Date:January 6, 2016 Time:1:00 PM – 2:30 PM EST Phone: Pass code: # Webinar:

Welcome and Introductions Food Service Vendor Updates a)OODP Students in BOCES b)FRPL Students HR Financial/Staff Vendor Updates a)Staff Snapshot b)Staff Tenure c)Staff Assignment d)Staff Attendance e)Staff Evaluation Rating SMS Updates a)Assessment Measure Standard and Course Codes b)Career and Technical Education Program Service Codes c)Reason for Ending Program Service Codes d)Accommodation Codes e)LEP Exit Program Service Codes f)Chronic Absenteeism g)Transgender Students h)Career Pathways Additional Resources Questions Certification Center Reminders 2

Out-of-District Placement Students in BOCES Update Free and Reduced-Price Lunch Students Update 3

Staff Snapshot  Years of Experience – Exclude years as a teacher’s aide/assistant; include years in a non-teaching professional position. Districts should determine if leave is counted.  Annual Salary – Report actual pay for staff out on leave. If per diem staff are reported, a day rate may be used.  Contract Work Days – Report days from the teacher contract. This may or may not be the same as actual “paid” days. Will increase limit to 260 days. No decimals. Zero and null are not valid for teachers. Zero is not valid but null is valid for non-teachers.  Active/Inactive Indicator – Report based on a person’s employment. Use “D” if person was erroneously reported as employed and you want to “soft” delete the record. 4

Staff Tenure  Do not populate BOTH Staff ID and Alt Staff ID fields – populate one or the other. Should always contain TEACH ID.  One record per tenure area should be extracted for staff who are tenured in multiple subjects.  Report tenure records for principals using ADT; report teachers using the teaching tenure area codes in the SIRS Manual.  Added codes:  TST description changed to “Technical/Trade Subjects.”  “SMS: School media specialist (including library or educational communications)” added. 5

Staff Assignment  The ENYP category of records (e.g., Educator, Educator Leader, etc.) are no longer valid. Please see the SIRS Manual for valid non-teaching assignment codes.  Report one record per location per grade level in staff assignment for a staff member in multiple locations. If the staff member is responsible for all grade levels in the building, use “ALL.” Important that each building has a principal (APPR). Also important for guidance counselors, nurses, etc. If the person has districtwide responsibilities, one record using the district code is allowed. 6

Staff Attendance  Attendance Code “M” description changed to “Maternity/Paternity Leave.”  Staff Attendance reported for Teachers only.  Report staff as absent only if they were absent for the full day.  Attendance codes exist for “STUDENT” and “STAFF.” Please see Staff Attendance Code Type in the Staff Attendance template and the definition of this field in the SIRS Manual. 7

Staff Evaluation Rating  New Evaluation Criteria Codes and Descriptions for 3012-c and 3012-d are available in the SIRS Manual and the Code Changes for document.  Populate Evaluation Group Code (field 15) with 3012c or 3012d to indicate the type of plan being used.  Do not populate BOTH Staff ID and Alt Staff ID fields – populate one or the other. Should always contain TEACH ID. 8

Assessment Measure Standard and Course Codes  Integrated Algebra I will be offered to certain students in January and June Codes will need to be re-introduced. “January” administration is given in February but should be reported as in the January testing period.  All new Assessment Measure Standard and Course Codes are available in the SIRS Manual and the Code Changes for document. Career and Technical Education Program Service Codes  New Career and Technical Education Program Service Codes are available in the SIRS Manual and the Code Changes for document. 9

Reason for Ending Program Service Codes  “672 – Received CDOS at End of School Year” added. Accommodation Codes  For IEP and 504, Accommodation Code 01 description changed to “Flexibility in scheduling/timing (Excluding Multiple day testing)” and Accommodation Code 12 “Multiple day testing” added. This applies to Regents exams only. 10

