data workshop october 2021- data 101
TRANSCRIPT
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Data Workshop
Data 101 – Intro to
Level 0
Wednesday, October 6th, 2021
HAPPY BEDS DAY
Documents
https://www.monroe2boces.org/DDC-Training02_Data101.aspx.
Please be patient while we let
in a few more attendees. We
will start shortly…
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Agenda
Purpose & Focus
Documentation
Data Requirements
Level 0 updates
Calendar/Timeline
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Purpose & Focus of the
Data 101 session
New & Recent District Data Coordinators
Refresh current DDC’s
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SIRS (Student Information Repository System)
http://www.p12.nysed.gov/irs/sirs/
Teacher/Staff Data
http://www.p12.nysed.gov/irs/beds/PMF/
Also in the SIRS, Chapter 3: Staff Reporting Rules
Vendor Changes
http://www.p12.nysed.gov/irs/vendors/
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Documentation
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SEDDAS:
http://www.p12.nysed.gov/seddas/
Teach: (self register for ID)
http://www.highered.nysed.gov/tcert/
Memos:
http://www.p12.nysed.gov/irs/memos/
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Documentation
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Vendor Support
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Data 101
District Data Coordinator
Data Reporting Team
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Chapter 2: Student Reporting RulesGuidance on the Role of District Data Coordinator
Superintendents and charter school leaders are responsible for maintaining and transmitting State-required data elements in specified file formats to SIRS and other NYSED collection applications.
The SIRS began collecting data utilizing 4 data templates over a decade ago. Today, school districts, BOCES and charter schools are required to submit data using 25 different templates with varied reporting timelines and business rules.
It is extremely important to ensure accurate and complete data are reported, as it may impact State and federal funding streams (e.g. Title I, State Aid). Additionally, State and federal laws require various datasets to be included and made publicly available in State School Report Cards. This information is available on the NYSED public data site.
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District Data Coordinator
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“Districts should be prepared to document for auditors that all students required to be reported have been reported. The chief school officer is responsible for verifying the accuracy of district/school data submitted to the SIRS but is strongly advised to engage a team, including but not limited to coordinators of various federal title programs, special-education programs, bilingual and English as a New Language programs, migrant programs, and homeless programs, to review data reports for accuracy.”
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District Data Coordinator
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Not just Level 0 and SIRS
• BEDS
• FRPL
• Special Ed reporting (PD & VR)
• TAA/PMF
Essential for data submission and verification
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Reporting Data Team
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Data 101Data Requirements
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Data sources
SMS (schooltool, IC, PowerSchool, etc.)
Frontline Direct
HR
Title I/III administrators
Lunch/Cafeteria
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Data Requirements
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Data Warehouse Flow
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Data Requirements
Level 0
L1WNYRIC
L2L2RPT
SMSFront-
line
Lunch Program
(Nutrikids)
Staff (WinCap)
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Data Requirements
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Level 0 SecurityL0 Security Officers
Permissions
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Student Security
Staff Security
Determined by each district/school
Must be re-authorized annually
Forms returned by September 30
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Level 0 Security
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Full rights
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Level 0 Security
Staff Only
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Security & Auto time out
Add a Footer
User Setup (For Level 0 Security Officers)
“Initiate Password Set/Reset” Button
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Level 0 17.00
o When creating a new user, the email is required
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ASAP Entitlements
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Level 0 Security
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Add a Footer
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Level 0 17.00
Enter the numeric PIN that has been sent to your email.
• You will be taken to the “Password Reset” screen
• If your email or security questions are not completed, then you will need to work with your schools Level 0 security Officer to have them send you a Password Reset email
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User will receive an email with link to set up initial password
• Same as a password reset
Will then receive MFA PIN email
Initial Profile Setting:
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Level 0 New User
900716
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Add a Footer
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Level 0 17.00 –
Security & Auto time out Answer security question:
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Email Verification
• Do Not need to re-enter email if it is correct
• Only need to Verify (screenshot is after verification sent)
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Level 0 New User – New Account Setup
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Password Rules:
Must be between 8 and 15 characters.
