DATA WAREHOUSE

1
DATA WAREHOUSE

• END OF YEAR
• 2008-2009

2
Agenda

• Differential Accountability
• January Regents Snow Day
• CTE Review
• Special Ed Review
• End of Year
• Level 1 Reports
• Data Audit Service
• The Future

3
Differentiated Accountability

• Differentiated accountability is the next
  iteration of New Yorks successful school support
  model.
• It allows for more precise targeting of supports
  and interventions than is offered by the current
  accountability system.
• The model is based on research that brings to
  the forefront the best practices in the school
  improvement efforts of New York State and the
  rest of the country.

4
Key Features of Proposal

• Reduce the current number of school
  accountability categories from 19 to 8
• by integrating federal and State accountability
  systems, eliminating dual Title I and non-Title I
  streams of improvement and collapsing
  identifications for improvement into three
  distinct Phases, each of which provides schools
  with diagnostic tools, planning strategies, and
  supports and interventions specific to that phase
  in the improvement process and the schools
  category of need.
• Allow for differentiation in the improvement
  process
• permitting schools and districts to prepare and
  implement school improvement plans that best
  match a schools designation.
• Better align the SURR and NCLB processes
• and ensure that schools with systemic and
  persistent failure fundamentally restructure or
  close.

5
Key Features of Proposal

• Strengthen the capacity of districts to assist
  schools
• to improve as well as help districts better
  integrate local improvement initiatives with NCLB
  requirements.
• Empower parents
• by increasing combined participation in Public
  School Choice (PSC) and Supplemental Educational
  Services (SES) by offering SES in the first year
  of a schools identification for improvement and
  school choice only after an identified school has
  failed to make AYP 2 years. Basically, SES and
  school choice have been switched around
• Maximize SEDs limited resources
• and utilize all parts of USNY

6
How it Works

• Accountability designations based on both the
  number and type of student groups failing to make
  AYP and the length of time such failure has
  persisted.
• Three distinct, two-year, phases of intervention
  Improvement, Corrective Action and Restructuring.
• Three distinct categories within phases Basic,
  Focused and Comprehensive.

7
Criteria for Placement in Categories

• Basic (Improvement Phase Only) Identified for
  the performance of a single student group on a
  single accountability measure.
• Focused Not identified for the performance of an
  all student group.
• Comprehensive Identified for the performance of
  an all student group or the failure of all
  groups except the all student group.

8
Systems in Comparison
Note Numbers in parenthesis refer to the number
of schools within a particular classification.
9
Differentiated Accountability Model
Phase
FAILED AYP 2 YEARS
FAILED AYP 2 YEARS
Category
Diagnostic
Plan/Intervention
Oversight Support
10
(No Transcript)
11
Transition Rules for 2009-2010

• Schools that have made AYP or are entering the
  second year of a phase continue to implement
  their previous plans, with modifications if
  necessary.
• Newly identified improvement schools and schools
  new to corrective action and restructuring follow
  new process.

12
Timeline

• Preliminary Draft Plan submitted to USED on
  September 17.
• Discussions with key groups during September and
  October.
• Revised Plan submitted to USED in December
  meeting.
• Plan approved by USED in January 2009.
• SED solicits comments from LEAs in February 2009
• SED to inform field in Winter and Spring 2009.
• Regents to consider regulation changes in Spring,
  Summer 2009
• With Regents approval, implementation begins in
  2009-2010 using 2008-2009 test results.

13
More information

• Our website SED presentation
• http//dw.neric.org/Files/NYSDifferentiatedAcc2209
  .pdf
• Portions of this part of the presentation from
  Update on Implementation of New Yorks
  Differentiated Accountability Model, Johanna
  Duncan-Poitier, March 10, 2009

14
January ELA Regents - Snow Day

• Students who took Part 1 of the January ELA
  Regents but missed Part 2 due to a snow day.
• SED has issued a new code for the test - 16040
• Use June Date of 2009-06-16 as test date

15
CTE - Things to Remember

• Difference between CTE and Tech Prep
• CTE Offers a minimum of three sequenced courses,
  or a minimum of three sequenced units of study
  that
• Incorporate the Career development and
  Occupational studies Learning standards
• include one unit of study in the State developed
  career and financial management course
• provide individuals with coherent and rigorous
  content and relevant technical knowledge and
  skills
• provide technical skill proficiency, and industry
  recognized credential, a certificate or an
  associate degree and
• Include competency-based applied learning that
  contributes to the academic knowledge,
  higher-order reasoning and problem solving
  skills, work attitudes, general employability
  skills, technical skills, and occupation specific
  skills and knowledge of all aspects of an
  industry, including entrepreneurship, of an
  individual.

