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THE NEW YORK CITY DEPARTMENT OF EDUCATION ATS Data Overview.

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Presentation on theme: "THE NEW YORK CITY DEPARTMENT OF EDUCATION ATS Data Overview."— Presentation transcript:

1 THE NEW YORK CITY DEPARTMENT OF EDUCATION ATS Data Overview

2 Data Management School data is vital for improving student learning and for compliance purposes Inaccurate data compromises our ability to improve student learning and may lead to less favorable school accountability outcomes The Data Specialist is expected to become familiar with ATS, CAP, and HSST reports and functions in order to help maintain the integrity of our data

3 ATS Portal - Main Menu

4 ATS Wiki - Main Menu

5 Managing Our Data – School Status Reports Each function provides areas where likely changes or corrections can be made Register Reports RREGRegister Reports RDGSNCLB Disaggregation Report RSSSEthnic Summary Report Attendance Reports RYISYTD Attendance Interval Report RGSTRegister and Attendance Report R4RRR407 Report RPPSPeriod Attendance Summary Report RSALSchool Attendance List Special Education Reports R201Incomplete Evaluation Report RFADAwaiting First Attend Report Accountability Reports RCOSRegents Cohort Roster and Summary Special Categories RMELMeal Code Category Report RBPSBESIS Participation Report RSNRNet Register Report CAP Program Student Inquiry Referral/Evaluation Placement Data Entry Main Menu The STAT Screen – Your School At A Glance

6 ATS STAT SCREEN

7 Overview of The Data Stored in ATS Student data categories –Biographical –Adult –Exam –Attendance –Health –Marks –Transportation

8 ATS PRIMARY MENU

9 Managing Our Data – Biographical NYC ID# First Name Last Name Address Date of Birth Place of Birth Gender School Phone Number Ethnicity (Indicator Field) Immunization Status Meal Code Gifted ESL Off. Class LEP AIDP Grade Code Speech Services Funded Programs Grade Level Temporary Housing Chapter 53 Off. Room Physically Challenged Special Education Bilingual Resource Room The biographical data includes the following fields: There are many other fields available for the storage of student biographical data. An indicator field is usually a one character field that can be used to print reports of students with the same indicator designation

10 STUDENT INDICATORS

11 FIRST TIME ADMIT SCREEN

12 ATS BIO UPDATE SCREEN

13 Managing Our Data – Adult Name Address Home Phone Work Phone Authority Code Employer Address Relationship Code The related adult data includes the following fields: There are many other fields available for the storage of adult data. Up to 12 adults in relationship to the student may be input (e.g., mother, father, aunt, uncle, baby sitter, etc.)

14 UPDATE ADULT INFORMATION

15 Managing Our Data – Exam Exam Name Exam Season NCE Score Exam Description Exam Year The exam data includes the following fields : The exam data is sent to ATS by the Office of Accountability after the test grids are scanned. The exam data that is available on ATS is for inquiry only! It may NOT be input or changed at the school or district level. Percentile Scale Score Exam Grade Exam Form Raw Score

16 EXAMINATION SCORES

17 Managing Our Data – Attendance Attendance data is stored twice daily for each student, even in schools where attendance is taken once a day Students are marked absent, late or released (e.g., clerical half-day) Reason codes should be entered to explain student attendance/absence.

18 STUDENT ATTENDANCE

19 INDIVIDUAL STUDENT ATTENDANCE

20 ATTENDANCE – PREVIOUS TERMS

21 Managing Our Data – Health Calc. Immunization Status Warning Date Exclusion Date Immunization Type Exemption Code Exemption Date Health data includes the following fields: Follow-up Date TB Status Admit Immunization Status TB Immunization Types Chest X-Ray Date Immunization Dates

22 IMMUNIZATION DATA

23 Managing Our Data – Marks Data Course Codes Teacher's Name Subject Marks Exam Marks Teacher Comments Report card marks data includes the following fields: Major Status Minor Status Promotional Requirements School Message

24 MARKS DATA – MIDDLE SCHOOL

25 Managing Our Data – Transportation Transportation Status Distance Code Line Number Metro Card No. Eligibility Transportation data includes the following fields : Note that the field lists are partial lists and don't include all of the data fields that are contained in the ATS system. Other fields do appear in the various ATS reports and on ATS data entry screens. Bus Stop Handicap Code Pick-up Time Drop-off Time Vendor Code

26 TRANSPORTATION DATA

27 What Does Clean Mean? It is important that school staff have an understanding of what the data mean and how it is used for state and city accountability –“Clean” refers to data in the source systems that have been reviewed by school personnel and is consistent with the documentation on file at the school Areas to be aware of includes: LEP (ELL) Status, Ethnic Code, Grade 9 Entry, Grade Levels, OSIS duplication, Exam Errors, Cohort

28 Data Fields To Be Monitored

29 Standards and Guidelines In maintaining the integrity of the data in the source systems, standard procedures for changing/editing information in DOE systems must be followed The following screens provide a summary of the Guidelines and Standard Procedures governing the changes