Must contain at least 1 lower case letter.
Must contain at least 1 upper case letter.
Must contain at least 1 number.
Must contain no more than 3 repeating characters.
Cannot reuse current password.
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Level 0 Security - Passwords
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Level 0 Security - Passwords
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Level 0 Updates –
Multi-Factor Authentication
User will receive a PIN in email
Level 0 will use email in Level 0
account
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Level 0 Updates –
Multi-Factor Authentication On first login
And every 14 days thereafter
User will need to Authenticate
Similar to using many online services such as banking and other
financial services
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Alerts and messages on login
“Forgot/Reset Password” Link
Level 0 17.00
Add a Footer
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Forget/Reset
Link
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Add a Footer
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Level 0 17
Auto Time-out
Level 0 will force a user to time-out after 15 minutes of inactivity
“Session Alert” after 14 minutes of inactivity
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Pronounced “Level Zero”
Current year is set to “2022-06-30”
Cannot edit or submit previous school years data
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Level 0
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Initial login Click on the logo to return to Home/Dashboard screen
Add a Footer
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Level 0 – Demo Screen
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Level 0 – Manual Entry Search
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Level 0 – Demographic
Guidance Counselor
• Must be in Staff Snapshot
• If no Staff Snapshot
records, will be purged
during import
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Every student needs to have at least one record
Identifies when a student is enrolled where and at what grade level
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Level 0 – Enroll Screen
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When DDC attempts to use the “L1-Data Prep.” menu, may see the message”Note: # student(s) with demographic records have no enrollment records and will NOT be exported to Level 1. (See 'No Enrollment Rpt' for more info)
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No Enrollment Report
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Available for any Student based template
(except Enrollment)
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No Enrollment Report
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Add a Footer
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Level 0 17
Help Menu
New “Help” Menu
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Add a Footer
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Level 0 17
Help Menu
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New Codes
8250 (HSE Outcome Reporting Only),
“This code is used only for the purpose of recording students without a current active enrollment who exited school within the prior 24 months and subsequently earned a high school equivalency diploma
• Can be used for current SY students as well
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Level 0 – Enroll Screen
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Other Level 0
templates
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Catch-all for reporting various aspects and services for a student, including:
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Program Service (Program Fact)
• ELL
• Title I
• ESEA
• Disability
• CTE
• PK/UPK
• FRPL
• Summer School
• Homeless
• Immigrant
• Foster
• Military family
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Child Nutrition Memo:
http://www.cn.nysed.gov/content/new-state-wide-direct-certification-matching-process-and-mandatory-reporting-snapmedicaid
• Includes links to using State Matching
• All Students receive Free lunch
• Only report those that are eligible due to Direct Match or Income Verification
• Eligibility Types no longer required• L0 needs to be updated for this change
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Data Requirements - FRPL
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CEP districts & schools
Do not report all student in a CEP school/building as Free Lunch (PS 5817)
CEP does not equal poverty
Only report students that are eligible
Direct match
Income verification forms
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Data Requirements – FRPL
Community Eligibility Provision (CEP)
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Examples:
• ELL
• 0231, ELL Eligible
• 1 of 4 ELL Programs
Homeless - 8262
• Title I – Part A – 0892
• Poverty – 0198
• Free Lunch – 5817
• Possibly Homeless unaccompanied Youth, 8272
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Program Service – multiple pieces
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Beginning in 2019-20, only CTE data for NYSED-approved CTE programs should be reported to the NYSED SIRS.
CTE data should be reported by the program provider — the agency that operates the NYSED-approved CTE program.
The Program Intensity of “enrollee” has been discontinued.
Program Intensity will only be reported for “Participants” and “Concentrators” beginning in 2019-20.
