Welcome to the May 2009 CIO Meeting

1
Welcome to the May 2009 CIO Meeting
2
AGENDA

• Introductions
• Assessments
• Elementary and Intermediate
• Regents
• SMS and Level 0
• Special Education
• Level 1 Data Warehouse/NYSED Update
• WNYRIC Contacts

3
Test Scoring

• May 2009

4
Remaining Assessment Due Dates for Elementary
and Intermediate Levels

• Remaining Assessments
• Science 4 and 8 Answer sheets due to WNYRIC by
  May 22 (change from earlier notifications).
• NYSESLAT Answer sheets due to WNYRIC by
  May 29. Districts need to send all secure test
  materials to the publisher (Pearson) by June 10
  (see SAM for NYSESLAT pp. 3, 7, 14, and 15 for
  further details).
• Social Studies 8 Answer sheets due to WNYRIC by
  June 23.

5
ELA and Math Updates

• ELA files are scheduled to be released in early
  May
• Math files are scheduled to be released at end of
  May
• ISRs/Parent Reports are scheduled to be released
  in early June

6
Elementary/Intermediate Assessment Schedule for
2009-10

• REVISED Administration dates and Make-up dates
  released on April 13, 2009.
• http//www.emsc.nysed.gov/osa/schedules/ei-s
  chedule-09-10.pdf
• According to SED for ELA and Math, schools should
  anticipate the same number of scoring days as
  this year (2008-09).

7
Regents Scanning Process

• June 2009

8
Order Answer Sheets

• Please have all order forms for Regents answer
  sheets to the WNYRIC by May 6, 2009
• Have one answer sheet order form per exam
• Be sure to include course and section on the
  answer sheet when ordering
• On-line ordering of answer sheets is not in
  service for the June regents

9
Order Answer Sheets

• Please note
  Test Scoring, Test Scanning, and Data
  Warehouse fax number
• [phone]

10
Other things to consider

• Please be sure your student system is updated for
  a complete file by May 7, 2009
• You may need some answer sheets for your middle
  school students
• Be sure your HS student data is loaded in level 1
  by June regents time

11
More things to consider

• Accuracy in filling out the answer sheets is most
  important for timely exporting to the Data
  Warehouse.
• Districts are asked to send answer sheets to be
  scanned or in district scanned files no later
  than July 2, 2009.

12
Geometry, June 2009

• From the Geometry Memo from David Abrams

13
Geometry

• Please read entire memo at the OSA website
• Go to the High School page
• Then click on Important Notices
• http//emsc32.nysed.gov/osa/hsimportantnotices.htm
  l

14
Geometry

• Do not use a WNYRIC answer sheet for this exam
  for June, 2009
• Do use the answer sheet from Pearson
• These answer sheets will arrive in the schools
  between May 15 29

15
Geometry

• After the exam is given, please make a copy of
  the answer sheet per SED request, use this for
  scoring
• When you receive the Pearson answer sheets back
  at your district

16
WNYRIC scanning of Geometry

• Send the answer sheets to us
• We do plan to scan the Geometry answer sheets
• We have a process to make a Teleform overlay over
  the scantron page,
• This will allow us to send the data to the DW

17
Integrated Algebra

• Some districts will be involved in Field Testing
  for SED
• If you are chosen, please use the Pearson answer
  sheets
• After the test is given, make a copy of the exam
  per SED request, use this for scoring

18
Integrated Algebra

• When you receive these answer sheets back from
  Pearsonsend them along to the WNYRIC
• We will scan and send the data to the DW using
  the same process for scanning Geometry

19
January 28 Snow Day

• OSA has put out a memo regarding the January 28
  snow day

20
Snow day

• This OSA memo refers to
• Regents Comprehensive Examination in English-
  Second Day
• Physical Setting/Earth Science Performance Test-
  Part D

