New DDC Training Phase I: Intro to Data Warehousing

Agenda Why report this data? What is the SIRS? Level 0 Level 1 Level 1 Container NYSSIS Level 2 ASAP DataFlow Serv-U Terms Level 0 Templates Accounts and Access

Why are we doing this? Data reported by your school appears on the School Report Card (data.nysed.gov) Reported data is used to help guide instruction, improve student learning and policy decisions. Public/charter schools are held accountable for the testing, performance, and graduation of their students according to federal No Child Left Behind (NCLB) and state regulations. These schools are assigned a "status" based on their performance and are subject to certain consequences if their performance is not satisfactory. Level 0 is used to report TSDL (teacher-student-data-linkage) records and evaluation scores for teacher and principal accountability.

SIRS The New York State Student Information Repository System (SIRS) provides a source of standardized individual student records for analysis at the local, regional, and State levels to improve student performance and to meet State and federal reporting and accountability requirements. There are multiple data collection points within SIRS. The first point is the local student management system (SMS) used by your school. If you have a local SMS, you can import your data files from your SMS into “Level 0,” the second point within SIRS. Schools that do not have a local SMS can enter their data directly into “Level 0.”

Data Migration Diagram Do NOT upload to L1 twice in one day

Level 0 Web-based application hosted by NERIC. This applications provides your school with the ability to enter and verify data. Data can be electronically imported or you can manually enter data directly into this system. Verified data is uploaded from Level 0 by you and then migrated by NERIC directly into Level 1.

Level 1 Level 1 is operated by NERIC. The data collected at this level that came from Level 0, are used for local data analysis and reporting (L1 Reports). Level 1 is also used by NERIC for pre-printing assessment answer sheets. Level 1 prepares data to upload to the Level 1 Container, which is the last stop at NERIC, before data uploads to the State database.

Level 1 Container After passing more sophisticated errors (M2L1C errors), all data migrates into what is called the Level 1 Container. Here it waits until SED comes through once a week (on the weekend) and grab all across from the containers across the State, to upload to their database, Level 2.

Level 2 L2 is a single, statewide data warehouse, where all required student data from all schools in New York State are combined. In the Level 2 Repository, each student record is uniquely identified with a 10-digit NYSSIS number assigned after NERIC sends a file for the student to NYSSIS when he/she first enters a school. Level 2 provides data for determining the accountability status of public and charter schools and districts, to meet federal reporting requirements, to inform policy decisions, and to meet other State needs for individual student data.

NYSSIS NYSED developed this system to assign a stable, unique student identifier (or NYSSIS ID) to every student. Each student record is uniquely identified with a 10-digit ID number assigned when the student first enters a NYS school. These unique IDs improve data quality and ensure that students can be tracked longitudinally as they transfer between schools. This unique ID will follow the student through his or her entire academic career, including college. The NYSSIS System is a web-based application that is used to identify a student and either create a new Unique ID or match to an existing ID for that child.

PD System and L2RPTs Special Education Data, after uploading successfully to Level 2, moves to the “PD System.” This is where your CSE department will verify and certify VR-Reports. Access is granted by the District in the SEDDAS Business Portal. Data, after uploading successfully to Level 2, become available to authorized users in the Level 2 reporting environment (L2RPTs), a statewide Web-based data reporting service that provides your school with a group of reports for accountability and analysis purposes. These reports are used by your administrators to verify and certify SIRS Data for the State.

Teacher Access and Authorization (TAA) The TAA System is populated with data that has successfully moved to Level2 TAA is access by two groups of users: Teachers to enter their BEDS Day teaching assignments, review their Personnel Master File (PMF), and verify their rosters (4-8 ELA and Math, and Math Regents teachers only) Administrators to review and certify BEDS Day assignments and PMF data. For teachers, their username is an email. For administrators, their credentials are their SEDDAS account.

ASAP ASAP is the regents tests scoring and reports program. Approximately 24 hours after a regents is scanned, it appears in the ASAP program. ASAP credentials are the same as L0. ASAP only accounts are limited to two per district. You can run reports in ASAP prior to pre-printing that will show who will get a printed answer sheet.

Data Flow NERIC DataFlow provides an automated process for moving data from a number of student information and special education systems directly to Level 0. NERIC DataFlow automates the daily extraction of student demographic, enrollment and program services data from the source system. Level 0 import rules are applied to the extracted data, error reports are generated on a daily basis and the data that passes the edit checks is written directly to Level 0. Eliminates the need to manually extract files for import into Level 0 and attention can be given to correcting errors in the source system on a daily basis.

Serv-U Used by NERIC to securely transfer sensitive data. Data and folders found here including: Data Flow Errors M2L1C Errors Testing Errors Archives District Folders

Data Migration Diagram Do NOT upload to L1 twice in one day

TAKE out or REPLACE

Terminology: Systems SYSTEMS: SIRS = NY State Student Information Repository System. Provides a single source of student records for analysis at the local, regional and State levels. There are multiple collection points within SIRS (SMS, Level 0, Level 1, and Level 2 Repository) NYSSIS = NY State Student Identification System. This is a system that assigns and allows you to search for a student UNIQUE state identification number. This is where a student who starts school for the first time in NY is assigned a unique ID, where a student who moves from one district to another is matched to an existing unique ID, or where you would go to “confirm” a match for a transfer student that NYSSIS identifies as possibly the same student from a previous district.