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Career & Technical Education (CTE)
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NYSED has identified approximately 500 courses considered “CTE” courses which would be reported in SIRS. The Course catalog workbook identifies these CTE courses http://www.p12.nysed.gov/irs/courseCatalog/home.html
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Career & Technical Education (CTE)
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PS 8262 – Homeless Student Status
Include primary Nighttime Residence
PS 0892 - Served by Title I Part A
Separate from 8272 – Homeless Unaccompanied Youth
Must have 8262 as well
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Program Service (Program Fact)- Homeless
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Program Service – Homeless Student
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SE Snapshot
SE Event
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Templates - Special Education
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Student Digital Resources
Add a Footer
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New template to capture Digital Equity Survey
Only for BOCES, DISTRICTS and Charters
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L1-Data Prep
Level 0 will allow valid record to be sent
Will ignore invalid records
Student Digital Resources
Add a Footer
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Grade DetailAccommodationDay CalendarStudent Attendance CodesDaily Attendance
• Removal of PRNST & TARDY codes• Must us “-IN” & “ -OUT” Codes
• Mandatory for P-EBT• https://otda.ny.gov/SNAP-COVID-19/Frequently-Asked-
Questions-Pandemic-EBT.asp
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Other Templates:
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Local Lookups
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Mapping of local codes
How are your local codes mapped to
State Codes?
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Mapping and naming of courses
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Course Codes
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Mapping and naming of courses
• “Course Names” will appear in Level 0 reports
• Should be unique and descriptive
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Course Codes
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Attendance Codes
1. Student
2. Staff
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Attendance Codes
Student Attend Codes
Staff Attend Codes
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Attendance & Suspension codes
Search useful for reporting large amount of internal codes
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Student Attendance Codes
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• Location Marking Period (LMP)
• No delay, available immediately
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Other school supplied codes
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Break Time!Please be back in 10 minutes
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Staff TemplatesStaff Snapshot
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References
SIRS Manual
http://www.p12.nysed.gov/irs/sirs/
Chapter 3, Staff Reporting Rules
Teacher/Staff Data website http://www.p12.nysed.gov/irs/beds/PMF/
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Level 0 - Staff Snapshot
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Level 0 - Staff Snapshot
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Teach ID = Staff ID
Must be valid
Itinerant staff
reduced requirements
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Level 0 - Staff Snapshot
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Hisp. Indicator/Race Code
• If “Y”, Race Code not required
• “DECLINED” an option for Race Code 1
Gender
• “X” = Non-Binary
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Level 0 – Staff Snapshot changes
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Reduced requirements
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Level 0 - Staff Snapshot – Itinerant Staff
• First & Last Name
• Itinerant Status
• Status/Active Indicator
• Staff ID
• Birth Date
• Snapshot Date
• Position Title
• School Email
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Navigation similar to student templates
“Manual Input” screen to search and edit individual Staff records
“Reports” menu used for listing
“District School Summary” list by location/Building
Tracking of individual Import and Uploading
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Level 0 - Staff Snapshot
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Search box and navigation bar
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Level 0 - Staff Snapshot
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Deletes
Deleting any Staff record will cascade to other, related records
Should NOT be used as Staff member will still appear in L2RPT reports
• Use the “Active/InActive” “D” code
• Deleted
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Level 0 - Staff Snapshot
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Course Instructor Assignment
Incidental Teaching Assignment Indicator:
Student Course Entry Exit
State Report Cards
See the SIRS manual, Chapter 3 for details
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Templates:
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All staff members reported in Staff Snapshot identified as “TEACHER” must have at least one CIA record
Each course can have multiple staff reported
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Course Instructor Assignment
Incidental
Teacher
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All students in every course must be reported in this template
One record per student per course
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Student Class Entry Exit
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Other Staff
Templates
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Staff Assignment
Staff Attendance
Staff Evaluation
Staff Tenure
Staff Attendance Codes
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Level 0
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Staff Assignment
Used for PMF & APPR
http://www.p12.nysed.gov/irs/beds/PMF/home.html
Documents for Non-Instructional Staff and Principals
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Level 0 - Staff Assignment
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Used for APPR
Links courses a student is taking to the teacher
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Templates:
Course Instructor Assignment
Student Course Entry Exit
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Level 0 – Staff Tenure Snapshot
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Attendance & Suspension codes
Search useful for reporting large amount of internal codes
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Staff Attendance Codes
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Level 0Import and Export
Reports
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Use “Elect. Import” menu
In general, follow-on screen steps in order
Except, Select “Delete All…”
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Level 0 - Import
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Demographics
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Demo & EnrollEnrollments
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Program Fact Import “Perform Precheck” option
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Level 0 - Import PS records
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Add a Footer
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Level 0 17
Program Service Import options
Automatically place a check mark in each applicable Category for
Import
Both PreCheck Category list (Step 4)
The full list of Category types (Step 5).