21
Snow Day

• Please read the entire memo from OSA for all the
  details!
• Go to the High School page
• Click on Important Notices

http//emsc32.nysed.gov/osa/hsimportantnotices.htm
l
22
Something new

• Student rosters will be included with the regents
  answer sheets
• Again fax number 821-7432
• Do not use Red pencil or pen
• No Red anywhere on the answer sheets
• Not in teacher scoring or correcting

23
Remind students

• When changing an answer, remind students to cross
  out incorrect bubbles and fill in the correct
  choice

24
Printing Regents Answer Sheets

• We will begin printing on May 26
• We will begin shipping on June 2

25
(No Transcript)
26
Regents
Thank You
27

• Level 0

28
DID YOU KNOW ?

• SINCE WE LAST
• MET.

29
ITS BACK !

• "SAVE THE FILE" You can save your
• data files as .txt or .csv without having to
  lock and upload your data first.
• On Main Menu
• Click on Information Reports
• Then choose the data file you want to
  copy to .txt or .csv file and name it
  accordingly.

30
(No Transcript)
31
After running the Verification Report for Program
Services, categories containing errors are now
flagged in Maroon for easy identification.
32
NEW GRADUATE COUNTS REPORT
33

• What is the difference between
• District Import Errors (Error Report 1)
• AND
• View Verification Errors (Error Report 2)?

34
Import Errors - Error Report 1

• These errors happen when importing data to level
  0 based on the data type you are working with.
• For example
• On the demographic file, import errors would
  be invalid codes for data field types
• Invalid location code
• Invalid grade field
• Inoculation date cannot be prior to date
  
• of birth
• Invalid format of dates

35
View Verif. Errors (Error RPT 2)

• The Verification report is different from the
  Import Error Report in that
• the verification report compares data from the
  various data types against
• each other instead of just looking for invalid
  data.
• For example
• Enrollment record needs a corresponding grade 9
  entry date in the demographics record.
• A state exit code of 782 requires the next entry
  record to have the same location, different
  grade, and later entry date.
• An Alt. Assessment record must have an associated
  grade ordinal of K-6 or 7-12.
• Program code 0231 requires a duration of LEP.

36
LEVEL 1 C CONTAINER ERRORS

• Why cant I see the Level 1 C errors in Level 0?
• There are edit/verification checks in Level 0.
  When all data is cleaned and validated, it gets
  pushed up to Level 1. There are no edits/
  verifications in Level 1. The data files then
  get pushed up to the Level 1 Container where
  there are a complete different set of
  verifications of the data files.
• Also, since some districts do not enter all their
  data in Level 0, for example assessments, edits
  such as whether or not a student has an
  enrollment record can not happen until the data
  is matched up in Level 1C. Also, since Level 0
  does not contain the NYSSIS id, that edit also
  can not take place in Level 0.

37
The New Validate Lock Procedure

• Remember to always validate and lock all of your
  data files for submission to Level 1
• The DW team has asked us to remind districts
  about validating and locking your data, a few
  districts had locked in time for the Math 3
  thru 8 deadline, then went into level 0 made some
  other data changes, revalidated their data but
  forgot to relock their data files.
• You can not validate and lock your files enough !
  

38
Dashboard Reports
39
Lock History
40
(No Transcript)
41
(No Transcript)
42
Special EducationData Reporting

• CIO Meeting
• May 2009

43
Important Special Education Websites

• PD Data System
• http//pd.nysed.gov/
• Data is refreshed in the PD System every
  Wednesday
• SEDCAR Website
• http//www.vesid.nysed.gov/sedcar/
• 2008-09 SIRS Policy Manual
• http//www.emsc.nysed.gov/irts/SIRS/home

44
Enrollments Enrollments Enrollments

• All preschool students with disabilities who
  have received services at any time from July
  2008 to June 2009 must have an enrollment record
• Includes preschool swd who received summer
  services before transitioning to Kindergarten
• All preschool age students referred to CPSE
  must have a 4034 record if not already enrolled
  in a PK program
• student with disability

45
Special EducationData Collection Training
Presented by Inni Barone May 26th, 2009 10 AM -1
PM Erie 1 BOCES 355 Harlem Road, West Seneca,
NY Room B-2a and B-2b Registration www.e1b.org
46
Registration
Here
Then click on this
47
Due Dates

• VR-10 - District Report of School Age Students
  Exiting Special Education
• Reasons for Ending Enrollment, Disability
  Postgraduate Plans for 200809
• New Verification Period
• 06/01/09 7/31/09
• Data included in the VR-10 are to be certified
  no later than by August 5, 2009.

