Transcription
New York StateStudent Information RepositorySystem (SIRS) ManualReporting Data for the2014–15 School YearMarch 20, 2015Version 10.6The University of the State of New YorkTHE STATE EDUCATION DEPARTMENTInformation and Reporting ServicesAlbany, New York 12234
Student Information Repository System Manual Version 10.6Revision HistoryVersionDateRevisionsChanges from 2013–14 to 2014–15 highlighted in yellow. Updates after initial release highlighted in blue.Initial Release. Assignment, Employment Separation Reason, PMF Assignment, StaffEducation Level, Tenure Area, and Tenure Status Codes added. Assessment Measure Codes for new Common Core Regents examsand Course Code for Geometry (Common Core) added. Country Code for East Timor added. Race Codes added. Program service codes 4026–P-Tech Early College High School and4037–Smart Scholars added.10.0October 21, 2014 Clarification on reporting students 21 or over. Clarification on NYSITELL reporting. Clarification on reporting medically excused. Data elements added/definitions revised. Daily attendance defined. “What Is SIRS?” and “Staff Reporting Rules” chapters language clarified. ESEA Waiver modification: In elementary/middle- and secondary-levelELA and math, if All Students fails to meet but all other accountabilitygroups meet performance criterion, All Students meets performancecriterion.10.1November 17, 2014 Prekindergarten definition clarification. Home Language Description definition revised. Clarification that exit date for Title I - Part C: Education of MigratoryChildren — Code 0330 not used. Assessment Code for Integrated Algebra I June included. NYSESLAT assessment measure code types and standard achievedcodes modified.10.2January 21, 2015 LAB-R no longer available. Homebound definition clarified. Revised guidance on PK and UPK programs. SIRS reporting deadline added. Contacts revised.10.3February 5, 2015 Assessment and reporting timeline updated.10.4February 6, 2015 VR 13, 15, 16 due dates updated. NCLB transfer option code location/BEDS codes added. Updates for timeline. Staff reporting rules updates.10.5March 3, 2015 Annual Salary definition revised. Hispanic/Latino Ethnicity Indicator and Race Codes optional whenreporting staff data.10.6March 20, 2015 Assessment and reporting timeline updated.2
Student Information Repository System Manual Version 10.6Table of ContentsTable of Contents 3Chapter 1: What Is SIRS? 6SIRS Levels 6SIRS Data Flow 8Chapter 2: Student Reporting Rules 9Guidance on the Role of District Data Coordinator 9Who Must Report Student Data Using the SIRS? 10Table of Reporting Responsibility for School-Age Students 13Table of Reporting Responsibility for Preschool-Age and Prekindergarten Students 26Accelerated Students 29Accommodations 30Accountability Inclusion/Exclusion for Participation/Performance at the Elementary/Middle Level 31Appeal to Graduate with Lower Score on Regents Exam 33Backmapping for Feeder Schools 33Career and Technical Education (CTE) Students 34Charter School Students 36Court-placed Students 37Daily Attendance 38District of Residence Codes 38Dropouts/Noncompleters 40Elementary/Middle-Level Students 41Foreign Exchange Students 41Free or Reduced-Price Lunch Students 41GED Students 43Graduates 43Home-schooled Students 43Homebound (Home-Tutored) Students 44Homeless Students 44Immigrant Students 44Job Corp Program Students 45Limited English Proficient (LEP) Students 45Long-Term Absent Students 49Migrant Students 503
Student Information Repository System Manual Version 10.6Neglected/Delinquent Students 50New York State Alternate Assessment (NYSAA) 50Nonpublic School Students 52“Online” Schools 52Postsecondary Students 52Preschool/Prekindergarten/Universal Pre-K 52Racial/Ethnic Groups 54Repeaters 54Safety Net Options 54Secondary-Level Students 55Students Over 21 Years of Age 56Students with Disabilities 56Summer School Students 57Supplemental Educational Services under NCLB 58Suspended Students 59Transfer Students 59Ungraded Students 61“Validity Rules”: Reporting Students with Valid or Invalid Scores 63Walk-in "Enrollments” 66Chapter 3: Staff Reporting Rules 67Chapter 4: Data Elements 71Chapter 5: Codes and Descriptions 96Accommodation Codes and Descriptions 96Assessment Language Codes and Descriptions 97Assessment Measure Codes and Descriptions 98Assignment Codes and Descriptions for Access to EngageNY Data Portal 112Assignment Codes and Descriptions for Personnel Master File 113Assignment Grade Level Codes and Descriptions 119BOCES District of Responsibility Codes 120Career and Technical Education Program Service Codes 121Contact Mailing State Codes and Descriptions 132Contact Name Prefix Codes and Descriptions 133Contact Name Suffix Codes and Descriptions 134Contact Relationship Codes and Descriptions 135Country of Origin Codes and Descriptions 1374
