Presentation on theme: "THE NEW YORK CITY DEPARTMENT OF EDUCATION"— Presentation transcript:
1 THE NEW YORK CITY DEPARTMENT OF EDUCATION New York City Schools Chancellor Joel I. Klein recently announced the proposed development of the Achievement Reporting and Innovation System (ARIS), a first-of-its-kind data management system that will provide detailed information about student performance and progress to educators and parents and make innovations at one school available to all other schools with similar populations. ARIS will help schools analyze, report, and manage information about student and school performance and will give educators and parents access to achievement data from state standardized exams as well as from periodic assessments administered at the school level. The information will help teachers identify effective practices citywide and improve and individualize instruction in response to demonstrated student need during the course of the school year. “ARIS will give the teachers, the principals, and the parents of New York City the critical tools they need to really understand what students know—and don’t know,” said Chancellor Klein. “Armed with this information, our educators will be able to tailor instruction to their students’ needs and parents will be able to get involved in their children’s education like never before.” ARIS is available to principals and teachers in September Pending project completion, parents will receive ARIS-generated reports on their students’ performance and progress beginning in fall 2007, and will have online access to the system by September 2008.ATS Data Overview
2 Data ManagementSchool data is vital for improving student learning and for compliance purposesInaccurate data compromises our ability to improve student learning and may lead to less favorable school accountability outcomesThe Data Specialist is expected to become familiar with ATS, CAP, and HSST reports and functions in order to help maintain the integrity of our dataAs we prepare to launch the new Accountability reforms citywide, it is imperative that the information about your school that is recorded in CAP, ATS, HSST, and other systems is accurate.We will also be transferring that data into the Achievement Reporting and Innovation System (ARIS), which will provide an important tool for schools to use to analyze their data and drive improvement in student learning at the individual, class and school levels.Transferring inaccurate or incomplete data about our schools or students from existing DOE systems to ARIS will compromise our ability to use data to improve learning, and may hold our schools accountable for outcomes that are less favorable than the results our students actually achieved.School Personnel should become familiar with ATS, CAP, and HSST status functions and reports as a means of monitoring the school’s data.
4 ATS Wiki - http://wiki.dev.doe.local/display/ATSWiki Main Menu
5 Managing Our Data – School Status Reports Each function provides areas where likely changes or corrections can be madeThe STAT Screen – Your School At A GlanceRegister ReportsRREGRDGSNCLB Disaggregation ReportRSSSEthnic Summary ReportSpecial Education ReportsR201Incomplete Evaluation ReportRFADAwaiting First Attend ReportAccountability ReportsRCOSRegents Cohort Roster and SummarySpecial CategoriesRMELMeal Code Category ReportRBPSBESIS Participation ReportRSNRNet Register ReportCAP ProgramStudent InquiryReferral/EvaluationPlacementData Entry Main MenuAttendance ReportsRYISYTD Attendance Interval ReportRGSTRegister and Attendance ReportR4RRR407 ReportRPPSPeriod Attendance Summary ReportRSALSchool Attendance List
9 Managing Our Data – Biographical The biographical data includes the following fields:NYC ID#First NameLast NameAddressDate of BirthPlace of BirthGenderSchoolPhone NumberEthnicity (Indicator Field)Immunization StatusMeal CodeGiftedESLOff. ClassLEPAIDPGrade CodeSpeech ServicesFunded ProgramsGrade LevelTemporary HousingChapter 53Off. RoomPhysically ChallengedSpecial EducationBilingualResource RoomBIOGRAPHICAL DATA - The biographical data includes the following fields:l off. class birth l LEP l AIDPl street l grade code l speech services l funded programsl borough l grade level l temporary housing l chapter 53l state l off. room l physically challenged l special educationThere 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.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
13 Managing Our Data – Adult The related adult data includes the following fields:NameAddressHome PhoneWork PhoneAuthority CodeEmployer AddressRelationship CodeThere 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.)
15 Managing Our Data – Exam The exam data includes the following fields :Exam NameExam SeasonNCE ScoreExam DescriptionExam YearPercentileScale ScoreExam GradeExam FormRaw ScoreThe 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.
17 Managing Our Data – Attendance Attendance data is stored twice daily for each student, even in schools where attendance is taken once a dayStudents are marked absent, late or released (e.g., clerical half-day)Reason codes should be entered to explain student attendance/absence.
21 Managing Our Data – Health Health data includes the following fields:Calc. Immunization StatusWarning DateExclusion DateImmunization TypeExemption CodeExemption DateFollow-up DateTB StatusAdmit Immunization StatusTB Immunization TypesChest X-Ray DateImmunization Dates
23 Managing Our Data – Marks Data Report card marks data includes the following fields:Course CodesTeacher's NameSubject MarksExam MarksTeacher CommentsMajor StatusMinor StatusPromotional RequirementsSchool Message
25 Managing Our Data – Transportation Transportation data includes the following fields :Transportation StatusDistance CodeLine NumberMetro Card No.EligibilityBus StopHandicap CodePick-up TimeDrop-off TimeVendor CodeNote 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.