Limited English Proficient Exit Program Service Codes  Students may exit LEP status (0231 program service code) with a 3011, 3022, 3033, or 3045 LEP Status Exit Program Service Code.  If a student’s 0231 record is closed, the following program service codes must also be closed: 1232 – Students with Interrupted Formal Education (SIFE), 5720 – Title III: Services to Non-Immigrant LEP Students, 5731 – Title III: Language Instruction Immigrant LEP Students, and 5709 – English as a Second Language. If a student’s 0231 record is closed, the following program service codes should be closed if the student is no longer in the program but left open if the student continues to be in the program: 5742 – Title III - Part B, subpart 4: Emergency Immigration Education Program; 5687 – Two-way Bilingual Education Program, and 5676 – Bilingual Program.  Years Enrolled in a Bilingual or ESL Program should be reported for students who exit LEP with a 3011, 3022, or 3033 but should NOT be reported for students who exit with a

Chronic Absenteeism  Chronic absenteeism calculations will use data from the School Entry Exit, Student Daily Attendance, and Day Calendar templates.  Data in the Day Calendar template: ◦ If all grades in the building have the same day calendar, use “AL.” Individual grade level records do not need to be sent. ◦ For a grade 7-12 building, if grade 7 has a different calendar than the rest of the grades, we request you send a record for each grade level. We are exploring other alternatives. If in this example, an “AL” record is sent and an individual record is sent for grade 7, then the grade 7 record would trump the “AL” record for that grade level. Is there a preference to send only deltas for the grade 7 record in this example? 12

Transgender Students  The Department is currently collecting data for transgender students. These students are being reported with the gender with which the student chooses to identify. Transgender students may be reported with changed gender and changed name but must continue to be reported with their originally assigned NYSSIS ID and local ID in order to track their progress longitudinally. The Department is currently discussing a method for making historical changes to gender and name for transgender students. 13

Career Pathways  As of January 2016, Career Path Codes must be reported for all students reported with a credential. This field can not be left blank for students who reported with a credential. If not using a new pathway, use “TRAD.” For more information, see: pathways/docs/multiple-pathways-4+1-field- memo.pdf pathways/docs/multiple-pathways-4+1-field- memo.pdf 14

 Templates o  Collection Requirements o  SIRS Guidance o  Google Calendar o  Latest News/Memos o o  APPR guidance o  Comprehensive Course Catalog o  School Management System (SMS) Certification Center o

16  General Questions:  Staff Questions:  NYSED IRS Office: (518)  Most up-to-date information: ◦ SIRS Manual at ◦ Code Changes for document at

SMS Certification Center O The SMS Certification Center has been operating out of the Lower Hudson RIC since the school year O We were instituted to help vendors, districts, and New York State satisfy State reporting requirements. O The purpose of certification is to assure timely and accurate data for State reporting for NYS districts. 17

SMS Cert Center Website 18 Enroll with the Center Annual Plan Highlights: ◦ Purpose of Certification ◦ Test Criteria ◦ Certification Types  Basic, Advanced, Expedited, etc. Check Vendor Certification Status Review Certification Requirements

SMS Cert Center Website Certification Requirements 19

SIRS Test Harness - File Loader O SIRS Test Harness is where vendors go to test their extracts O Contains the latest L0 business rules O Vendors can test all year long O When ready to certify contact us! 20 After enrolling on our website, vendors are oriented to use of the Center’s Resources. SIRS Test Harness is accessible to vendors 24/7.

SIRS Test Harness - Scorecard O Shortly after loading, vendors get an alerting them that their scorecard is ready to review, identifying any records failing the rules. O Use of the SIRS Test Harness can uncover many issues, such as the wrong number of fields, incorrect dates, formatting issues, etc. 21

Certification Center Benefits O No cost to vendors O Simple process O Saves vendors time O Gives vendors the district’s perspective O Trusted resource for interpreting SED business rules O Self-testing is confidential O We ONLY publish successes or call us to participate! The SMS Certification Team Phone: