[PDF] - Ag e nda Purpo se & F o c us Do c ume nta tio n Da ta Re q PDF Document

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MAARS Data Workshop ‐ Data 101 10/13/2020 1

Da ta Wo rksho p Da ta 101

T ue sda y, Oc tobe r 13th, 2020 Doc ume nts https:/ / www.monroe 2boc e s.org / DDC- T ra ining 02_Da ta 101.a spx.

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Ag e nda

 Purpo se & F

c us

 Do c ume nta tio n  Da ta Re q uire me nts  L

e ve l 0 upda te s

 WNYRI

C Re po rts

 Ca le nda r/ T

ime line

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MAARS Data Workshop ‐ Data 101 10/13/2020 2

Purpo se & F

c us o f the

Da ta 101 se ssio n

 Ne w & Re c e nt Distric t Da ta Co o rdina to rs  Re fre sh c urre nt DDC’ s

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SIRS (Student Information Repository System) http://www.p12.nysed.gov/irs/sirs/ Teacher/Staff Data http://www.p12.nysed.gov/irs/beds/PMF/ Also in the SIRS, Chapter 3: Staff Reporting Rules Vendor Changes http://www.p12.nysed.gov/irs/vendors/

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Do c ume nta tio n

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MAARS Data Workshop ‐ Data 101 10/13/2020 3

SEDDAS: http://www.p12.nysed.gov/seddas/ Teach: (self register for ID) http://www.highered.nysed.gov/tcert/ Memos: http://www.p12.nysed.gov/irs/memos/

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Do c ume nta tio n

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SI RS do c ume nta tio n

http:/ / www.p12.nyse d.g ov/ irs/ sirs/

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MAARS Data Workshop ‐ Data 101 10/13/2020 4

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Ve ndo r Suppo rt

Data 101

District Data Coordinator Data Reporting Team

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Chapter 2: Student Reporting Rules Guidance on the Role of District Data Coordinator Superintendents and charter school leaders are responsible for maintaining and transmitting State-required data elements in specified file formats to SIRS and other NYSED collection applications. The SIRS began collecting data utilizing 4 data templates over a decade ago. Today, school districts, BOCES and charter schools are required to submit data using 25 different templates with varied reporting timelines and business rules. It is extremely important to ensure accurate and complete data are reported, as it may impact State and federal funding streams (e.g. Title I, State Aid). Additionally, State and federal laws require various datasets to be included and made publicly available in State School Report

Cards. This information is available on the NYSED public data site.

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Distric t Da ta Co o rdina to r

“Districts should be prepared to document for auditors that all students required to be reported have been reported. The chief school officer is responsible for verifying the accuracy of district/school data submitted to the SIRS but is strongly advised to engage a team, including but not limited to coordinators of various federal title programs, special- education programs, bilingual and English as a New Language programs, migrant programs, and homeless programs, to review data reports for accuracy.”

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Distric t Da ta Co o rdina to r

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Not just Level 0 and SIRS BEDS FRPL Special Ed reporting (PD & VR) TAA/PMF Essential for data submission and verification

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Re po rting Da ta T e a m

Data 101

Data Re quire me nts

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MAARS Data Workshop ‐ Data 101 10/13/2020 7

Data sources SMS (schooltool, IC, PowerSchool, etc.) Frontline Direct HR Title I/III administrators Lunch/Cafeteria

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Da ta Re quire me nts

Data Warehouse Flow

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Da ta Re quire me nts

SMS Level 0

L1 WNYRIC L2 L2RPT

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Da ta Re quire me nts

Child Nutrition Memo: http://www.cn.nysed.gov/content/new-state-wide-direct- certification-matching-process-and-mandatory-reporting- snapmedicaid Can pull 2020-2021 data based on 2019-2020 SY enrollments

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Da ta Re quire me nts - F RPL

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MAARS Data Workshop ‐ Data 101 10/13/2020 9

CEP districts & schools Do not report all student in a CEP school/building as Free Lunch (PS 5817) CEP does not equal poverty Only report students that are eligible

Direct match Income verification forms

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Da ta Re quire me nts – F RPL Co mmunity E lig ibility Pro visio n (CE P) L e ve l 0 Se c urity

L 0 Se c urity Offic e rs Pe rmissio ns

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Student Security Staff Security Determined by each district/school Must be re-authorized annually Forms returned by September 30

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L e ve l 0 Se c urity

Password Rules: Must be between 8 and 15 characters. Must contain at least 1 lower case letter. Must contain at least 1 upper case letter. Must contain at least 1 number. Must contain no more than 3 repeating characters. Cannot reuse current password.