16
CTE - Things to Remember

• Difference between CTE and Tech Prep
• Tech/Prep Students sign a declaration form
  evidencing their intent to follow the TP
  instructional approach of career pathways in a
  program of study that
• Includes at least two years of secondary
  education and postsecondary instruction
• Leads to completion of a two-year associate
  degree program, a two year certificate program,
  or a two year apprenticeship that follows
  secondary Tech Prep instruction and
• Students attend two or more CTE courses or units
  of study or a sequence of a minimum of three
  courses or units of study in a CTE program

17
What to report

• Program Service Code
• Populated based on list of CTE codes provided to
  NERIC
• Program Service Entry Date (Required)
• Date they start or change program
• Program Service Exit Date
• Date they end or change program
• Exit Reason Code 1
• Either 646 for completing program or 663 for Left
  without completing the program.

18
What to report

• Service Provider BEDS code (Required)
• School Level Service
• Participation Info Code (Required)
• Which program they are taking CTE or Tech Prep
• Program Intensity (Required)
• The level of progression through the program
• Concentrator
• Participant
• Enrollee

19
Program Intensity - CTE
20
Program Intensity Tech/Prep
21
Remember!

• All Students who were in a CTE or TP program
  during the academic year must be reported if they
  were in the program for at least 6 weeks.
• If a student transfers from one program to
  another or enrolls in more that one program
  during the school year, a SEPARATE RECORD for
  each program MUST be created.
• If you have any Concentrators who fall under the
  Single Parent/ Pregnant Status you must give
  them the 8261 program service code.
• See also our CTE Cheat Sheet from the DW website

22
UIAS Reports

• Two different reports
• False Drop-outs
• Students who show up back in your district or in
  another district.
• Disappearing Students
• Students who left school and did not show up in
  another district.
• Mostly in 2008-06-30 school year, some in 08-09

23
The End of the Year Approacheth

• Get your ducks in a row
• Get help if necessary Contact us if Necessary!
• Lots to do starting this year

24
Data Elements

• June Regents RCTs (really ALL assessments)
• 4th 8th Sci, 8th SS, Reading First if you need
  to
• CTE
• Graduating records
• Closing Enrollments
• Moving buildings
• Students leaving district
• Declassification of Special Education Students
• DONT FORGET ANY BACKMAPPING DATA!!!

25
Assessments

• Dont forget!
• Use the STATE APPROVED DATE not the day they
  took the assessment.
• These can be found in our Excel Assessment
  Template on our website.
• Look for the tab on the bottom that says TEST
  DATES

26
CTE

• We are working with the BOCES now to have them
  prepare the CTE data for you.
• It will not be in a format that you can just load
  in to Level 0.
• You will have to format it.
• If you have your own CTE program you will have
  to load your own data

27
Graduation

• Graduating students MUST have ALL THREE of the
  following
• In Enrollment
• The appropriate GRADUATING ENROLLMENT RECORD
• 799 Graduated (earned a Regents or Local
  Diploma)
• 085 Earned an IEP diploma (or a 629 for
  Previously earned an IEP diploma)
• 816 earned a High School Equivalency Diploma
  (GED)
• In Demographics
• The appropriate DIPLOMA TYPE and POST GRADUATE
  PLAN
• See End of Year Close Out cheat sheet for
  specific codes
• Without all three pieces, students may not show
  up as part of your graduation calculation

28
Graduation

• Dont rely on the Student Management System to
  enter the Graduation enrollment records! (799)
• We have had too many districts not have their
  records in and thus have had no graduates.
• Review our End of Year Close Out Cheat Sheet
• Make sure you check your seniors!