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 schoolAreas to be aware of includes: LEP (ELL) Status, Ethnic Code, Grade 9 Entry, Grade Levels, OSIS duplication, Exam Errors, CohortClean refers to data in the source systems that have been reviewed by school personnel and is in agreement with documentation on file at the school. It is important that schools have an understanding of what the data mean/how it used for state and city accountability. A lack of understanding of these rules may lead one to think that data is “not clean.”School staff needs to be aware of the following potential areas of a school’s data concerns. We recommend at least an awareness of these areas. The recommendation results from our experience in dealing with data issues within these data areas in the past.LEP (ELL) Status: Schools need to verify the LEP value of their students.Ethnic Code: Student with a missing or ethnic code of “6” (Parent Refused…),Special Education Student Codes: It is critical that special class and team-teaching students be coded correctly. If a student has a special education grade code, the Special Ed Indicator will equal “Y”. All students recommended for special class or team-teaching must have the appropriate grade code.Grade 9 Entry: The grade 9 entry indicator identifies the future graduation cohort for the students in a school.Grade Levels: ATS should be consistent with school recordsOSIS Duplication: Duplication of Student ID with various spelling of namesCity: Missing from 3rd party importsExam Errors: Use of the XAMM function – Accepting Exam Records – provides information on students with contradictory information – such as duplicate ids, and such..Calendars: Schools must be familiar with the various school-year calendars in order to affect appropriate mission-critical processing, such as accumulation and posting of appropriate register and PAR (attendance) data, Free-Lunch data, etc.*COHORT YEARCohort year is defined as year of first entry into grade 9. For example, students who first entered grade 9 in would have “2003” as their cohort year. Cohort year marks the start of a cohort (e.g. the 2003 Cohort ends with the Class of 2007). Specifically, the 2003 Cohort includes:Students who first entered grade 9 anywhere in the world during the school year, andUngraded students with disabilities (as defined by CAP and ATS), who reached their twentieth (20th) birthday between July 1, 2006 and June 30, 2007.Cohort membership is a fixed characteristic (with the exception of new immigrant ELL/LEP students; see below) like the place where a person was born, and is determined by the school year in which a student first enrolls in the 9th grade. For example cohort membership does not change if a student transfers to or from schools, nor will cohort membership change if a student is retained or drops out, nor if a student graduates in less than four years. Also note that:All students with an IEP, including those with severe cognitive disabilities who are eligible to take the New York State Alternate Assessment (NYSAA), must be included in a specific cohort.Students in a GED grade code must also be assigned to a cohort.Cohort year information is extremely sensitive, and critical for graduation statistics, especially for students in GED grade codes, and for ungraded special-education students.ExceptionFor new immigrant ELLs, the school has one school-year to place students in a final cohort. When a school first enrolls a high-school-age student who is: non-English speaking, newly arrived in the United States, and whose level of literacy in his or her native language is low, school administrators may have difficulty determining the student’s correct grade placement. Therefore, schools are allowed up to one year of academic instruction to assist them with determining the appropriate grade level for these specific LEP students.
28 Data Fields To Be Monitored The following tables outline the specific fields that should be monitored and sorted by who can make the required changes where necessary. The following slides will cover each field and what the valid values are for each.