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L e ve l 0 Se c urity - Pa sswo rds

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L e ve l 0 Se c urity - Pa sswo rds

Version 16.0

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L e ve l 0 Upda te s

 Se c urity & Auto time o ut  De mo g ra phic s a nd I

nfo rma tio n Re po rts

 Pro g ra m Se rvic e I

mpo rt o ptio ns

 E

rro r Hig hlig hting

 Sta ff Atte nda nc e Bre a kdo wn  He lp Me nu

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 Ale rts a nd me ssa g e s o n lo g in  “F

rg o t/ Re se t Pa sswo rd” L

ink

L e ve l 0 16.00

Add a F

o te r

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 Se c urity & Auto time o ut

Security & Auto time out

Add a F

o te r

 Use r Se tup (F

r L

e ve l 0 Se c urity Offic e rs)

 “I

nitia te Pa sswo rd Se t/ Re se t” Butto n

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L e ve l 0 16.00

Whe n c re a ting a ne w use r, the e ma il is re q uire d

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Security & Auto time out

Add a F

o te r

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L e ve l 0 16.00

 Answe r se c urity q ue stio n:

Security & Auto time out

Add a F

o te r

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L e ve l 0 16.00

 E

nte r the nume ric PI N tha t ha s b e e n se nt to yo ur e ma il.

Yo u will b e ta ke n to the “Pa sswo rd Re se t” sc re e n
I

f yo ur e ma il o r se c urity q ue stio ns a re no t c o mple te d, the n yo u will ne e d to wo rk with yo ur sc ho o ls L e ve l 0 se c urity Offic e r to have the m se nd yo u a Passwo rd Re se t e mail

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Security & Auto time out

Add a F

o te r

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L e ve l 0 16.00

 Auto T

ime -o ut

 L

e ve l 0 will fo rc e a use r to time -o ut a fte r 10 minute s o f ina c tivity

 “Se ssio n Ale rt” a fte r 9 minute s o f ina c tivity

Full rights

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L e ve l 0 Se c urity

 Sta ff Only

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Restricted user:

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L e ve l 0 https:/ / le ve l0.mo nro e .e du

ASAP Entitlements

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L e ve l 0 Se c urity

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Da ta 101

L e ve l 0

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L e ve l 0 https:/ / le ve l0.mo nro e .e du

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Pronounced “Level Zero” Current year is set to “2021-06-30” Cannot edit or submit previous school years data

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L e ve l 0

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L e ve l 0 https:/ / le ve l0.mo nro e .e du

L 0 L

g o

Clic ka ble

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I nitia l lo g in

 Clic k o n the lo g o to re turn to Ho me / Da shb o a rd sc re e n  Se c urity Que stio ns

Add a F

o te r

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L e ve l 0 – De mo Sc re e n

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L e ve l 0 – Ma nua l E ntry Se a rc h

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L e ve l 0 – De mo g ra phic Guida nc e Co unse lo r

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Must be in Sta ff

Sna pshot

If no Sta ff Sna pshot

re c ords, will be purg e d during import

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L e ve l 0 – E nro ll Sc re e n

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Help Menu

Add a F

o te r

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L e ve l 0 16.00

 Ne w “He lp” Me nu

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MAARS Data Workshop ‐ Data 101 10/13/2020 21

Help Menu

Add a F

o te r

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L e ve l 0 16.00

 Ne w “He lp” Me nu

Updated Codes – Charter schools 153 - Trfr to another school within district “This code is used when a charter school student transfers to a public school located within the student’s district of residence.” 170 – Trfr to another Public school outside of district This code is used when a student, parent(s), or guardian(s) initiates a transfer from a charter school to another charter school or to an educational setting that is not located within the student’s district of residence.

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L e ve l 0 – E nro ll Sc re e n

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Othe r L e ve l 0 te mpla te s

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Catch-all for reporting various aspects and services for a student, including:

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Pro g ra m Se rvic e (Pro g ra m F a c t)

E

L L

T

itle I

E

SE A

Disa bility
CT

E

PK/ UPK
F

RPL

Summe r Sc hool
Home le ss
Immig ra nt
F
ste r
Milita ry fa mily

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Examples: ELL 0231, ELL Eligible 1 of 4 ELL Programs Homeless - 8262 Title I – Part A – 0892 Poverty – 0198 Free Lunch – 5817 Possibly Homeless unaccompanied Youth, 8272

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Pro g ra m Se rvic e – multiple pie c e s

Beginning in 2019-20, only CTE data for NYSED-approved CTE programs should be reported to the NYSED SIRS. CTE data should be reported by the program provider — the agency that operates the NYSED-approved CTE program. The Program Intensity of “enrollee” has been discontinued. Program Intensity will only be reported for “Participants” and “Concentrators” beginning in 2019-20.

