Presented by: Office of Information and Reporting Services, NYSED &New York State Technical and Education Assistance Center for Homeless Students (NYS-TEACHS)

McKinney-Vento Data Collection and ReportingMcKinney-Vento Data Collection and Reporting

About Us: NYS-TEACHSAbout Us: NYS-TEACHS

New York State Technical and Education Assistance Center for Homeless Students

Funded by the New York State Education Department and housed at Advocates for Children of New York

Provide technical assistance on homeless education issues. Our services include: Infoline (800-388-2014)

Website (www.nysteachs.org)

Webinars, Annual Workshops, and On-Site Trainings

Outreach Materials

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About Us: NYSED’s IRSAbout Us: NYSED’s IRS

Office of Information and Reporting Services Student Information Repository System (SIRS)

BEDS Institutional Master File (IMF)

BEDS Personnel Master File (PMF)

Violent and Disruptive Incident Reporting (VADIR)

SEDREF- State Education Department Reference File

Special Education Data Collection (PD series)

Web Form Data Manager

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It is recommended that the McKinney-Vento Liaison set up a process to review homeless data with the district's Chief Information Officer/Data Coordinator.

It is recommended that the McKinney-Vento Liaison set up a process to review homeless data with the district's Chief Information Officer/Data Coordinator.

PollTrue or False?A.TrueB.False

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Why is accurate data collection

important?

Why is accurate data collection

important?

NYS-TEACHS 800-388-2014

Remember: Data pulled out are only as good as data put in.

13

When did you last meet with your district’s data coordinator to discuss data on student homelessness?

When did you last meet with your district’s data coordinator to discuss data on student homelessness?

PollA.I am the district’s

data coordinator!B. Sometime since the

beginning of this school year.

C.Last summer to finalize SY18 data.

D.Not in the last year or so.

E. Who is my district’s Data Coordinator…?

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Meet with your district’s Data Coordinator to talk about:Meet with your district’s Data Coordinator to talk about:

How homeless data is entered into the district’s student management system

Who is responsible for entering and updating homeless data

When to run key reports within the district and verify data for state and federal reporting purposes.

NYS-TEACHS - (800) 388-2014 15

Number of Students Experiencing Homelessness in New York State Has Increased Each YearNumber of Students Experiencing Homelessness in New York State Has Increased Each Year

NYS-TEACHS - (800) 388-2014 16SIRS data, unduplicated

86,715 90,506 98,174

109,916 116,847 118,639

140,150148,215 152,839

65,921 67,221 69,545 77,915

83,413 81,783

99,196 104,088 105,134

19,685 21,156 26,765 29,143 29,428 31,694 34,382 36,198 37,579

1,109 2,129 1,864 2,858 4,006 5,162 6,572 7,929 10,126

-

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

180,000

2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18

Overall

NYC (excl. charters)

ROS (excl. charters)

Charters

Public Data on Students Experiencing HomelessnessPublic Data on Students Experiencing Homelessness

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NYS-TEACHS publishes a guide to data collection for students experiencing homelessness. NYSED’s Information and Reporting Services Office publishes the official SIRS manual. NYS-TEACHS (NYSED’s Technical Assistance Center): https://nysteachs.org/topics/data-stats-homelessness/

Excel files with homeless identification data by LEA Comparison of homeless identification with poverty rates

New York State Education Dept: https://data.nysed.gov/downloads.php Files with ELA, Math, Science, and NYSESLAT scores by homeless status Files with homeless students enrolled

An overview of data collection and reporting of federal data is published by the National Center for Homeless Education. U.S. Department of Education, EdFacts Data: https://www2.ed.gov/about/inits/ed/edfacts/index.html (See

EDFacts Data Files toward bottom of the page) CSV files with data by LEA

U.S. Department of Education, CSPR Reports: https://www2.ed.gov/admins/lead/account/consolidated/index.html PDF files for each state

