Information– English as a Second Language– High School General Information– Important Notices– …and more!

In those pages…

• You’ll find almost everything you need for testing in those pages– Procedures for requesting and storing…– Teacher Directions– School Administrator Manuals (SAM)– Examination Schedules– Frequently Used Information– And more…

Computer Based Testing - NYSAA

• NYSAA ELA and Math testing done via CBT starts March 20

• Have ready:– All data– Users– Student enrollment– Roster creations– Teacher training

NYSAA CBT

• Vendor: Dynamic Learning Maps• Be aware of the information at SED• https://cbtsupport.nysed.gov/hc/en-us/categories/201173593-New-York-

State-Alternate-Assessment-NYSAA-ELA-and-Math-

• DLM training videos: http://dynamiclearningmaps.org/newyork

NYSAA CBT

• Any high school student taking the NYSAA ELA and math assessment should be enrolled in grade 9 in Educator Portal

• He or she will be testing at the grade 9 level • DLM revised any student marked as grade

10, 11, or 12 to grade 9 on March 15th• Any high school student added to Educator

Portal after March 15, 2017 should be enrolled in grade 9

NYSAA Science and Social Studies

• We are scanning the NYSAA answer sheets as they come in

• Begin to review the results of the Science and Social Studies portfolios in Level 1

Standalone Field Tests• Computer Based Standalone Field Test

date is May 22 – June 9• Assignments are being created now

between Questar and NYSED• No format changes allowed at this time

between CBT and PBT for Field Tests• Proctor Training for CBT field tests is May

12• L2RPT data pull for Questar on March 16

CBT 3 – 8 ELA and Math

• Data uploads to Questar are loaded from NYSED L2RPT

• Question Sampler is available and encouraged for you to review with teachers and students– Text to speech is now available in the

Question Sampler for review for several exams

CBT Training from SED• Proctor Training – February 28• The target audience for this presentation are

teachers and other educators who will be proctoring the 3-8 ELA and Math computer-based tests this spring. Topics covered will include logging in to Nextera, finding your class lists and students, preparing for test day, and proctoring on test day

• This webinar has been recorded and is available on CBT Support

CBT Training from SED• Registration is now open for the 2017

ScorePoint Training Sessions• The New York State Regional ScorePoint Training

Sessions are intended for Scoring Directors/Scoring Leaders who will be participating in operational computer-based scoring on ScorePoint this spring. Members of a Scoring Consortia can determine who to send to the training, but we are focusing on a "train the trainer" model where those attending the in-person training sessions in March will then train scorers and other users involved in computer-based testing scoring.

2017 ScorePoint Training (con’t)

• The trainings will provide information on how to score constructed responses entered in computers and an overview of ScorePoint 3.0 features and functionality.

• Additionally, there will be a hands-on scoring session to walk attendees through scoring student responses.

• We will extend the ScorePoint Training Sessions to schools that are interested in learning more about ScorePoint for computer Based Testing (CBT) scoring, but the focus is on preparing operational CBT schools.

Reminder• All webinars will be recorded and posted on CBT

Support. You can always watch/listen at your leisure!

• https://cbtsupport.nysed.gov/hc/en-us

Grade 4 & 8 Science

• Performance Test: May 24 – June 2• Written Test: June 5• You MAY In District scan these answer

sheets• You must scan all of these assessments,

even for kids that refused or are taking the HS Regents exam in Earth Science

Grade 8 Science Exam

• Do you need extra grade 8 Science answer sheets to test your advanced 7th

graders?• Email Testscoring@e1b.org and let us

know how many

NYSESLAT

• All NYSESLAT test materials are secure, please follow the instructions for handling and returning these test materials to the vendor as instructed in the SAM for NYSESLAT

• NYSESLAT test results will be available to schools via L2RPT

NYSESLAT• Additional information about the NYSESLAT is

available on the Department's web site at http://www.p12.nysed.gov/assessment/nyseslat/

• If you have any questions about the NYSESLAT, please e-mail OSA at emscassessinfo@nysed.gov, or call 518-474-5902.

