THE NEW YORK CITY DEPARTMENT OF EDUCATION

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

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 As 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.

ATS Portal - http://portal. nycboe
Main Menu

ATS Wiki - http://wiki.dev.doe.local/display/ATSWiki
Main Menu

Managing Our Data – School Status Reports
Each function provides areas where likely changes or corrections can be made The STAT Screen – Your School At A Glance Register Reports RREG RDGS NCLB Disaggregation Report RSSS Ethnic Summary Report Special Education Reports R201 Incomplete Evaluation Report RFAD Awaiting First Attend Report Accountability Reports RCOS Regents Cohort Roster and Summary Special Categories RMEL Meal Code Category Report RBPS BESIS Participation Report RSNR Net Register Report CAP Program Student Inquiry Referral/Evaluation Placement Data Entry Main Menu Attendance Reports RYIS YTD Attendance Interval Report RGST Register and Attendance Report R4RR R407 Report RPPS Period Attendance Summary Report RSAL School Attendance List

ATS STAT SCREEN

Overview of The Data Stored in ATS
Student data categories Biographical Adult Exam Attendance Health Marks Transportation Student data is stored in the ATS system in files that fall into 7 major categories:

ATS PRIMARY MENU

Managing Our Data – Biographical
The biographical data includes the following fields: 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 BIOGRAPHICAL DATA - The biographical data includes the following fields: l off. class birth l LEP l AIDP l street l grade code l speech services l funded programs l borough l grade level l temporary housing l chapter 53 l state l off. room l physically challenged l special education 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. 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

STUDENT INDICATORS

FIRST TIME ADMIT SCREEN

ATS BIO UPDATE SCREEN

Managing Our Data – Adult
The related adult data includes the following fields: Name Address Home Phone Work Phone Authority Code Employer Address Relationship Code 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.)

UPDATE ADULT INFORMATION

Managing Our Data – Exam
The exam data includes the following fields : Exam Name Exam Season NCE Score Exam Description Exam Year Percentile Scale Score Exam Grade Exam Form Raw Score 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.

EXAMINATION SCORES

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.

STUDENT ATTENDANCE

INDIVIDUAL STUDENT ATTENDANCE

ATTENDANCE – PREVIOUS TERMS

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

IMMUNIZATION DATA

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

MARKS DATA – MIDDLE SCHOOL

Managing Our Data – Transportation
Transportation data includes the following fields : Transportation Status Distance Code Line Number Metro Card No. Eligibility Bus Stop Handicap Code Pick-up Time Drop-off Time Vendor Code 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.

TRANSPORTATION DATA

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 Clean 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 records OSIS Duplication: Duplication of Student ID with various spelling of names City: Missing from 3rd party imports Exam 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 YEAR Cohort 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, and Ungraded 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. Exception For 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.

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.

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

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 Name Source Valid Values Description Student Name ATS 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

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 Name Source Valid Values Description Student Address ATS Student address 14 Belloc Ave Apt 20 Brooklyn NY 11420

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 Name Source Valid Values Description Student Gender ATS M Male F Female Schools 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

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 Name Source Valid Values Description Ethnicity ATS 1 American Indian/Alaskan Native 2 Asian/Pacific Islander 3 Hispanic 4 Black, Not of Hispanic Origin 5 White, Not of Hispanic Origin 6 Parent Refused to Choose 7 Multi-Racial Schools 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 If the parent/guardian continues to refuse to sign the form the school can populate based on a visual observation of the student

TABLE DISPLAY

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 Name Source Valid Values Description Meal Code ATS 1 Free Lunch 2 Reduced Price Lunch 3 Full Price Lunch 4 Parent Refused to Sign Survey 5 Full Price – No Form A Free Meal - HRA USM: 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.

ENTERING / UPDATING MEAL CODES

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 Name Source Valid Values Description Date of Birth ATS January 31, 1999 November 14, 2002 Data 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.