30 Managing Our Data - Student Name Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form Field NameSourceValid ValuesDescription Student NameATS Student Last Name, First Name. There is a maximum of 17 characters for the last and first name. If the name exceeds this part of the first name will be truncated John Q Public

31 Managing Our Data - Student Address Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form Field NameSourceValid ValuesDescription Student AddressATS Student address 14 Belloc Ave Apt 20 Brooklyn NY 11420

32 Managing Our Data - Gender Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form Field NameSourceValid ValuesDescription Student GenderATS MMale FFemale

33 Managing Our Data - Ethnic Code To change a missing code or ethnic code (6) use the UPEC function in ATS. To change an incorrect ethnic code fax PSE form to (718) /5192 Field NameSourceValid ValuesDescription EthnicityATS 1 American Indian/Alaskan Native 2Asian/Pacific Islander 3Hispanic 4Black, Not of Hispanic Origin 5White, Not of Hispanic Origin 6Parent Refused to Choose 7Multi-Racial If the parent/guardian continues to refuse to sign the form the school can populate based on a visual observation of the student

34 TABLE DISPLAY

35 Managing Our Data - Meal Code Using the Application for Free & Reduced Price Meals on file in the school updated via the BIOU screen in ATS Field NameSourceValid ValuesDescription Meal CodeATS 1Free Lunch 2Reduced Price Lunch 3Full Price Lunch 4 Parent Refused to Sign Survey 5Full Price – No Form AFree Meal - HRA

36 ENTERING / UPDATING MEAL CODES

37 Managing Our Data - Date of Birth A copy of the student’s birth certificate with student name and OSIS faxed to DIIT – (718) /5192 Field NameSourceValid ValuesDescription Date of BirthATS January 31, November 14, 2002

38 Managing Our Data - Admit Date Updates using the ATS request form found online at – diit/ats/requests/ diit/ats/requests/ Field NameSourceValid ValuesDescription Admit DateATS July 2, October 31, 1998 This is the most recent date the student entered the current school

39 Managing Our Data - Grade Code Updated by school personnel using the SIGT function in ATS Field NameSourceValid ValuesDescription Grade CodeATS 310Kindergarten 110First Grade 190Ninth Grade 442GED 951 Ungraded Special Education Other Values

40 Managing Our Data - Grade Level Updated by school personnel using the SIGT function in ATS Field NameSourceValid ValuesDescription Grade LevelATS 0KKindergarten 01First Grade 02Second Grade 03Third Grade 04Fourth Grade 05Fifth Grade

41 Managing Our Data - Home Language Updated using the Home Language Identification Survey (HLIS) signed by parent/guardian upon admission via the BIOU screen in ATS Field NameSourceValid ValuesDescription Home LanguageATS SPSpanish NOEnglish URUrdu

42 Managing Our Data - LEP/ELL To request changes, schools submit request to Office of Accountability for review and resolution Field NameSourceValid ValuesDescription LEP/ELL StatusATS/BESIS E Eligible for testing on the LAB-R, Home Language is other than English S Entitled based on IEP Z No LABR exam; not recommended by CSE; school says entitled Y Entitled based on the LAB-R exam X Previously not entitled based on IEP. THESE STUDENTS ARE now ENTITLED P English Proficient

43 Managing Our Data - LAB-R Decision To request changes, schools submit request to Office of Accountability for review and resolution Field NameSourceValid ValuesDescription LAB-R Decision ATS/Office of Accountability Y Students who scored at the lowest cutoff X Students who are transitional, and who are close to attaining English Proficiency N Students who scored above the cutoff and are deemed to be English Proficient

44 Managing Our Data - NYSESLAT To request changes, schools submit request to Office of Accountability for review and resolution Field NameSourceValid ValuesDescription NYSESLAT Proficiency ATS/Office of Accountability B Beginning level of progress toward English Proficiency I Intermediate level of progress toward English Proficiency A Advanced level of progress toward English Proficiency P English Proficient/ No long entitled to ELL/LEP services Blank Beginning level of progress toward English Proficiency

45 Managing Our Data - Years of SCVS To request changes, schools submit request to Office of Accountability for review and resolution Field NameSourceValid ValuesDescription Years of ServiceATS/BESIS 1 Students who are in their first year of receiving services 2 Students who are in their second year of receiving services 3 Students who are in their third year of receiving services

46 Managing Our Data - Cohort Year To request changes, schools submit request to Office of Accountability for review and resolution Field NameSourceValid ValuesDescription Cohort YearATS H First entered Grade 9 in school year. I First entered Grade 9 in school year. J First entered Grade 9 in school year. K First entered Grade 9 in school year. L First entered Grade 9 in school year. Ungraded students are placed in a cohort based on their AGE. Students with a GED grade code, such as 442 are placed in a cohort following their matriculation from middle school (eighth grade)