48
VR-11, 12, 13, 14, 15 Due Dates
End of Year Data on Preschool Services, Preschool
Outcomes Special Education Events for the
2008-09 School Year New Verification
Period 06/01/09 11/4/09 Data included in
VR11, VR12, VR13, VR14 and VR15 are to be
certified no later than November 4, 2009.
49
Loading Special Ed Data to Level 0, part 1
Special Ed Program Services data will be loaded
to Level 0 no later than the week of May 18 and
Lock no later than May 26 in order to see
refreshed data June 3 for the VR-10 in the PD
System Nonsupported districts should follow
same timelines
50
Loading Special Ed Datato Level 0, part 2

• Special Ed Events, EOY Snapshot and Preschool
  Outcomes will be loaded to Level 0 no later than
• the week of June 15
• and Lock no later than June 23
• in order to see the refreshed data July 1 for the
  VR-11, 12, 13, 14, 15 in the PD System
• Nonsupported districts should follow same
  timelines

51
Loading Special Ed Datato Level 0, part 3

• Special education data will be loaded in July
• after the SMS teams have loaded
• demographics and enrollments to Level 0
• This will be your last chance to make sure each
• student with special education records also has
• accurate demographic and enrollment records

52
KEYS

• Verification Reports for VR 10-15 open in the
  PD System June 1, 2009
• All students being reported must have accurate
  demographic, enrollment, and program service
  records
• Data Warehouse will not accept changes to
  enrollment and program service records for
  students with disabilities after July 31, 2009,
  that means the data must be corrected and
  locked to LVL 0 by July 28

53
Be proactive the best defense is a good offense

• Go into the Level 0 and the PD System early and
  often to check for accuracy
• Remember that it takes up to two weeks for the
  data to migrate from Level 0 to the PD System
• Set earlier internal deadlines to make sure you
  are able to certify no later than the final
  verification date
• Certify complete and accurate data promptly
• Call WNYRIC for support

54

• Level 1
• and
• NYSED Update

55
2008-2009 Certifications

• Final Deadline July 31, 2009
• Last date to review nySTART July 28,2009
• Last date to review nySTART, make corrections and
  see them in nySTART before certifying July 21,
  2009
• nySTART AVRs Availability June 2, 2009
• Pre-AORS Available July 2, 2009
• Information is posted on SEDs website.

56
Changes to Website for IRT
57
(No Transcript)
58
(No Transcript)
59
(No Transcript)
60
(No Transcript)
61
(No Transcript)
62
(No Transcript)
63
Verification Process Start Now

• What can you do before nyStart reports are
  published and/or refreshed? Use Level 1 Regional
  Reports
• Data locked to level 0 is loaded to level 1 and
  available for viewing in level 1 reports within
  48 hours.

64
Level 1 Reports Use level 1 reports to monitor
data locked in level 0 is loaded to level 1.

• General Verification Reports Found under
• Public Folders District Reports Verification
  Reports - Other
• Student Enrollment Verification Report
• Program Participation by Program Type
• Student Inquiry Report by Local ID - Multiple
  Years
• Last Date Modified - Level 1 Student/Enrollment/Pr
  ograms for 08-09
• Last Date Modified - Level 1 Student/SE Events/SE
  Snapshot for 08-09