• If you need assistance with the identification of English Language Learners, please contact the Office of Bilingual Education and World Languages at 518-474-8775.

• If you have specific questions concerning the NYSESLAT assessment please call 518-474-8220

NYSESLAT• Program Service Code 0231 must be in place for

appropriate students and should have been loaded to Level 2 by Friday, March 3 in order to be included in the file pull for pre-printing

• Now is the time to have PS Code 0242 loaded as well so SED is aware of the students who are exempt for the ELA assessment

• Please be aware, the lock and load date for Level 0 is no later than noon on the Thursday before

Test score questions?

DATA WAREHOUSE/NYSED DATA COLLECTION SERVICES

Presented by Maggie Maloney

Regents Data and Reporting• Regents Scores are now available in the WNYRIC DW

reports. Path is:– Public Folders > Accountability: Assessment Scores,

Levels, Trends & Graduation Reports > Regents Performance Level & Score Reports

• Item Analysis Reporting: – Item maps completed: ELA, Alg. 1 , Geometry, Algebra 2

and Earth Science, US History. Remaining item maps targeted for completion this week and available in reports early next week.

– Found in folder: Common Data Views: Regents Reporting– Also found using path: Public Folders > Curriculum &

Instructional Development Item Analysis Reports > Regents Item Difficulty & Response Reports

Reminder: Security

• Use ftp sites for sending lists of student/staff with Personally Identifiable Information (PII).

• Check security lists in Level 0, WNYRIC and SEDDAS lists.

• E-mail address changes:– Most systems use e-mail addresses for password

resets, or for user IDs. – If e-mail addresses change in your organization,

make sure this is addressed for these systems.

Public Data 15-16

• 2015-16 Graduate data released.• Scatterplot reports updated in the

WNYRIC DW using public data downloads• Two more releases planned for 15-16

data. Dates tbd:– More Report Card: Student Attendance, Staff

Counts– Staff Eval Ratings

L0 Historical• Access to 2015-16 demographic, enrollment, program,

assessment data, staff evaluation ratings data started February 6, 2017. – Demographic, enrollment, program, assessment, and

Staff Evaluation Ratings data – Changes made by 10PM on Thursday will be loaded to

Level 2 each Friday.– Historical changes loaded to LVL2 are used only to

update L2RPT reports that use historical data, e.g. High School Accountability and Total Cohort Reporting.

• Note: Graduate Data for 15-16: Due Thursday, March 23, 2017 for refresh of data on NYSED’s public access site.

• L0Historical data changes do not update historical data in Level 0 or the WNYRIC DW.

Is the PMF staff data collection done yet??

• Teacher e-PMF Data: – March 3, 2017—e-PMF certifications are due.– Even though teacher has submitted e-PMF data via TAA,

changes to staff snapshot will continue to update e-PMF data until certification is submitted.

• Non teaching professional data: – NYSED Deadline: Friday, March 3, 2017. WNYRIC Lock and

Upload Deadline: Thursday, March 2, 2017 at noon. – Verify data using SIRS 320 Staff Snapshot Verification Report

and SIRS 318 Staff Assignment Verification Report. L2RPT Staff Reports are updated daily with data locked and uploaded via Level 0.

– NYSED has been producing profile reports and distributing via the IRS Portal each Thursday.

• No certification required for non teaching professionals.

NO

The deadlines were extended.• Teacher e-PMF Data:

– March 17, 2017—e-PMF certifications are due via TAA. CEO (Superintendent or Charter School Leader).

– Teachers can no longer submit data but administrators can if the certification has not yet been submitted.

– Even though teacher has submitted e-PMF data via TAA, changes to staff snapshot will continue to update e-PMF data until certification is submitted.

• Non teaching professional data: – NYSED Deadline: Friday, March 17, 2017. WNYRIC Lock and Upload

Deadline: Thursday, March 16, 2017 at noon. – Verify data using SIRS 320 Staff Snapshot Verification Report and

SIRS 318 Staff Assignment Verification Report. L2RPT Staff Reports are updated daily with data locked and uploaded via Level 0.