29
Closing Enrollments

• Students Moving Buildings
• Any student that will be changing buildings for
  next year
• End Enrollment record with 153 (Transferred to
  another school in this district or to an
  out-of-district placement)
• EX 8th graders moving to HS, 5th graders moving
  to middle school, etc
• Dont forget your feeder schools ( K-1 or 2 that
  move to a 3-5)
• Students Leaving the District
• If you know of any that are definitely not
  returning, exit them with the appropriate exit
  code
• This includes districts that end in 6th or 8th
  grade whose students leave for other districts.

30
Special Ed Declassification

• Make sure you have captured all of the students
  that have been declassified during the school
  year.
• PS - 12
• Spring is a common time for students to be
  declassified for the next school year. Make sure
  you get this data updated frequently until the
  end of the school year.
• Sometimes, the declassification record wont be
  active until yyyy-06-30.

31
Backmapping

• Only those districts who have K, K-1, K-2 schools
  within their district that feed into a 3-? school
  need to make sure that the BEDS code of the
  feeder school is in the proper field in
  Demographics.

32
NYSESLAT

• Test results will be available in the middle of
  June this year.
• You MUST get in contact with the ESL/ELL
  department or teacher to find out who (if
  anyone) passed out of the program.
• If so, you will need to end the LEP eligibility
  record with the date of 2009-06-30. (on the 30th)
• Exit Reason code of 849 Student Achieved English
  Proficiency

33
Special Education Data

• Remember the Indicators?
• 7, 11, 12 are the only ones that require using
  the Data warehouse.
• 7 COSF assessments (Assessment template)
• 11 Preschool and school aged Events for the
  Referral process (Events Template)
• 12 EI students being referred to preschool
  (Events template)
• To view which indicator(s) youre responsible
  for http//www.vesid.nysed.gov/sedcar/sppschedule
  .html
• The others you dont have to worry about, your
  CSE will take care of.

34
Special Education Data

• Certain things everyone has to do
• End of Year Snapshot (VR13)
• Closing Enrollment (VR10)
• Events template for non-public students who when
  through the referral process (VR14)
• These students also go into the events template
  if you have indicator 11.
• This data will come from your Special Ed
  departments.

35
End of Year Snapshot Elements

• Location Code - will most likely be 0000
• Student ID
• Snapshot date - will be the FIRST DAY OF THE
  SCHOOL YEAR yyyy-07-01
• Primary Service code (Pre School Only) Records
  the duration of the service the student received
• Primary Service Provider (Preschool Only)
  Records the BEDS code of who is providing the
  services to the student.

36
Types of Snapshot Errors

• Missing Data
• Missing enrollment records
• VERY common in the EOY Snapshot
• Dont forget PS students who received services in
  the summer of 2008 who became K in the Fall. They
  still need enrollment records. (See Preschool
  cheat sheet for directions on how to add the
  appropriate enrollment codes)
• Incorrect Program Service Providers
• Students who change providers in the middle of
  the year and you dont have the location code set
  up
• Information Reports
• Missing snapshot records.
• Remember not everyone will have a snapshot in
  this report.

37
Remember!

• Make sure you have all of your Demo, Enroll and
  Disability records in for ALL students before you
  put in your snapshot
• Will cause less errors and
• VR13 is the report for the End of Year
  Snapshot. While the certification is due in
  November demo, enroll, and prog serv. FREEZE on
  July 31.

38
NOW
39
End of Year Reports and Deadlines

• The Federal Government has always had a deadline
  of 2 weeks before the beginning of the next
  school year for submission of data from the
  previous school year.
• Obviously, we (NYS) have never made that.

This year, we will.
40
End of Year Reports

• Available June 2nd
• 3-8 Accountability Verification Reports (AVRs)
• High school Accountability Verification Reports
  (AVRs)
• Total Cohort Reports
• Annual Assessment Reports
• Other Outcome Reports
• These reports will be dependant on how soon you
  get your EOY data into the warehouse.
• Earlier submissions will result in more data to
  verify earlier.