65
Level 1 Reports Use level 1 exception reports to
identify data integrity problems.

• i.e.High SchoolData Integrity
• Missing Gr 9 Entry Dates -Cohort Validation
  Report (found in Verification-Other folder
  referenced on previous slide)
• Multiple Gr 9 Entry Dates - Cohort Validation
  Report (found in Verification-Other folder
  referenced on previous slide)
• Graduate Data Integrity Use to check local or
  Regents graduates have a valid diploma type, a
  799 exit code and a post grad plan. Public
  Folders High School Cubes Reports Regents
  Graduation Data Reports    
• Diploma Type Report Identifies student records
  with a diploma type. Check to ensure student
  record has the correct corresponding exit code.
  Public Folders High School Cubes Reports
  Regents Graduation Data Reports    

66
Level 1 Reports Use level 1 to Verify 3-8
Assessment data

• Student Data and Assessment Detail Excel Export
  (select 3-8 assessment) Public Folders
  Elementary and Intermediate Cubes Reports 3-8
  Assessment Reports    
• Student Data and Assessment Detail Report
  (select 3-8 assessment)
• Individual Student Assessment Report by Local ID
  Number   Public Folders District Reports
  Verification Reports - Student / Assessment Lists
  Counts  
• Student Assessment List by Location Public
  Folders District Reports Verification Reports
  - Student / Assessment Lists Counts

67
Level 1 Reports Use level 1 to Verify Regents
Assessment data

• Regents Discrepancy
• ReportPublic Folders High School Cubes
  Reports Regents Graduation Data Reports    
• Student List by Location-Regents Scores Public
  Folders High School Cubes Reports Regents
  Graduation Data Reports    

68
Regents Discrepancy Report

• Shows discrepancies between reported score and
  scanned score.
• Plan is to publish the Regents Discrepancy Report
  the week of July 13, 2009.
• Dependency on districts to input scores and
  ultimately lock scores in level 0 and timely
  submission of answer sheets for scanning.
• Districts are asked to send answer sheets to be
  scanned or in district scanned files no later
  than July 2, 2009.

69
And speaking of Regents cubes

• Plan is to have first round of Regents cubes
  available in mid-July starting with Global
  Studies, Living Environment, Earth Science and
  Algebra.
• Dependencies on data and Regents Item maps
  created by instructional experts.

70
Attention Instructional Experts

• Are you certified in a particular Regents
  curriculum?
• Do you like new experiences?
• Do you want to see your favorite Regents cube in
  a timely fashion?
• We are looking for a few good men or women to..

71
Adopt a Regents Cube and provide it with an
item map for June 2009.
Our target is to receive item maps by July 1,
2009 to allow time for formatting and loading to
LVL 1. If you can help, sign up for an item
mapping session near you. For more information,
contact Fran Ogletree at 821-7615 or e-mail
fogletree_at_e1b.org or check Online Event
Registration on the Erie1 BOCES website.
72
Verification/Certification Process

• Compare nySTART counts and data to source system.
  
• Use level 1 reports for comparison as applicable
  if source system reporting is not available.
• Level 1 Regional Reports can help with data
  analysis and investigation of discrepancies.
• Once discrepancies are identified, make necessary
  corrections in level 0 and source system.
• Certify data based upon nySTART reports refreshed
  on Tuesday, July 28, 2009.
• Certifications must be sent no later than
  07/31/2009.
• Any final corrections to 2008-2009 data must be
  locked to level 0 by end of day on Tuesday, July
  28, 2009.
• LVL 1 DW team will ensure LVL 1 data including
  corrections are loaded to L1C by end of day on
  Friday, July 31, 2009.
• nySTART reports will be refreshed on Tuesday,
  August 4, 2009 with any corrections from the
  review of the July 28, 2009 reports.
• You are strongly encouraged to save a copy of the
  Aug 4, 2009 nySTART reports for your records.