Student Information Repository System Manual Version 10.6Course Codes and Descriptions 143Credential Type Codes and Descriptions 144Credit GPA Codes 146Day Type Codes 147District of Residence Codes 148Employment Separation Reason Codes and Descriptions 163Enrollment (Beginning and Ending) Codes and Descriptions 164Evaluation Criteria Codes and Descriptions 177Grade Level Codes and Descriptions 178Grade Type Codes and Descriptions 179Language Codes and Descriptions 180Marking Period Numbers and Descriptions 191Postgraduate Plan Codes and Descriptions 192Program Service Codes and Descriptions 193Race Codes and Descriptions 211Staff Education Level Codes and Descriptions 212Standard Achieved Codes and Descriptions 213Tenure Area Codes and Descriptions 216Tenure Status Codes and Descriptions 217Term Codes and Descriptions 218Chapter 6: New York State Accountability 219Appendix I: Assessment and Reporting Timelines 234Appendix II: Sources for Data Reported in the Report Cards 240Appendix III: Contact Information 241Appendix IV: Select Federal and State Reporting Requirements 243Appendix V: Cohort Definitions 248Appendix VI: Terms and Acronyms 2545
Student Information Repository System Manual Version 10.6Chapter 1: What Is SIRS?The New York State Student Information Repository System (SIRS) provides a singlesource of standardized individual student records for analysis at the local, regional, and Statelevels to improve student performance and to meet State and federal reporting andaccountability requirements. Data in the Repository are available only to users with a legitimateeducational interest. Local Education Agencies (LEAs) must use this system to report certaindata to the New York State Education Department (NYSED). LEAs are administrative bodiesgoverning over a school setting, and include public school districts, charter schools, nonpublicschools, BOCES, the New York State School for the Deaf and New York State School for theBlind. Certain State agencies (e.g., OCFS, DOC, OPWDD, OMH) and approved privateschools that provide educational services to court placed students pursuant to Article 81 mayalso serve as an LEA and must report data using the SIRS. Nonpublic schools who participatein State assessments in elementary/middle-level ELA, mathematics, science, or secondarylevel Regents exams must report these data using the SIRS.The New York State Student Identification System (NYSSIS) is a key element of theSIRS. NYSED developed this system to assign a stable, unique student identifier to everystudent reported to SIRS. These students include all preschool students referred to the CPSEfor determination of eligibility for preschool special education, to every prekindergarten throughgrade 12 public school student, to every participant in an approved GED program in New YorkState, and to every nonpublic school student whose assessment data are reported throughSIRS. Unique identifiers enhance student data reporting, improve data quality, and ensurethat students can be tracked longitudinally as they transfer between LEAs. In the SIRS, eachstudent record is uniquely identified with a 10-digit NYSSIS number assigned when the studentfirst enters a State public school, public agency, child-care institution that operates a school, orparticipating nonpublic school.SIRS LevelsThere are multiple data collection points within SIRS. Most LEAs have local SchoolManagement Systems (SMSs) in which they collect student demographic, school enrollment,programs, assessment performance, and other data. Most LEAs also have finance or HumanResource (HR) systems that contain staff data. LEAs with local systems generate extracts instandardized template formats to load data into SIRS. These data extracts may be loaded into“Level 0” or directly into “Level 1” of SIRS. LEAs without local SMSs can manually enter datadirectly into Level 0.Level 0 is a Web-based application hosted by the Regional Information Centers (RICS):South Central (SCRIC), Central New York (CNYRIC), Eastern Suffolk (includes Syracuse),Lower Hudson (LHRIC), MidHudson (MHRIC), Mohawk/Madison-Oneida (MORIC), Nassau,Northeastern (NERIC), Greater Southern Tier (GST), Wayne Finger Lakes (Edutech), Monroe,Western New York (WNYRIC) (Buffalo and Rochester). It provides LEAs with the ability toenter (or load) and validate data against New York State (NYS) data collection formatting andbusiness rules. Level 0 may also be used to collect additional data that may not be availablein electronic form, such as teacher evaluation data. Validated data is exported from Level 0 ina format that can be loaded directly into the Level 1 repository.6