Terminology: SIRS Levels SMS (Local Level) = Student Management System (i.e. eSchoolData, SchoolTool, PowerSchool) Level 0 web-based application (Local Level) = A single point of access for importing all data from multiple systems used at your school. At this level, student records are identified by a local student ID. Level 1 Repository (Regional Level) = A single point of access at NERIC for collecting all data from ALL schools in the Northeast region before uploading to the state. At this level, district & year specific reports (Level 1 reports, a.k.a. NERIC Production) and answer sheets are generated. Level 2 Repository (State Level) = Statewide data warehouse, where all data from Level 1 (all RICs) are combined. At this level, student records are identified by the unique State ID (NYSSIS). Level 2 provides data for determining accountability, school and teacher.

Terminology: SIRS Levels PD System = Web-based special education data reporting system. This is where only special education reports are generated and verified. These reports are certified directly in the PD system by the CSE chairperson. L2RPTs = Reports designed to help districts verify a variety of student demographic, enrollment, program, assessment, and graduation data, as well as teacher and principal accountability data.

Terminology: Level 0 areas TERMINOLOGY FOR IMPORTING & UPLOADING DATA IN LEVEL 0: Import data = To put data into Level 0 Upload data = To push data up to L1 Elect. Import = Where you go in Level 0 to import a text file to load data into Level 0 Manual input = Screen in Level 0 where you manually enter or correct a single record L1- Data Prep = Where you go in Level 0 to upload each module (demo, enrollment, etc.) to Level 1 Reports = Where you go in Level 0 to view a variety of reports regarding data in the current school year. L0 Express = Screen in Level 0 where you import or manually add Attendance codes Marking Period and Course data.

Terminology: Level 0 templates MODULES (SCREENS) IN LEVEL 0: Demographics (a.k.a Student Lite) = In Level 0 where a student’s demographic data is reported (name, guardian names, date of birth, address, cohort year, etc.). This data is used by NYSSIS to assign or match unique State IDs. Enrollment (a.k.a Entry/Exit) = In Level 0 where information regarding the student’s enrollment is reported (building the student is enrolled in/location code, date of entry, entry code, date of exit and exit code, etc.) Program Fact (a.k.a Program Services) = In Level 0 where information regarding additional services received is reported (i.e. free/reduced lunch, poverty, disability type, Title funding, etc.)

Terminology: Level 0 templates Assessment = Where state assessments (ones that are not scanned and uploaded to Level 1 for you by NERIC) are reported (i.e. RCTs, COSF, CTE assessments, NYSITELL, August Regents) SE Snapshot = Screen in Level 0 where BEDS Days snapshot records and EOY Snapshot Records are entered. SE Event = Screen in Level 0 where SPED Events (IE, CPSE, CSE) records are entered. Grade Detail = Final COURSE outcome Staff/Student/Course Assessment Group only (aka Teacher Evaluation) records. One records per course. Only 4-8 ELA/Math and Math Regents courses. Accommodation = Records showing accommodations given during a state test that was not scanned by NERIC

Terminology: Level 0 templates TERMINOLOGY FOR IMPORTING & UPLOADING DATA IN LEVEL 0 (Continued): (June 2012 new reporting rule) Daily Attendance = Captures the negative attendance for students Day Calendar = Each day from July 1 to June 30th has a day code type. For example “Instructional Day” Staff Snapshot = Teachers, Non-Teaching Professionals, and Administrators are reported. Staff Assignment = Non-Teaching Professionals and Administrators Staff Tenure = Tenure details for Teachers and Principals Staff Attendance = Capture the negative attendance for Teachers only. Staff Evaluation = Screen in Level 0 where the Staff Evaluation records are reported for teacher and principal accountability.

Terminology: Errors Types Import Error = Error generated on import (when putting data into L0). Have to be corrected in order for this record to import into Level 0. Information Error = Found under reports in L0 (after data has been put into L0). These may be errors or be just be warnings. Please check them! Verification Error = After records are imported into Level 0, verification errors are run before you can upload to L1. These errors need to be corrected before uploading can occur. A verification error will cause that entire data type not to move from L0 to L1. Level 0 to Level 1 = Errors generated after data is uploaded from Level 0 before it enters Level 1. M2L1C Errors = Errors that are generated going into the Level 1 container, before it moves to L2. Dataflow Errors = If you are using Dataflow, these errors can be found in your District Folders on Serv-U

New CIO Forms Accounts L0 Account form which will give you access to your Level0 and ASAP: http://neric.org/documents/DW_documents/Level_0_User_Account_F orm_%2004_16.pdf Serv-U is a secure way for NERIC to get document to Districts . Here is the form: http://neric.org/documents/DW_documents/Help_Documents/ASAP %20ServU%20User%20Account%20Form.pdf  Cognos L1 Reports are reports primarily on testing data. Here is the form: http://neric.org/documents/DW_documents/Help_Documents/COGN OS%20L1%20Report%20User%20Acct%20Req.%20Form.pdf

Accounts and Access Found on DW downloads page here: http://neric.org/dw/downloads.cfm

Accounts and Access Found on DW downloads page here: http://neric.org/dw/downloads.cfm

Contacts: Please email all questions to: DWHelp@neric.org Or call our Data Warehouse Hotline at: 518-862-5409 Guides, forms, cheat sheets, videos, Power Points, reporting calendar, upcoming trainings, …all found on our website: http://neric.org/dw/index.cfm