73
Changes to Historical Data

• May 2009 SED LVL2 is again loading historical
  data ie for outstanding special ed certifications
  and districts identified as having 2004 Cohort
  graduate data problems.
• During the month of May We will load 2007-2008
  data as locked to level 0 and will load to L1C
  for loading to level 2.
• June 2009we will begin accepting data changes
  related to nySTART certification e.g. Total
  Cohort for years prior to 2007-2008 using a
  manual process as done last year. Notifications
  will be sent as we get closer to June.
• District must notify us if deleting
  enrollment,program fact, special ed snapshot or
  events data. We need to submit purge/reload
  request for these transactions.

74
Tools to Use as Aids for Verification/Certificatio
n

• Level 1 Reports
• AND
• L2 nySTART Supplemental Reports (new)

75
L2 Supplemental Reports

• New Initiative
• Reports developed to supplement nySTART AVRs
• Certification is still based on nySTART reports.
• Data is from LVL2
• Access is through regional RIC via LVL 1 Cognos
  Portal.
• WNYRIC plans to participate
• Challenges
• Longer term plan TBD

76
L2 Supplemental Reports

• 3-4 Reports Planned to be developed and made
  available to RICs for deployment by June 1, 2009.
• Implementation Plan still in process.
• Currently in test Tested/Not Tested Confirmation
  report.
• In Development Accountability Reports

77

nySTART AVR Reports (Tues)
Supplemental L2RPT reports (Tues) Via LVL 1
Cognos Portal
PD Reports (Wed)
SIRS Level 2 Production/Summary Tables SED SIRS
Level 2 Staging Tables
Data Reporting Components
SED Level L1C
Data Collection Flow
LVL 1 Regional Reports And Cubes via Cognos
Portal wnyric.dataview.org
WNYRIC Regional Level 1 DW (Data Visible w/in 48
hours of lock in level 0)
Level 0
Data Extracts
Clear Track/IEP Direct and other Program Service
Data
SMS Data
78
Sample L2 Supplemental Report
79
Your District
80
Your school
81
(No Transcript)
82
Upcoming DW Workshops

• Verification Reports
• May 12, 2009
• May 22, 2009

83
Other SED Initiatives UIAS

• Unique Identifier Audit System (UIAS)
• Two initial reports are being piloted
• False Drop-Out
• Disappearing Student
• Distribution through RICsat least initially.
• Districts will be asked to review and make
  corrections as necessary.

84
False Drop-Out

• The False Drop-Out Report Identifies students
  who have an enrollment record that classifies
  them as dropped out but who also have a
  subsequent enrollment record that shows them
  enrolled in the same school year in the original
  district or elsewhere in the State.

85
False Drop-Out
86
Disappearing Student

• Enrolled in district or Charter School at the end
  of last year.
• Does not show up as being enrolled in district or
  Charter School this year nor in any other.

87
Disappearing Students
88
New Yorks Differentiated Accountability Pilot

• Same Goal All students will demonstrate
  proficiency in reading and mathematics by
  2013-14.
• Methods/Interventions used to close the
  achievement gaps are being redefined.
• Board of Regents will adopt regulations required
  for implementation of plan by July 2009.
• Districts are encouraged to check NYSED website.
• http//www.emsc.nysed.gov/nyc/DifferentiatedAccoun
  tability/DifferenAccthp.shtml

89
WNYRIC Contacts
Joann Lukasiewicz Student
Management Systems 716-821-7126 Linda Nobile
SIS/eSchool Data
716-821-7431 Susan Brady SIS/eSchool Data
716-821-7319 Robert Gottschall
Power/ Mac/ Winschool/ SASI 716-821-7180 Caro
l Weichmann Charter Schools 716-821-7172 Beth
Muscoreil Cleartrack/IEP Direct 716-821-7459 Ge
orgette Kenney Non-Publics/ Semi-Supported
716-821-7268 Barb Burgstahler Test
Scoring 716-821-7088 Karen Witoff Regents
Scanning 716-821-7173 Maggie Maloney Data
Warehouse 716-821-7466 Bonnie Fosbury Data
Warehouse/nySTART 716-821-7189 Fran
Ogletree Data Warehouse/DataMentor
716-821-7615