Student Information Repository System Manual Version 10.6Level 0 Historical is an application available at https://l0historical.nyseddata.org/ thatprovides the sole process for updating individual student and Staff Evaluation historical datathat currently resides in the data warehouse. Historical records are defined as any datawarehouse record submitted prior to the current school year. The data areas currentlyavailable for view and/or update are Student (Demographic, Enrollment, Programs Fact, andAssessment Fact) and Staff Evaluation. Once authenticated as a valid user, authorized userscan access SIRS school district information using district name, school year, and either localstudent ID or state TEACH ID as identifiers. Historical information will be displayed for theidentified student and may be updated according to the Level 0 business rules that exist foreach school year. Help screens are available within the application or users can contact theirlocal Level 1 data center for additional assistance.Level 1 is a series of regional repositories hosted by many of the local data centers:South Central RIC, Central New York RIC, Eastern Suffolk RIC (includes Syracuse), LowerHudson RIC, MidHudson RIC, Mohawk/Madison-Oneida (MORIC), Nassau RIC, NortheasternRIC, New York City, Western New York RIC (includes Buffalo, Greater Southern Tier RIC,Monroe RIC, Rochester, and Wayne Finger Lakes RIC), and Yonkers. Level 1 repositoriesinclude, at a minimum, all the data elements defined in “Chapter 4: Data Elements” for Statereporting requirements. Users of the Level 1 repositories may also include additional dataelements to meet local or regional needs, including data collected for local data analysis andreporting or pre-printing scannable assessment answer sheets. The demographic dataelements are also used to match to existing or create new NYSSIS IDs. Data are loaded intoLevel 1 repositories using data templates and load plans provided by eScholar , which definenot only student demographic, enrollment, program, and assessment data that are stored inSIRS, but also course, attendance, staff, and teacher evaluation data as SIRS continues toexpand. All entities that report data to SIRS (school districts, charter schools, State agenciesthat operate educational programs, nonpublic schools that administer State assessments,BOCES, and child-care institutions that operate a school) must participate in a Level 1repository. Any LEA that is not a Level 1 data center must contract with a Level 1 data centerto report data to SIRS. These repositories are used to prepare data for submission to the Level2 repository. Data in the Level 1 Repository are available only to users with a legitimateeducational interest.The Level 2 repository is a single statewide data warehouse, where all required studentdata from Level 1 are combined. Level 2 also uses the eScholar data warehouse system.This level holds records for all students, teachers, and non-teaching professionals. In theLevel 2 Repository, each student record is uniquely identified with a 10-digit NYSSIS number.Currently, Level 2 provides data for many purposes including, but not limited to, developingThe New York State School Report Card; determining the accountability status of public andcharter schools and districts; reporting Institutional Master File (IMF) and Personnel MasterFile (PMF) data (see http://www.p12.nysed.gov/irs/data collection.html); accessing data on theEngageNY Portal; determining teacher and principal accountability; linking student data withthose of teachers and principals; meeting federal reporting requirements; informing policydecisions; and meeting other State needs for individual student data. Personally identifiabledata in the Level 2 repository are available only to users with a legitimate educational interest.SIRS data are available to authorized users in: 1) the Level 2 reporting (L2RPT)environment, a statewide Web-based data reporting service hosted regionally at Level 1 data7
Student Information Repository System Manual Version 10.6centers, which provides LEAs and other personnel with reports using data in the Level 2Repository; 2) the PD (Pupils with Disabilities) System, a NYSED-hosted series of onlinereports on special-education assessments and performance metrics, with timelines and detailsof services provided; and 3) the UIAS (Unique Identifier Audit System) reports, which focus ondata quality by notifying LEAs about potential errors in select reporting rules, based on thecurrent state of NYSSIS IDs in Level 2 enrollment records.SIRS Data FlowNYS Student Information Repository SystemLocal Educational Agency (LEA) withLSchool Management SystemEVEL.0LOCALLEA SMS(SchoolManagementSystem)EDUCATION DATA(solid black lines)EXTRACTOther L1-hostedData Collection &Validation AppsREGION1 ALLEVELLEVEL2STATERegionalInformationCenter orBig Five CitySchool DistrictNew YorkStateEducationDepartmentNYSED L2RPT (Level2 Reports) verificationreports for students,teachers, enrollment,etc.Local Educational Agency(LEA) without SchoolManagement SystemL1 RIC / Big 5Education DataStoresLevel 1ContainerLevel 2STATEWIDEEducation DataREPOSITORYNYSED VerificationReports for SpecialEducationManual inputLevel 0Application:L1-hosted DataCollection &ValidationS
Mar 20, 2015 · Western New York (WNYRIC) (Buffalo and Rochester). It provides LEAs with the ability to . The Level 2 repository is a single statewide data warehouse, where all required student data from Level 1 are combined. Level 2 also uses the eScholar data warehouse system.