U.S. Department of Education, Ed Data Express site: http://eddataexpress.ed.gov/ Data tool/data visualization site State-Level data

SIRS

Big Five School DistrictsBuffalo City Schools

NYC SchoolsRochester City SchoolsSyracuse City SchoolsYonkers City Schools

18

Student Information Repository System (SIRS)AKA the Data Warehouse

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SIRS: Pre-K – Grade 12 studentsSIRS: Pre-K – Grade 12 students

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1. Student Demographics•student name and id, •gender, •race/ethnicity, •date of birth, •home language, •indicators for immigrant, neglected

or delinquent•Primary nighttime residence code

2. Enrollment•starting and ending dates for each

school •the reason enrollment ended

(graduated, dropped out, etc.)

3. Programs •disability classification, •LEP identification and programs, •funding sources (Title I,III, X), •CTE, •free/reduced lunch, •universal preK, •homeless status•homeless unaccompanied youth

status•Homeless and served with Title I set-

aside funds

SIRS: PreK-Grade 12 students & teachersSIRS: PreK-Grade 12 students & teachers

4. Assessment•NYS assessments

(Regents, 3-8 ELA and mathematics, 4 and 8 science)

•NYSAA •NYSESLAT •approved alternatives

for Regents credit

5. Special Education 6. Staff Student Course •start and end dates of

course enrollment, •# of actual and

intended instructional minutes

•Name of teacher providing instruction for students enrolled in courses that end with a NYS assessment

7. Staff•information about

teachers and administrators

NYS-TEACHS 800-388-2014 20

ALL students identified as homeless must have:

ALL students identified as homeless must have:

PollCheck all that apply:A. Program Service Code

8262 (Homeless Status)

B. A primary nighttime residence code

C. Program Service Code 8272 (Homeless Unaccompanied Youth Status)

D. Program Service Code 0892 (Served with Title I, Part A set-asides)

NYS-TEACHS 800-388-2014 21

Homeless Data Collection: Changes you should know aboutHomeless Data Collection: Changes you should know about

•NEW starting SY18-19, Replaces Homeless Indicator•Entry Date: Date student became homeless•Exit Date: Date student became permanently housed and is no longer homeless

Program Service Code 8262 -

Homeless Student Status

• Programs_Fact Table, Field 23• S = Shelters T = Transitional Housing• H = Hotels/motels D = Doubled-up (with another family)• U = Unsheltered (car, parks, campgrounds, temporary trailer,

or abandoned buildings)

Homeless Primary

Nighttime Residence

NYS-TEACHS - (800) 388-2014 22

New

Homeless Data Collection: Changes you should know aboutHomeless Data Collection: Changes you should know about

• Program Service Code 0892• NEW SY19 Code• All homeless students eligible for such services but should only

receive code if they receive services paid for with set-aside funds

Title I: Part A: Homeless Student Served with Set-

Aside Funds

• Program Service Code 8272• Not in the physical custody of a parent or legal guardian• Homeless under McKinney-Vento

Unaccompanied Youth Status

NYS-TEACHS - (800) 388-2014 23

Note: Program Service Code 5566 (for McKinney-Vento Grantees) has been discontinued.

New

NEW for School Year 2018-19NEW for School Year 2018-19

NYS-TEACHS - (800) 388-2014 24

•Y or N (default is N)•Y should be entered if the student experienced homelessness at any point during the school year.

Homeless Indicator

In SIRS, what should the district of residence be for a student identified as homeless?

In SIRS, what should the district of residence be for a student identified as homeless?

PollChoose one:A.The student’s district of originB. The student’s designated district of attendanceC.The student’s district of current locationD.None – leave blank

NYS-TEACHS 800-388-2014 25

Data Verification in SIRSData Verification in SIRS

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How does a district verify that homeless data are correct?L2RPT (Level 2 Report) is the State Education Department’s verification reporting system

Reasonableness Report shows counts of students reported for programs, demographics, enrollment for two years with

difference and rate change to help districts identify reporting errors. Homeless indicator and primary nighttime residence appear under Demographic category. (Note:

starting in 2018-19, Homeless Status will appear under the Programs category.) Homeless Unaccompanied Youth status appears under Programs category.