– NYSED has been producing profile reports and distributing via the IRS Portal each Thursday.

• No certification required for non teaching professionals.

PMF: Certification and Professional Development Data

• Districts, BOCES and Charters will be provided with reports concerning teachers identified as teaching out of certification—Spring 2017.

• E-PMF will open again for correction. • Charter School will be able to identify teachers for

certification exemptions. • Highly qualified teacher reporting is discontinued

starting 2016-17. • For more information:

http://www.p12.nysed.gov/irs/beds/PMF/documents/CertifcationandProfessionalDevelopment.pdf

Remaining 2016-17 Timelines

• NYSED has released an updated 2016-17 timelines document. http://www.p12.nysed.gov/irs/documents/2016-17DataReportingTimeline.pdf

Remaining Staff Collections: 2016-17

• Staff Tenure---Final Deadline: August 25, 2017• Staff Attendance---Final Deadline: August 25,

2017• Staff Evaluation Ratings Data: Fall 2017• Keep in mind Staff Snapshot needs to be

maintained as it serves as a reference for all staff data sets and for staff student course

Staff Reports: Tenure and Attendance

• L2RPT Staff Reports require additional roles:– SIRS 322: Role is Staff Human Resource – SIRS 324: Role is Staff Data - Other

Next NYSED Data Collection Deadline: BEDS Student Reports

• NYSED Data Collection Deadline: Friday, March 24, 2017.

• WNYRIC Level 0 Lock Deadline: Thursday, March 23, 2017.

• Why? NYSED is extracting BEDS enrollment and FRPL data at the end of business on Friday, March 24, 2017 for reporting to USDOE.

• What data is used? Demographic, Enrollment and Program Data.

• What reports in L2RPT? BEDS Folder.

BEDS Enrollment Reports• Verify version of reports highlighted in blue without the

.1 extension.• Use the report with .1 extension as a reference to

January’s data.

L2RPT BEDS Reports Relationship SIRS 314 BEDS Day

Enrollment by District of Residence

Start Here:SIRS 313 Enrollment by Location of Enrollment: Depew Students

enrolled in Depew locations.Subtotal for other districts is 21.Total sum is

1853SIRS 312BEDS DayEnrollmentVerificationFor State Aid

Column I is equal To Subtotal for other districts in SIRS 314

L2RPT BEDS Report Relationships SIRS 312 BEDS Day Enrollment Verification Report for State Aid Calculation

SIRS 319 BEDS Day Enrollment in Public and Charter Schools by District of Residence (Informational Report)

These are students who live in Depew; 1832 are enrolled in Depew schools; 16 are enrolled in other districts. Enrolled in Cheektowaga with

0055 enrollment code.

SIRS 323 Free Or Reduced Lunch Report Logic

For a student record to be included in the FRPL eligible counts on the SIRS 323, the following must be true:

• Demographic record exists. • NYSSIS ID exists in Level 1 and Level 2.• Enrollment record exists and:

– Student is enrolled as of BEDS Day.– Enrollment entrance codes: 0011, 0022, 5544, 7000, 7011– Enrollment by location; count is based on where the student

is enrolled versus where the student resides. – Enrollment totals must be consistent with enrollment totals

on SIRS 313 Enrollment by Location Verification Report.• Program Record exists with a 5816 (Free Lunch) or

5807 (Reduced Lunch) record as of BEDS day.

SIRS 323 and SIRS 313 Comparison for Enrollment Totals

SIRS 323 Total

Enrollment(e.g. 1788)

SIRS 313 All Students

Total(e.g. 1853)

SIRS 313 Pre-K Total

(e.g. 65)minus

Poverty versus FRPLOften used interchangeably; collected for different reasons.

Poverty• Program Code: 0198• Identifies Student as being in

Economically Disadvantaged (ED) Sub-Group.

• Primarily used for Institutional Accountability.