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 followedThe 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 FormField NameSourceValid ValuesDescriptionStudent NameATSStudent 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 truncatedJohn 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 FormField NameSourceValid ValuesDescriptionStudent AddressATSStudent address14 Belloc AveApt 20Brooklyn 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 FormField NameSourceValid ValuesDescriptionStudent GenderATSMMaleFFemaleSchools must follow guidelines that were posted in the Principal’s Weekly. E.G. if ethnicity missing, a form must be sent to the parent/guardian then returned to the school signed before a change can be entered into the system. A change from one valid value (1-5) to another valid value (1-5) requires the parent/guardian’s signature
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) /5192Field NameSourceValid ValuesDescriptionEthnicityATS1American Indian/Alaskan Native2Asian/Pacific Islander3Hispanic4Black, Not of Hispanic Origin5White, Not of Hispanic Origin6Parent Refused to Choose7Multi-RacialSchools must follow guidelines that were posted in the Principal’s Weekly. E.G. if ethnicity missing, a form must be sent to the parent/guardian then returned to the school signed before a change can be entered into the system. A change from one valid value (1-5) to another valid value (1-5) requires the parent/guardian’s signatureIf the parent/guardian continues to refuse to sign the form the school can populate based on a visual observation of the student
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 ATSField NameSourceValid ValuesDescriptionMeal CodeATS1Free Lunch2Reduced Price Lunch3Full Price Lunch4Parent Refused to Sign Survey5Full Price – No FormAFree Meal - HRAUSM: Fair Student Funding uses base year allocation; NCLB identifies students in the test (3-8) & Regents Cohort as free lunch.A school may request to be included in USM but there is no application for this program. It is School Food's decision to invite a school to participate in the USM program and certain criteria has to be met during this consideration. First and foremost, the school must have demonstrated that they have met the compliant standards for (a) eligibility - certifying applications and entering correct information into ATS and (b) accountability - accurate counting and claiming of meal. The fiscal criteria is then reviewed to ensure that the school's free and reduced meal participation percentages are substantial to allow the maximum reimbursement possible from the state/feds if locked in for the duration of the USM cycle (three years) The school must complete a first or base year in which proper certification of all applications must be on file, all students on register must be correctly categorized by eligibility (free, reduced and paid) and entered in ATS; daily students' meal participation for breakfast and lunch must be captured at point-of-service (where meals can be determined to be reimbursable) by eligibility categories using an effective system approved by School Food; and all meals taken for breakfast and lunch must be reported daily on the meal claim form by eligibility categories - no monies are to be collected for students determined to reduced or paid. If all these procedures and steps are in place and maintained throughout the school year, the Internal Audit reviewer will assess the school and rate as compliant - these assessments are done approx. every weeks between September and February 1 of the school year. The State will then assess the Internal Audit reports and all meal claims submitted from the school for that school year and make their decisions to approve or disapprove the school to continue for an additional three years - this unusually occurs in late June to early July. The State notifies us (Internal Audit) around mid to late August with the results and we then send the notification out to the schools.
37 Managing Our Data - Date of Birth A copy of the student’s birth certificate with student name and OSIS faxed to DIIT –(718) /5192Field NameSourceValid ValuesDescriptionDate of BirthATSJanuary 31, 1999November 14, 2002Data in the system appears in the year/month/day format. It is critical that we pay close attention to this format especially when transcribing dates from countries that use different formats.
38 Managing Our Data - Admit Date Updates using the ATS request form found online at –Field NameSourceValid ValuesDescriptionAdmit DateATSJuly 2, 2006October 31, 1998This is the most recent date when student entered the current school. For example, if a student entered this school on January 10, 2006 then transferred January 22, 2006 to another school, and then reentered this school on February 14, The date of entry would be February 14, If a school changed its DBN from 71M400 to 02M400, it would be the first time admission date into the DBN 02M400. It is not entry into NYC system.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 ATSField NameSourceValid ValuesDescriptionGrade CodeATS310Kindergarten110First Grade190Ninth Grade442GED951Ungraded Special EducationOther Values
40 Managing Our Data - Grade Level Updated by school personnel using the SIGT function in ATSField NameSourceValid ValuesDescriptionGrade LevelATS0KKindergarten01First Grade02Second Grade03Third Grade04Fourth Grade05Fifth GradeMost relevant for general education students, it is not always relevant for students with GED or Ungraded grade codes listed in the prior screen
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 ATSField NameSourceValid ValuesDescriptionHome LanguageATSSPSpanishNOEnglishURUrduImportant for determining ELL status. Students whose home language is English value (NO) cannot be identified as ELL/LEP.
42 Managing Our Data - LEP/ELL To request changes, schools submit request to Office of Accountability for review and resolutionField NameSourceValid ValuesDescriptionLEP/ELL StatusATS/BESISEEligible for testing on the LAB-R, Home Language is other than EnglishSEntitled based on IEPZNo LABR exam; not recommended by CSE; school says entitledYEntitled based on the LAB-R examXPreviously not entitled based on IEP. THESE STUDENTS ARE now ENTITLEDPEnglish ProficientAll new entrants to a NYC public school whose home language is other than English, must be given the LABR within 10 days of being admitted.It's the LAW.Also, all LEP/ELL students, including LEP-flag="X" must take the NYSESLAT to attain English proficiency. Once a student has tested out, they cannot be flagged again as ell.
43 Managing Our Data - LAB-R Decision To request changes, schools submit request to Office of Accountability for review and resolutionField NameSourceValid ValuesDescriptionLAB-R DecisionATS/Office of AccountabilityYStudents who scored at the lowest cutoffXStudents who are transitional, and who are close to attaining English ProficiencyNStudents who scored above the cutoff and are deemed to be English ProficientThese students were NEVER ELLs/LEPStudents are LEP/ELL as determined by the LAB-R score or CSE identification of severely cognitively disabled students. Students flagged as “X” in BESIS are LEP/ELL
44 Managing Our Data - NYSESLAT To request changes, schools submit request to Office of Accountability for review and resolutionField NameSourceValid ValuesDescriptionNYSESLAT ProficiencyATS/Office of AccountabilityBBeginning level of progress toward English ProficiencyIIntermediate level of progress toward English ProficiencyAAdvanced level of progress toward English ProficiencyPEnglish Proficient/ No long entitled to ELL/LEP servicesBlankProficiency Levels are determined by combining the four subject of NYSESLAT: Listening, Speaking, Reading, and Writing. In previous years NYSED used a local option which consisted of Regents English scores of 55+, or performance level 3+ on the grades 4 & 8 state test.