If the Import File Count is less than the Database Count for any of
the selected categories, that Category or Categories will be
highlighted for manual review to ensure that the Category should
continue to be imported:
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Level 0 - Import Assessment records
DO NOT report
most regents
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S.E. (Special Education)
• Frontline Direct
Staff Snapshot
• For all staff
• Charters have rollover files available
• (These have been imported)
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Other Imports
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Import errors - Demographic
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Available for schooltool and PowerSchool districts & charters
Most templates can be scheduled
Automation occurs Monday mornings
Yearly reauthorization
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Level 0 AutoImport
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Error discovery
and resolutionLevel 0 and beyond
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Verification Errors
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“No Enrollment” Reports
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In every student Report except Enrollment
Show students with that datatype and no enrollments
WHY?
Subsequent enrollment records imported with delete option, but related students no longer included
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No Enrollment Reports
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Reporting –
Brief OverviewVerification
Errors
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General
Default: Dist. Import Errors
Dist. School Summary
Log reports
Verification
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Reports – Level 0
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Reports - Dashboard Reports
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Error records will show in red text:
Updated Error highlighting
Add a Footer
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Reports - Information/Warning Reports
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DDC Training #3- Data Warehouse 102 - Level 0 Reports
❖ Will provide a deeper dive into reports available in L0
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Further Report Training
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Level 0 Export
“L1-Data Prep.”
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Use the “L1-Data Prep” menu
Follow steps from top down
Use flow chart as a guide
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Level 0 - Export
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Demographics
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L1-Data Prep - aka: “Export”
Program Service
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Bundling: The future of data submission
• “Bundling” means the process of grouping together dependent templates for export from Level 0.
• For example: PS records will not be submitted until changes in Demographics and Enrollments have been corrected and submitted
• Details to come
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Questions?
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The "District Data Coordinator Training Series" are several sessions
giving a birds-eye view of various areas of what a District Data
Coordinator needs to know, and what to be aware of. The focus of
the "DDC Training Series" is for those who are new to the DDC role,
and as a review for those currently in this role.
For details, please review last year’s web pages at:
https://www.monroe2boces.org/DistrictDataCoordinatorTrainingSerie
s.aspx
DDC Training Sessions114
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DDC Training Sessions115
S c h e d u l e
DDC Training session Date Time
DDC Training #2 Session -Data 101, Level 0 overview
10/6/2021 1-3 PM
DDC Training #3 Session -Data 102, Level 0 Reports
11/3/2021 9-11 AM
DDC Training #4 Session -January Regents & BEDS day
12/14/2021 1-3 PM
DDC Training #5 Session -PS Deep Dive, 3-8 Testing
3/15/2022 9-11 AM
DDC Training #6 Session -EOY Prep & June Regents
5/24/2022 1-3 PM
• Please mark your calendar for the following dates
• As we get closer to each session, I will send out registration forms and
further details.
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https://www.monroe2boces.org/ContactMAARS.aspx
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MAARS Contacts