47 Managing Our Data - CAP REC PGM Contact CAP/CSE Office Field NameSourceValid ValuesDescription CAP Recommended Program CAP/SEC RSRelated Services SESpecial Class Recommendation SS Special Class Recommendation D75 ST Special Education Teacher Support Services (SETSS) TTCollaborative Team Teaching Others

48 Managing Our Data - Test Scores Check ATS exam-error screen for missing inaccuracies, and follow ATS procedures to correct. If score is missing contact Office of Accountability. Field NameSourceValid ValuesDescription Test ScoresATS ELA Documentation must be maintained at the school for possible audit purposes Math Science Social Studies Performance Level

49 Monitoring The Data The school data specialist monitors the accuracy of the data entered by the school data management team using reports in ATS/HSST/CAP Suggested timetable –Beginning of the School Year –Daily –Weekly –Monthly –End of the school year –Ad hoc, as required

50 Managing Our Data – Timetable Beginning of Year Reports – ATS ReportDescription ROCLOfficial Class List RMSRExam Report RBIRBiographical Roster RLABLAB Scores Report RCRLCross Reference List ROCROfficial Class Registers RCONEmergency Contact Report RADRAddress Report RHILImmunization Status List RCR1Clearance of Register Report

51 Managing Our Data – Timetable Daily Reports – ATS ReportDescription RDALDaily Attendance/Lateness List RNOCNon-Compliance Report

52 Managing Our Data – Timetable Weekly Reports – ATS ReportDescription RADP (Option U)Unconfirmed Discharge List

53 Managing Our Data – Timetable Monthly Reports – ATS ReportDescription RPARPeriod Attendance Report RWCLWorking Class List RCSLClass Summary List RADPAdmission List ROCROfficial Class Register RADPDischarge List RBIRBiographical Roster RCRLCross Reference List RCONEmergency Contact Report RCUACumulative Absence Report

54 Managing Our Data – Timetable End of School Year Reports – ATS ReportDescription PLNTPrint List Notice RFCLFuture Class List PSPESpecial Education Checklist RMINMissing Information Report RLNBBiographical Roster of List Notice RSUMSummary Reports RORLOfficial Class Reorganization List RHLDHoldover Report

55 Managing Our Data – Timetable Ad Hoc Reports – ATS ReportDescription RFTFFace to Face RMELMeal Category List RHILImmunization Status List RISAIndividual Student Attendance RTRRRidership Report

56 Managing Our Data – CAP Reports There are many, many Special Education reports that the field uses to monitor workload. The most common are posted on the RMDS system and are also re-hosted on ATS to ensure that schools have the local data that they need. Special Education Reports RGFMForm G/ Class Profile Form RARTArticulation Report RSPETesting Mods Report (CAP) R201List of Incomplete Evaluations RFADFirst Attend Date Report RSHLSE Historical Holdover Report RSCPSE Promotion Criteria Report

57 SPECIAL EDUCATION REPORTS

58 Managing Our Data – CAP Reports There are many, many Special Education reports that the field uses to monitor workload. The most common are posted on the RMDS system and are also re-hosted on ATS to ensure that schools have the local data that they need. Special Education Reports R326Students In Need of Annual Review R313Students Awaiting Place Auth R671Students Awaiting Site R672Students Awaiting Consent R674Students Awaiting First Attend RACPCAP / ATS Discrepancies RSEPStudents in Evaluation / Placement Process

59 Managing Our Data – CAP/ATS The ATS (Automate the Schools) system is linked to the CAP (Child Assistance Program) system enabling users in both systems to share data in selected fields The link permits the immediate assignment of New York City student identification numbers for all new students entered into both the CAP and ATS systems.

60 Managing Our Data – CAP/ATS First attend dates are automatically transferred from ATS into CAP during the months of September to November. ATS passes LAB scores to the CAP system twice a year that will enable CSE personnel to readily obtain this information.

61 Managing Our Data – CAP/ATS The Form G/Self Contained Class Profile Form (RGFM) is an ATS report used by Special Education staff in the CAP articulation process. While designed to reflect "future" CAP class placements during the end-of-year procedures, it can also be produced throughout the school year for current CAP classes.

62 Managing Our Data – CAP/ATS The Annual Review Tracking Form (RATF) is an ATS report used to manually enter Type 1, 2 or 3 changes for Special Education students in Self-Contained, Related Services or Resource Room programs.

63 RATF – ANNUAL REVIEW TRACKING

64 Managing Our Data – CAP/ATS The ACP link generates an Admit/Discharge form from ATS which is used by both CSE (Committee on Special Education) staff and pupil accounting secretaries to track the admits and discharges of special education students.

65 ATS – CAP DISCREPANCY REPORT

66 Managing Our Data – CAP/ATS ATS receives weekly updates of special education indicators from CAP. These indicators are: –Mainstreamed –Resource Room –Additional Related Services –Testing Mod –Counseling –Speech Services –Consultant Teacher –These indicators are entered into the system by CAP and are useful in printing reports by indicator for any of the students receiving these services.


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