• ED sub-group counts appear on Accountability reporting, BEDS reporting, Tested/Not Tested reporting, APPR calculations.

• A student is included in ED counts if at any point during a school year, his/her record has a 0198 program code.

• District or school with institutional accountability still report 0198 program record even if FRPL record is not applicable.

Free or Reduced Lunch • Program Code 5817 (Free) or

5806 (reduced) lunch eligibility.• Used for reporting FRPL to

USDOE • Used for state aid calculations.• FRPL eligibility is reported as of

BEDS day.

BEDS Related Ad Hoc IRSP Report:3 Year Enrollment Summary

• Each year, NYSED distributes Three Year Enrollment Summary Reports via the IRS Portal to public school districts.

• They are refreshed weekly like the L2RPT reports until the end of year data collection deadline.

BEDS Related Ad Hoc IRSP Report:3 Year Enrollment Summary

• Page 2 and 3 Provide Data Source Information.

BEDS Related Ad Hoc IRSP Report:3 Year Enrollment Summary

• Resident Students Enrolled in Non-Public Schools with Tuition Paid by Parents or Others On BEDS Day

• Report of Student Records of Pre-K Enrollment that are Missing the Required PRE‐K program or UPK Setting Code Data. This data also shows on the SIRS 316.

BEDS Related Ad Hoc RSP Report 2016–17 BEDS Day ELL Counts Data Extract

• Each year, the Office of Bilingual Education and World Languages (OBEWL), produces reports with counts of ELL students and distributes them via the IRS Portal.

• Generally this is done during April and May.• The data is extracted from Level 2 weekly

until a final extraction date TBD. • The count as of the final extract date will be

used in calculations for NCLB Title III allocations.

Ad Hoc Reporting from Program Offices

District/ School/BOCES Source Systems

WNYRIC Regional Level 0

WNYRIC Regional DW (LVL1)

Statewide L1C/LVL2

WNYRIC Regional DW Reports

via WNYRIC Dataview

Portal

L2RPT Student and Staff Reports

L1C Errors

NYSED Program Office

Extracts and IRS Reports

Staff Student Course (TSDL) and Staff Assignment Data Collection

• Data Collection Deadline for Staff Student Course data for courses tied to a NYS Assessment: early June 2017 (tbd).

• Staff Assignment data for principals should already exist due to PMF collection. Updated data is needed for deadline in early June (tbd).

• Staff Student Course data is extracted from Student Systems. Dependency: staff snapshot record has to exist.

• Data collection volume for SSC/TSDL has decreased this year. Only needed for courses tied to 3-8 ELA and Math and Regents Math assessments.

• Only one row of data with as of the start date of test administration.

Staff Student Course (TSDL) and Staff Assignment Data Verification and Certification

• NYSED Verification Deadline for Staff Student Course is targeted for early June (tbd).

• Teacher rosters are available in TAA if Staff Student Course Data has been submitted via SIRS.

• Rosters are updated weekly on Mondays from LVL2. • Starting with 16-17, only teachers for courses tied to 3-8

ELA and Math and Regents Math assessments need verify their rosters in TAA.

• Roster data cannot be changed in TAA; changes flow from SMS via SIRS process.

• DDC’s and other administrators may have administrative access to TAA due to PMF collection but need to verify data using the SIRS 315.

Staff Student Course (TSDL) and Staff Assignment Data Verification and Certification

• Certification of Staff Student Course is based on the SIRS 315 but has to include teacher verification of the roster data in TAA.

• Certification of principal staff assignment data is based on the SIRS 318 and has to include verification of the SIRS 318 by principals.

• Although teacher and principal certification documents are not required; districts, charter schools and BOCES are required to have a process in place to ensure data is reviewed by them.

• Certification process for SIRS 315 and SIRS 318 generally uses the IRS Portal.

TAA Portal : Documentation

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

Remaining Student Data Collections

• Student Daily Attendance: already begun. • New: Course Instructor Assignment• New: Student Class Entry Exit• Grade Detail• Credit GPA• CTE

L2RPT: What’s New

• SIRS 335 Career Pathways Verification Report. Found in Annual Outcomes Folder.