Managing Our Data - Admit Date
Updates using the ATS request form found online at – Field Name Source Valid Values Description Admit Date ATS July 2, 2006 October 31, 1998 This 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

Managing Our Data - Grade Code
Updated by school personnel using the SIGT function in ATS Field Name Source Valid Values Description Grade Code ATS 310 Kindergarten 110 First Grade 190 Ninth Grade 442 GED 951 Ungraded Special Education Other Values

Managing Our Data - Grade Level
Updated by school personnel using the SIGT function in ATS Field Name Source Valid Values Description Grade Level ATS 0K Kindergarten 01 First Grade 02 Second Grade 03 Third Grade 04 Fourth Grade 05 Fifth Grade Most relevant for general education students, it is not always relevant for students with GED or Ungraded grade codes listed in the prior screen

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 Name Source Valid Values Description Home Language ATS SP Spanish NO English UR Urdu Important for determining ELL status. Students whose home language is English value (NO) cannot be identified as ELL/LEP.

Managing Our Data - LEP/ELL
To request changes, schools submit request to Office of Accountability for review and resolution Field Name Source Valid Values Description LEP/ELL Status ATS/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 All 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.

Managing Our Data - LAB-R Decision
To request changes, schools submit request to Office of Accountability for review and resolution Field Name Source Valid Values Description 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 These students were NEVER ELLs/LEP Students 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

Managing Our Data - NYSESLAT
To request changes, schools submit request to Office of Accountability for review and resolution Field Name Source Valid Values Description 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 Proficiency 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.

Managing Our Data - Years of SCVS
To request changes, schools submit request to Office of Accountability for review and resolution Field Name Source Valid Values Description Years of Service ATS/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 Services are defined as English As a Second Language (ESL), Bilingual, Dual Language, or a combination of ESL and Bilingual.

Managing Our Data - Cohort Year
To request changes, schools submit request to Office of Accountability for review and resolution Field Name Source Valid Values Description Cohort Year ATS 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. 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)

Managing Our Data - CAP REC PGM
Contact CAP/CSE Office Field Name Source Valid Values Description CAP Recommended Program CAP/SEC RS Related Services SE Special Class Recommendation SS Special Class Recommendation D75 ST Special Education Teacher Support Services (SETSS) TT Collaborative Team Teaching Others Please 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

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 Name Source Valid Values Description Test Scores ATS ELA Documentation must be maintained at the school for possible audit purposes Math Science Social Studies Performance Level Please 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

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 The 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.

Managing Our Data – Timetable
Beginning of Year Reports – ATS Report Description ROCL Official Class List RMSR Exam Report RBIR Biographical Roster RLAB LAB Scores Report RCRL Cross Reference List ROCR Official Class Registers RCON Emergency Contact Report RADR Address Report RHIL Immunization Status List RCR1 Clearance of Register Report

Daily Reports – ATS Report Description RDAL Daily Attendance/Lateness List RNOC Non-Compliance Report

Weekly Reports – ATS Report Description RADP (Option U) Unconfirmed Discharge List

Monthly Reports – ATS Report Description RPAR Period Attendance Report RWCL Working Class List RCSL Class Summary List RADP Admission List ROCR Official Class Register Discharge List RBIR Biographical Roster RCRL Cross Reference List RCON Emergency Contact Report RCUA Cumulative Absence Report

End of School Year Reports – ATS Report Description PLNT Print List Notice RFCL Future Class List PSPE Special Education Checklist RMIN Missing Information Report RLNB Biographical Roster of List Notice RSUM Summary Reports RORL Official Class Reorganization List RHLD Holdover Report

Ad Hoc Reports – ATS Report Description RFTF Face to Face RMEL Meal Category List RHIL Immunization Status List RISA Individual Student Attendance RTRR Ridership Report

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 RGFM Form G/ Class Profile Form RART Articulation Report RSPE Testing Mods Report (CAP) R201 List of Incomplete Evaluations RFAD First Attend Date Report RSHL SE Historical Holdover Report RSCP SE Promotion Criteria Report

SPECIAL EDUCATION REPORTS

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 R326 Students In Need of Annual Review R313 Students Awaiting Place Auth R671 Students Awaiting Site R672 Students Awaiting Consent R674 Students Awaiting First Attend RACP CAP / ATS Discrepancies RSEP Students in Evaluation / Placement Process

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.

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.

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.

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.

RATF – ANNUAL REVIEW TRACKING

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.

ATS – CAP DISCREPANCY REPORT

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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