BEDS Day Enrollment Report shows indicator for students reported with homeless flag on student detail report.

The Level 2 Reasonableness Report may alert your LEA to problems with data entry/management.

The Level 2 Reasonableness Report may alert your LEA to problems with data entry/management.

PollTrue or False?A.TrueB.False

NYS-TEACHS - (800) 388-2014 27

L2RPT Reasonableness ReportL2RPT Reasonableness Report

NYS-TEACHS 800-388-2014 28

Homeless data may be reviewed in the Student Demographic and Programs categories of the Reasonableness Report

L2RPT Reasonableness ReportDemographic Category

Note: Program Code 8262 is viewable in this report.

NYS-TEACHS - (800) 388-2014 29

L2RPT Reasonableness Report

NYS-TEACHS 800-388-2014 30

Programs Category

L2RPT Reasonableness Report - Student DetailL2RPT Reasonableness Report - Student Detail

NYS-TEACHS 800-388-2014 31

L2RPT BEDS Enrollment ReportL2RPT BEDS Enrollment Report

NYS-TEACHS 800-388-2014 32

L2RPT BEDS Enrollment Report – Student DetailL2RPT BEDS Enrollment Report – Student Detail

NYS-TEACHS 800-388-2014 33

LEAs receiving McKinney-Vento grants have additional reporting requirements.

LEAs receiving McKinney-Vento grants have additional reporting requirements.

PollTrue or False?A.TrueB.False

NYS-TEACHS - (800) 388-2014 34

Survey for M-V Funded LEAs

Survey for M-V Funded LEAs

NYS-TEACHS 800-388-2014 35

Activities, Indicators, and Outcomes

Types of services provided by LEA through McKinney-Vento funding and the outcomes of those services.

Internal/External Collaborations

Information about collaborating programs

School Stability Self-reported data on school stability

Young Children Served See next slide

Additional Reporting for Enhanced Grantees

Year 3 outcomes related to trauma-sensitivity training, policies, and practices

Survey for M-V Funded LEAsSurvey for M-V Funded LEAs

Birth-2 Year-Olds• Grantees must report on children who received

direct or indirect services using McKinney-Vento grant funds.

• Includes young children and preschoolers both enrolled and not enrolled in school – but not enrolled in kindergarten.

• Served includes direct services and indirect services

3-5 Year-Olds (not pre-k or kindergarten or CPSE)

SERVED

NYS-TEACHS 800-388-2014 36

Timeline for Data ReportingTimeline for Data Reporting

NYS-TEACHS 800-388-2014 37

Timeline is approximate and subject to change.

SpringVerification reports of data

reported through SIRS available through L2RPT.

Grantee Reports due June 28, 2019.

SummerData warehouse closes

August 23, 2019. No changes to 2018-19 school

year records will be accepted after the

deadline.

FallSED sends initial data to US Department of Education. NYS-TEACHS publishes LEAs homeless enrollment data

on its website.

Review: Data Reporting in SIRSReview: Data Reporting in SIRS

NYS-TEACHS 800-388-2014 38

Data on students experiencing homelessness are collected in the Student Information Repository System (SIRS)

All students experiencing homelessness must receive Program Service Code 8262 and a Primary Nighttime Residence Code.

Unaccompanied Youth should receive Program Service Code 8272.

Students served with Title I, Part A set-asides should receive Program Service Code 0892.

Level 2 reports should be run to ensure data accuracy.

Information and Reporting Services, NYSED

Information and Reporting Services, NYSED

800-388-2014 info@nysteachs.orgwww.nysteachs.org

NYS-TEACHS - (800) 388-2014 39

518-474-7965datasupport@nysed.govwww.p12.nysed.gov/irs/

NYS-TEACHSNYS-TEACHS