• UIAS Reports are now available in L2RPT• SIRS-330 Student Class/Course Instructor

Summary Report. Uses Course Instructor Assignment and Student Class Entry Exit

NYSED End of Year Deadlines• Data Collection Deadline: August 25, 2017. • Certification Deadline: September 8, 2017.

ESSA

• Regional Meetings:• One here was at Erie 1 BOCES on March

16, 2017 from 6-8PM.• NYSED is still moving ahead with

submitting proposal for NYS Accountability in September 2017.

SMS AND LEVEL 0Presented by Whitney McHenry

Locking data in Level 0

Demographics

Enrollment

Staff Snapshot

Staff Stu Course

Program Services

Student Daily Att

Staff Assignment

Staff Tenure

Staff Attendance

Locking data in Level 0

Demographics

Enrollment

Staff Snapshot

Staff Stu Course

Program Services

Student Daily Att

Staff Assignment

Staff Tenure

Staff Attendance

Civil Rights Data Collection• The Civil Rights Data Collection (CRDC) is an

every-other-year survey of public schools, including charter schools.

• The CRDC collects data on certain civil rights indicators related to access to educational opportunity.

• The CRDC is part of the “overall enforcement and monitoring strategy used by the Office of Civil Rights to ensure that” schools “do not discriminate on the basis of race, color, national origin, gender, or disability.”

• This is a federal collection, not a state collection.

Civil Rights Data Collection

The Civil Rights Data Collection opened February 6 and is closing April 24.

https://crdc.grads360.org

Civil Rights Data Collection• Many of the required elements are based on data

that has been collected through SIRS.• To assist with CRDC reporting, we have worked with

the Data Warehouse programmers to create a report that aggregates many of the data elements into an easy-to-use format.

Civil Rights Data Collection• This WNYRIC Data Warehouse report can assist

with:– Enrollment in building/grade, including

breakdowns by gender, ethnicity, special education, LEP status, etc.

– Class enrollment into Algebra, Geometry, AP classes, etc. including subcategory breakdowns.

– Chronic absenteeism

Civil Rights Data Collection• This WNYRIC Data Warehouse report cannot assist with

– Reporting of discipline– Reporting of students in a gifted and talented program– Reporting of SAT/ACT– Reporting of any data element that is not already

captured in the WNYRIC Data Warehouse • The WNYRIC Data Warehouse report is not

comprehensive but it will provide much of the needed information.

Civil Rights Data Collection• To run the report, select school year 2016, since the

CRDC is collecting for SY 2015-16. • Select your district and select the location.• For Semester of the Course:

– If the courses you need to report are all yearlong classes, choose Full Year or First Semester. This will report enrollment numbers from October 1.

– If the courses you need to report are Semester only (the entire course is taught in one semester only), run the report twice, once for Semester 1 and once for Semester 2, and then aggregate the numbers.

Civil Rights Data Collection

• Choose SY 2016• Choose a location• Choose Full Year/S1 or S2

Civil Rights Data Collection• For each

prompt, select the appropriate sections.

• Leave blank if that category doesn’t apply.

Questions?

Unique Identifier Audit System (UIAS) reports

• NYS tracks students as they transfer from one district or school to another using NYSSIS IDs, a unique student identifier.

• The Unique Identifier Audit System tries to find inconsistencies in data across districts. This gives you the opportunity to clean your data.

• UIAS reports are now in L2RPT, and they are now updated weekly.

• UIAS reports are now available for non-public schools as well.

Unique Identifier Audit System (UIAS) reports

• FT: False Transfer• FD: False Dropout• DS: Disappearing

Students• SE: Simultaneous

Enrollments

UIAS: False Transfer

• This student exited on January 4 with an exit reason of “Transferred to another NYS public school” but the student was not reported in another school district.

• Why would this happen? How would you fix it?