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Ca re e r & T e c hnic a l E duc a tio n (CT E )

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NYSED has identified approximately 500 courses considered “CTE” courses which would be reported in SIRS. The Course catalog workbook identifies these CTE courses http://www.p12.nysed.gov/irs/courseCatalog/home.html Two new course codes have been developed for the reporting of work-based learning (22201W, 22202W).

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Ca re e r & T e c hnic a l E duc a tio n (CT E )

PS 8262 – Homeless Student Status Include primary Nighttime Residence PS 0892 - Served by Title I Part A Separate from 8272 – Homeless Unaccompanied Youth Must have 8262 as well

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Pro g ra m Se rvic e (Pro g ra m F a c t)- Ho me le ss

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Pro g ra m Se rvic e – Ho me le ss Stude nt

SE Snapshot SE Event

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T e mpla te s: Spe c ia l E duc a tio n

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Grade Detail Accommodation Day Calendar Daily Attendance

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Othe r T e mpla te s:

Pa rt of NYS E SSA Pla n unde r Chronic Abse nte e ism Course Instructor Assignment Incidental Teaching Assignment Indicator: Student Course Entry Exit ePMF reporting State Report Cards (No more Staff Student Course) See the SIRS manual, Chapter 3 for details

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T e mpla te s:

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All staff members reported in Staff Snapshot identified as “TEACHER” must have at least one CIA record Each course can have multiple staff reported

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Co urse I nstruc to r Assig nme nt

Inc ide nta l T e a c he r

All students in every course must be reported in this template One record per student per course

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Stude nt Cla ss E ntry E xit

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Attendance Codes

1. Student

2. Staff

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Attendance Codes

Stude nt Atte nd Code s Sta ff Atte nd Code s

Attendance & Suspension codes Search useful for reporting large amount of internal codes

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Stude nt Atte nda nc e Co de s

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Attendance & Suspension codes Search useful for reporting large amount of internal codes

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Sta ff Atte nda nc e Co de s

Bre a k T ime !

Ple ase be bac k in 10 minute s

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Sta ff T e mpla te s

Staff Snapsho t

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References SIRS Manual http://www.p12.nysed.gov/irs/sirs/ Chapter 3, Staff Reporting Rules Teacher/Staff Data website http://www.p12.nysed.gov/irs/beds/PMF/

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L e ve l 0 Sta ff Sna psho t

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L e ve l 0 Sta ff Sna psho t

Teach ID = Staff ID Must be valid Itinerant staff reduced requirements

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L e ve l 0 Sta ff Sna psho t

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Hisp. Indicator/Race Code

If “Y”, Race Code not required “DECLINED” an option for Race Code 1

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L e ve l 0 – Sta ff Sna psho t c ha ng e s

Reduced requirements

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L e ve l 0 Sta ff Sna psho t – I tine ra nt Sta ff

First & Last Name
Itinerant Status
Status/Active

Indicator

Staff ID
Birth Date
Snapshot Date
Position Title
School Email

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MAARS Data Workshop ‐ Data 101 10/13/2020 33

Navigation similar to student templates “Manual Input” screen to search and edit individual Staff records “Reports” menu used for listing “District School Summary” list by location/Building Tracking of individual Import and Uploading

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L e ve l 0 Sta ff Sna psho t

Search box and navigation bar

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L e ve l 0 Sta ff Sna psho t

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Deletes Deleting any Staff record will cascade to other, related records

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L e ve l 0 Sta ff Sna psho t Othe r Sta ff T e mpla te s

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Staff Assignment Staff Attendance Staff Evaluation Staff Tenure Staff Attendance Codes

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L e ve l 0

Staff Assignment Used for PMF & APPR http://www.p12.nysed.gov/irs/beds/PMF/home.html Documents for Non-Instructional Staff and Principals

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L e ve l 0 Sta ff Assig nme nt

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Used for APPR Links courses a student is taking to the teacher

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T e mpla te s: Co urse I nstruc to r Assig nme nt Stude nt Co urse E ntry E xit

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L e ve l 0 – Sta ff T e nure Sna psho t