41
End of Year Reports

• Available June 3rd
• Special Education VR10 Report - Ending
  enrollments and Declassifications
• Age 3-13 Declassification records
• Age 14 21 Declassification and Ending
  Enrollment records
• Certification Due by July 31st
• Special Education VR11-15 Reports
• Certification Due by Nov 4th

42
End of Year Reports

• July 1st
• Pre Accountability Overview Reports (Pre-AORs)
• Xs and ?s
• Data not frozen like last year
• Could possibly look different due to the
  differentiated accountability

43
NERIC DEADLINE
JULY 8th
All changes must be in Level 1 by 900pm on
Wednesday July 8th The only exception is for
NYSESLAT data
44
STATE CERTIFICATION DEADLINE
JULY 31st
NO DATA WILL BE ACCEPTED AFTER THIS DATE. THERE
WILL BE A SIGN OFF SHEET FOR YOUR
SUPERINTENDENT. ADJUST YOUR VACATION SCHEDULES
ACCORDINGLY
45
What this means

• Special Ed implications End of Year Snapshot
  (and all other sp.ed. Reports)!
• ALL demographic, enrollment and program service
  records need to be included
• ESPECIALLY summer of 2008 PRE-SCHOOL students who
  became K in the fall.
• The EOY Snapshot data is not due until September,
  however, you WILL NOT be able to correct any
  Demo, Enroll, OR Prog. Service records after July
  31st!
• This is true for the Events Template and the COSF
  assessments as well.
• MAKE SURE YOU HAVE THIS DATA IN!!!

46
The Bright Side

• August should be slow.
• September November you will have
• VR 11-15 reports
• New school year submissions.

47
Fair Warning!

• As usual

ALL DATES ARE TENTATIVE!
48
Suggestions

• To make the process easier
• Follow the Checklist!
• Arrange for extra staff Get Help!
• Notify those who are involved in the process of
  the shortened deadlines.
• Stay organized!

• Start Early!

49
Level 1 Reports

• Reports based off of Level 1 data
• Refreshed on a nightly basis
• Data not passed through L1C filter
• Will begin training CIO and other administrators
  soon - so stay tuned.
• Examples.

50
Is Your District

• In Chaos when it comes to your data?

• Getting by by the skin of your teeth?

• Confused as to who does what?

• Doing ok but would like to learn how to do better?

• Needing some direction?

51
We Can Help!
52
Data Audit Service

• New service in the works
• Team comes to district and surveys your data
  process through interviews, data, and observation
• Reports back with comments on strengths and areas
  needing improvement and suggestions on how to
  improve the process
• Writes up a report with all recommendations.
• Contact Jeff Baker for more information.
• jbaker2_at_gw.neric.org
• 518-862-5410

53
The Future

• 2009 2010
• New
• Census code still optional
• Home schooled changes
• Monthly CIO Meetings
• Beyond
• New Race-Ethnicity fields in 2010-2011
• VADIR full implementation in 2013-2014

54
Home School Changes

• Must Report if they are taking an assessment
• No longer Walk-ins for assessments
• If a Resident Home-schooled student comes in for
  a test
• Enroll with a 0011 and a location of Home
  Schooled (BEDS code ending in 0888)
• Exit with 255 (Transferred to Home-schooling by
  parent or guardian)
• You can Enroll them
• At the beginning of the year and leave them
  enrolled
• At the beginning of the Testing periods and leave
  them enrolled
• At each test and exit them after each test.

55
Home Schooled Changes

• Special education Home-schooled students
• Must be enrolled with a 5905 record with a
  location of Home-Schooled if they are
• Receiving services
• Going through the referral process
• Will be enrolled already if they take assessment
• Either way, they will not count toward
  Accountability.

56
Monthly CIO meetings

• More frequent meetings in 09-10
• Cover the latest and greatest information plus
  topic of interest (i.e., accountability, nySTART
  guided analysis, How to encourage a data
  culture)
• Mode will be in person as well as through Breeze
  the program used for the lunch bag classes.
• Suggestions for topics are welcome!

57
whew