UIAS: Disappearing Students

• This student ended the 2015-16 school year at Southtowns CSD – no exit code.

• The student did not attend Southtowns CSD this year, but apparently transferred to Northtowns CSD.

• Why would this happen? How would you fix it?

UIAS: Simultaneous Enroll 1

• Student left Southtowns CSD on December 4, and started in Northtowns CSD on December 1, resulting in a 4 day overlap.

• Why would this happen? How would you fix it?

UIAS: Simultaneous Enroll 2

• Student’s enrollment overlapped for 152 days.• Why would this happen? How would you fix it? • Questions?

Reporting Immigrants• We have noticed that many districts are still not

using the new program service code to report Immigrants.

• The old Immigrant Indicator is no longer a state-reportable field.

Code Description Use8282 Immigrant children and

youth statusImmigrants based on federal definition

Reporting ImmigrantsAs a reminder, Immigrant students are now defined as those who:

– are age 3 through 21– were not born in any state, Washington, D.C., or

Puerto Rico, and– have not been attending one or more schools in

the United States for more than 3 academic years.

Children born to United States citizens abroad (including those born on military bases or other U.S. territories) are considered immigrants.

Reporting Immigrants• To identify students who may need this program

service, run a 2016 Immigrant Student Detail list in the WNYRIC Data Warehouse.

• Identify which students still qualify as Immigrants using the new definition, and enter the 8282 program service code for those students.

• For students who are new this year, enter the 8282 program service code at registration.

Data Support Services• Data Support is an on-site WNYRIC Service

which assists districts and schools with:– Properly enrolling and coding students– Correcting Level 0 errors– Keeping the district on track with deadlines– Running and verifying L2RPT/WNYRIC DW reports– Helping teachers with ePMF and Roster Verification– Completing CRDC reports– Training district personnel– Extracting data from SMS for ad hoc data requests

(for grants, extracts to other systems, etc.)

Data Support Services• Two service options, depending on needs:

– 42 days per year– 21 days per year

• Service Codes:– eSchoolData NYS Data Support 650.100.32– PowerSchool NYS Data Support 650.200.64

• For more information, contact Whitney McHenry at 716-821-7430 or via email at wmchenry@e1b.org.

DATA REPORTING FOR SPECIAL EDUCATION

Presented by Beth Muscoreil

Updated 2016-17 End-Of-Year Due DatesThese data are populated from SIRS and are

certified in the PD Data SystemDate Data Must Be

Certified ByVR 11: Notification to School District of Compliance Rate on SPP #11 September 25, 2017

VR 12: Notification to School District of Compliance Rate on SPP #12 September 25, 2017

VR 13: Preschool Children Provided Programs and Services during 2016-17 School Year August 28, 2017

VR 14: District Report of Parentally Placed Students in Nonpublic School Who Were Evaluated September 25, 2017

VR 15: Preschool Outcomes Report August 28, 2017VR 16: Students Receiving Coordinated Early Intervening Services August 28, 2017

Demographic, enrollment, assessment, special education snapshot and disability program service records will be frozen after this date in order to do accountability calculations after the August 25, 2017 deadline. Lock in L0 by August 24.

Preschool SWD Enrollments

• All preschool age students with disabilities (PSWD) regardless of receiving summer services, must have the appropriate enrollment anytime during the 2016-17 school year and program service records: Preschool enrollment

and

Type of Disability (TOD) record code 5786 (Preschool Student with a Disability)

• Between July 1 – August 31 dates• Preschool enrollment• Type of Disability Code 5786 -

(Preschooler Student with a Disability)

All preschool age SWDs need

• Between September 1 – June 30 dates• A school age enrollment record• School age type of disability

record

AND

This includes preschool students transitioning to school age who did not receive summer preschool services.

Preschool age SWDs transitioning to SA

What Location Code is used for the Summer PS Enrollment if student

is not receiving summer services?• The location code can be:

– the location code from the prior year, or – the location code that will be used as of September 1

• The Special Education EOY snapshot indicates when services were received.