45 Managing Our Data - Years of SCVS To request changes, schools submit request to Office of Accountability for review and resolutionField NameSourceValid ValuesDescriptionYears of ServiceATS/BESIS1Students who are in their first year of receiving services2Students who are in their second year of receiving services3Students who are in their third year of receiving servicesServices are defined as English As a Second Language (ESL), Bilingual, Dual Language, or a combination of ESL and Bilingual.
46 Managing Our Data - Cohort Year To request changes, schools submit request to Office of Accountability for review and resolutionField NameSourceValid ValuesDescriptionCohort YearATSHFirst entered Grade 9 in school year.IFirst entered Grade 9 in school year.JFirst entered Grade 9 in school year.KFirst entered Grade 9 in school year.LFirst entered Grade 9 in school year.Indicates the year in which the student first entered grade 9 anywhere in the world.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)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 OfficeField NameSourceValid ValuesDescriptionCAP Recommended ProgramCAP/SECRSRelated ServicesSESpecial Class RecommendationSSSpecial Class Recommendation D75STSpecial Education Teacher Support Services (SETSS)TTCollaborative Team TeachingOthersPlease carefully check each special education student's IEP as defined by the CSE. Students integrated full-time in GE with SETSS/RS must use an ATS general Ed grade code such as 110,140 etc
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 ValuesDescriptionTest ScoresATSELADocumentation must be maintained at the school for possible audit purposesMathScienceSocial StudiesPerformance LevelPlease carefully check each special education student's IEP as defined by the CSE. Students integrated full-time in GE with SETSS/RS must use an ATS general Ed grade code such as 110,140 etc
49 Monitoring The DataThe school data specialist monitors the accuracy of the data entered by the school data management team using reports in ATS/HSST/CAPSuggested timetableBeginning of the School YearDailyWeeklyMonthlyEnd of the school yearAd hoc, as requiredThe following are suggestions for the usage of some of the most needed reports. There are many other useful reports that are not mentioned.A full list is attached in the following section.After becoming familiar with the reports, the Data Specialist should decide how to best utilize the reports to meet the needs of the school.
50 Managing Our Data – Timetable Beginning of Year Reports – ATSReportDescriptionROCLOfficial Class ListRMSRExam ReportRBIRBiographical RosterRLABLAB Scores ReportRCRLCross Reference ListROCROfficial Class RegistersRCONEmergency Contact ReportRADRAddress ReportRHILImmunization Status ListRCR1Clearance of Register Report
52 Managing Our Data – Timetable Weekly Reports – ATSReportDescriptionRADP (Option U)Unconfirmed Discharge List
53 Managing Our Data – Timetable Monthly Reports – ATSReportDescriptionRPARPeriod Attendance ReportRWCLWorking Class ListRCSLClass Summary ListRADPAdmission ListROCROfficial Class RegisterDischarge ListRBIRBiographical RosterRCRLCross Reference ListRCONEmergency Contact ReportRCUACumulative Absence Report
54 Managing Our Data – Timetable End of School Year Reports – ATSReportDescriptionPLNTPrint List NoticeRFCLFuture Class ListPSPESpecial Education ChecklistRMINMissing Information ReportRLNBBiographical Roster of List NoticeRSUMSummary ReportsRORLOfficial Class Reorganization ListRHLDHoldover Report
55 Managing Our Data – Timetable Ad Hoc Reports – ATSReportDescriptionRFTFFace to FaceRMELMeal Category ListRHILImmunization Status ListRISAIndividual Student AttendanceRTRRRidership 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 ReportsRGFMForm G/ Class Profile FormRARTArticulation ReportRSPETesting Mods Report (CAP)R201List of Incomplete EvaluationsRFADFirst Attend Date ReportRSHLSE Historical Holdover ReportRSCPSE Promotion Criteria Report
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 ReportsR326Students In Need of Annual ReviewR313Students Awaiting Place AuthR671Students Awaiting SiteR672Students Awaiting ConsentR674Students Awaiting First AttendRACPCAP / ATS DiscrepanciesRSEPStudents 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 fieldsThe 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.
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.
66 Managing Our Data – CAP/ATS ATS receives weekly updates of special education indicators from CAP. These indicators are:MainstreamedResource RoomAdditional Related ServicesTesting ModCounselingSpeech ServicesConsultant TeacherThese indicators are entered into the system by CAP and are useful in printing reports by indicator for any of the students receiving these services.