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L e ve l 0

I mpo rt and E xpo rt Re po rts

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Use “Elect. Import” menu In general follow on screen steps in order Except, Select “Delete All…”

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L e ve l 0 I mpo rt

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MAARS Data Workshop ‐ Data 101 10/13/2020 38

Demographics

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De mo & E nro ll

Enrollments Program Fact Import “Perform Precheck” option

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L e ve l 0 - I mpo rt PS re c o rds

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Program Service Import options

Add a F

o te r

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L e ve l 0 16.00

 Auto ma tic a lly pla c e a c he c k ma rk in e a c h a pplic a ble Ca te g o ry fo r

I mpo rt

 Bo th Pre Che c k Ca te g o ry list (Ste p 4)  T

he full list o f Ca te g o ry type s (Ste p 5).

 I

f the I mpo rt F ile Co unt is le ss tha n the Da ta b a se Co unt fo r a ny o f the se le c te d c a te g o rie s, tha t Ca te g o ry o r Ca te g o rie s will b e hig hlig hte d fo r ma nua l re vie w to e nsure tha t the Ca te g o ry sho uld c o ntinue to b e impo rte d:

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L e ve l 0 I mpo rt Asse ssme nt re c o rds

DO NOT re po rt mo st re g e nts

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S.E. (Special Education) Frontline Direct Staff Snapshot for all staff Charters have rollover files available

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Othe r I mpo rts

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I mpo rt e rro rs: De mo g ra phic

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MAARS Data Workshop ‐ Data 101 10/13/2020 41

Available for schooltool and PowerSchool districts & charters Most templates can be scheduled Automation occurs Monday mornings Yearly reauthorization

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L e ve l 0 Auto I mpo rt

Re po rting

Ve rific atio n E rro rs Re aso nable ne ss

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General Default: Dist. Import Errors

Dist. School Summary

Log reports Verification

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Re po rts – L e ve l 0

Template specific Entry/Exit Program Service

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Re po rts

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MAARS Data Workshop ‐ Data 101 10/13/2020 43

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Re po rts Da shbo a rd Re po rts

Error records will show in red text:

Upda te d E rro r hig hlig hting

Add a F

o te r

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MAARS Data Workshop ‐ Data 101 10/13/2020 44

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Re po rts: I nfo rma tio n

New Informational report for NYSSIS requirements

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Re po rts: I nfo rma tio n > De mo g ra phic s

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MAARS Data Workshop ‐ Data 101 10/13/2020 45

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Stude nt Atte nda nc e : Atte nda nc e Bre a kdo wn

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Pro g ra m F a c t: Ca te g o ry Bre a kdo wn

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MAARS Data Workshop ‐ Data 101 10/13/2020 46

Search local codes useful for reporting large amount of internal codes

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Atte nda nc e Co de s – Se a rc h

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Atte nd Co de s: L e ve l 0 Re po rts

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MAARS Data Workshop ‐ Data 101 10/13/2020 47

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Sta ff Atte nda nc e : Atte nda nc e Bre a kdo wn

Use the “L1-Data Prep” menu Follow steps from top down Use flow chart as a guide

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L e ve l 0 E xpo rt

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MAARS Data Workshop ‐ Data 101 10/13/2020 48

Demographics

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L 1-Da ta Pre p a ka : “E xpo rt”

Program Service

E rro r disc o ve ry a nd re so lutio n

L e ve l 0 and be yo nd

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Level 0 and beyond

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L e ve l 0

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Ve rific a tio n E rro rs

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MAARS Data Workshop ‐ Data 101 10/13/2020 50

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“No E nro llme nt” Re po rts

In every student Report except Enrollment Show students with that datatype and no enrollments WHY? Subsequent enrollment records imported with delete

ption, but related students no longer included

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No E nro llme nt Re po rts

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MAARS Data Workshop ‐ Data 101 10/13/2020 51

https://dataview.wnyric.org (http://www.monroe2boces.org/WNYRICLevel1Report.aspx for direct links) eDM L1C - WNYRIC (Level 1) Reports L2RPT - L2RPT Primary Site Training videos: https://ensemble.monroe2boces.org/Watch/level1newmenuicons https://ensemble.monroe2boces.org/Watch/navigationtipsinlevel1

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Da ta vie w

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Da ta vie w

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MAARS Data Workshop ‐ Data 101 10/13/2020 52

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Da ta vie w

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COGNOS upda te

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MAARS Data Workshop ‐ Data 101 10/13/2020 53