• The enrollment and programs fact record are not indicators that a student received summer services.

Preschool vs. PreK grade?PS grade ordinal?

– children referred to the CPSE for special-education eligibility determination

• Those with a Reason for Beginning Enrollment Code 4034, or– students receiving preschool special-education services

• Reason for Beginning Enrollment Code 0011 or 5905.

• PKH/PKF grade ordinal?– Student is attending a UPK program or otherwise eligible

for Kindergarten the next school year– is attending either a UPK or other Pre-K program which is

operated by the school district or under contract with the district.

– Applies to both students with or without disabilities.

FREE AND REDUCED LUNCHBeth Muscoreil

Reporting Poverty and Free and Reduced-Price Lunch (FRPL) Data

• Report any student who was enrolled in one of your buildings in the 2016-17 school year and has an active program service record of 5817 (free) or 5806 (reduced).

• District of Residence• Ideally, report all FRPL records for students whom district

officials place in education programs outside the district, except students placed at BOCES.

• Nonpublic schools • Reports FRPL data for parentally placed students through BEDS

Online• Charter schools

• Reports FRPL to BEDS Online • Report FRPL and economically disadvantaged data for students

to SIRS (accountability purposes)

BOCES rents space in your building, and your DOR students are in those classrooms

AND

your cafeteria is serving meals to those students.

***BOCES will report statuses through BEDS Online***

What if BOCES Rents a Classroom in My District?

• Track these students in your SMS or, if possible, in cafeteria system

• Share the FRPL Status with the placement

Collect this information via:• Direct Certification• Free and Reduced Meal Application• Extended benefits – student resides in a HH of

another student eligible for free lunch• Homeless, migrant, foster home

Reporting FRPL for Students Not Eating in the Cafeteria

Free or Reduced Lunch Reporting

• SIRS 323 - Free and Reduced Price Lunch Eligible Students Enrolled on BEDS Day Verification Report

• Report Guides for SIRS 323 URL:– http://www.p12.nysed.gov/irs/level2reports/SI

RS-323ReportGuide.pdf

WNYRIC SUPPORT CONTACTSHelp

WNYRIC ContactsWhat? Contact Name

(as applicable)E-mail Phone

AssessmentData

Karen HalbertTest Scoring Team

khalbert@e1b.orgtestscoring@e1b.org

716/821-7173

WNYRIC Data Warehouse Support

Bonnie FosburyMaggie MaloneyDenny AtkinsonTBD

dataview@e1b.org 716//821-7615716/821-7189716/821-7466716/821-7088

L2RPT Support Bonnie FosburyMaggie Maloney

dataview@e1b.org 716/821-7189716/821-7466

NYSSIS/UIAS Support Bonnie Fosbury dataview@e1b.org 716/821-7189

E-School Data SMS/Level 0 Support

E-School Team eschooldatateam@e1b.org

PowerSchool SMS/ Level 0 Support

PowerSchool Team psteam@e1b.org

Level 0 Support: CharterSchools with other SMS

PowerSchool Team psteam@e1b.org

Level 0 Support : Publicschools with other SMS (except Buffalo and Rochester CSD)

Data Support Team datasupport@e1b.org 716/821-7430

Level 0 Support: Buffalo and Rochester

Data Warehouse Support Team

dataview@e1b.org 716/821-7466

Level 0 Support : Non -Publicschools with other SMS

Test Scoring Team testscoring@e1b.org 716/821-7173

What Contact Name E-mail Phone

Special Education:Clear Track 200

Zita MattisonTammy DrySally King

Clear Track 200 Team

zmattison@e1b.orgtdry@e1b.orgsking@e1b.org

cleartrack@e1b.org

716-923-6513716-923-6518716-923-6521

Special Education:IEP Direct

Laura FierleTammy SpencerJennifer Shine

IEP Direct Team

lfierle@e1b.orgtspencer@e1b.orgjshine@e1b.org

iep@e1b.org

716-821-7288716-821-7160716-821-7396

Questions?

Thank you for participating!