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Da ta vie w

The following reports are useful for data verification in general: Data Quality Report Card Student Inquiry Report by Local ID L1C/LVL2 Error Report Program Participation Report Tested/Not Tested Report Mismatched NYSSIS IDs with Same Local ID

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Da ta vie w

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MAARS Data Workshop ‐ Data 101 10/13/2020 54

Verification and eDM More in-depth and detail training in future Data Coordinator Series

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L e ve l 1/ Da ta vie w

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Da ta vie w - e DM

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MAARS Data Workshop ‐ Data 101 10/13/2020 55

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Da ta vie w - e DM

(breadcrumb)

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Da ta vie w - e DM

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L 2RPT Re po rt & PD Re po rt Re fre she s

Da ta L

c ke d On

WNYRIC DW Stude nt a nd Sta ff Re ports Re fre she d Ne xt Busine ss Da y L 2RPT Sta ff Re ports Re fre she d Ne xt Busine ss Da y L 2RPT Stude nt Re ports Re fre she d We e kly* SIRS 401 Re a sona ble ne ss, SIRS 650 - E L L Profile PD Re ports

Monda y

T ue sda y T ue sda y F

llo wing Mo nda y

T ue sda y We dne sda y

T ue sda y

We dne sda y We dne sda y F

llo wing Mo nda y

We dne sda y

T hursday T hursday F

llo wing Mo nda y

T hursday

T hur sda y by Noon

F rida y F rida y F

llo wing Mo nda y

F rida y Mo nda y

F r ida y

Mo nda y Mo nda y A we e k fro m the fo llo wing Mo nda y Mo nda y

Da ta 101

Cale ndar

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L e ve l 0

 Da ta Sub missio n sc he dule

 Mo nthly upda te sug g e ste d

 Mo nthly sc he dule se nt o ut

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Ge ne ra l Ca le nda r/ T ime line 2020-2021

9/2/2019 9/9/2019 9/16/2019 9/23/2019 9/30/2019 10/7/2019 10/14/2019 10/21/2019 10/28/2019 11/4/2019 11/11/2019 11/18/2019 11/25/2019 12/2/2019 12/9/2019 12/16/2019 12/23/2019 12/30/2019 1/6/2020 1/13/2020 1/20/2020 1/27/2020 2/3/2020 2/10/2020 2/17/2020 2/24/2020 3/2/2020 3/9/2020 3/16/2020 3/23/2020 3/30/2020 4/6/2020 4/13/2020 4/20/2020 4/27/2020 5/4/2020 5/11/2020 5/18/2020 5/25/2020 6/1/2020 6/8/2020 6/15/2020 6/22/2020 6/29/2020 7/6/2020 7/13/2020 7/20/2020 7/27/2020 8/3/2020 8/10/2020 8/17/2020 8/24/2020

Start 2019‐2020 SY Data Collection 2018‐2019 Staff Evaluation Due Demographic, Enroll, Program Services, etc. (updated monthly) LMP, Course, Staff Snapshot, Staff/Student/Course (used for ePMF) Staff/Student/Course for start of evaluation process Preprinting for January Regents Preprinting for June Regents January Regents Administration Regents Administration Scanning January Regents Scanning June Regents Preprinting for ELA, & Math Preprinting for NYSESLAT NYSAA PS records (0220 and Disability codes) Process NYSAA NYSESLAT Speaking NYSESLAT Listening, Reading, Writing Process NYSESLAT Preprint 4th & 8th Science Science 4&8 Administration Process 4th & 8th Science Nextera data for CBT 3‐8 ELA Administration Process ELA 3‐8 Math Administration Process Math 2020 SY Certification Due BEDS Day (Oct. 2) BEDS Day data, initial SED pull BEDS Day data for State Aid calculations PD Reporting Verification BEDS Certification TSDL and Staff Evaluation data ELL/LEP Data Pull for NYSESLAT (SED) Sept Oct No Dec Jan Feb Mar Apr May Jun Jul Aug

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MAARS Data Workshop ‐ Data 101 10/13/2020 58

Que stio ns?

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(all phone numbers start with 349-####) SIRS & Level 0 Daron Lowell - dlowell@bocesmaars.org – x9064 Laurie Hazard - lhazard@bocesmaars.org – x9051 3-8 Assessments & CBT, NYSESLAT Mari-Ellen Maloney - mmaloney@bocesmaars.org - 9025 Regents & NYSITELL Patty Zeiner – pzeiner@bocesmaars.org – x9022 MAARS website http://bocesmaars.org/

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