New York State Student Information Repository System - SIRS - Guidelines for Extracts for use in 2007-08

Revision History3.0 December 19 Initial Release 3.1 March 20 o Section 1; minor rewrites for clarity and under “Who must be reported?”, clarified issue about home-schooled students stat

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New York State Student Information Repository System

SIRS

-Guidelines for Extracts

for use in 2007-08

April 30, 2008 Version 3.2

The University of the State of New York THE STATE EDUCATION DEPARTMENT

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Albany, New York 12234

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Guidelines for Extracts 2007-08 version 3.2

New York State Education Department Contact Information

Information and Reporting Services (IRS) Clara Browne

System of Accountability for Student Success Ira Schwartz (718) 722-2796

Sandra Norfleet

(518) 473-0295 (718) 722-2636

Statewide Data Warehouse e-mail address:

Use this address for questions and comments about this document

StudentData@mail.nysed.gov

Important Web Addresses:

New York State Education Department

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Revision History

3.0 December 19 Initial Release

3.1 March 20 o Section 1; minor rewrites for clarity and under “Who must be reported?”,

clarified issue about home-schooled students status

o page 7 and former pages 48 & 49; deleted Extract Specifications – Template and Sample Data for Post_School_Survey (Special Education)

o page 7; changed the first note about field and data element names

o page 12; Under “Instructions or Rules” for field #39, changed range to 1-25 and aligned text with Data Dictionary

o page 20; Added, in field #13, ending reasons/codes for changes in disability status

o page 20; Added, in field #19, CTE/Tech Prep Program Intensity explanation

o page 36; Under “Instructions or Rules” for field #46, changed note about sole provider and referenced Data Dictionary

o pages 36 & 38; snapshot date changed from 12/1/07 to 12/3/07 and 6/30/08 to 7/1/07

o page 39; Under “Instructions or Rules” for field #1, dropped reference to

“8nnnnnnn” and added note about not reporting here

o page 39; Under “Recommended Code” for field #1, dropped reference to

“schools/agencies other than public districts/charters required to report…”

o page 39; Under “Instructions or Rules” for field #5, replaced the word “five’ with “four” and dropped the chain referring to High School student applies to VESID or CBVH…”

o page 40; Under “Instructions or Rules” for field #12, in the first referral event type record; dropped “evaluation results are discussed” and replaced it with

“eligibility determination is made”

o page 40; Under “Recommended Code” for field #12, dropped the word “Blank” and replaced it with “U”, also added “or meeting is not held”

o page 40; Under “Instructions or Rules” for field #12, in the second referred event type record, replaced “CSPE03” with “CPSE03”

o page 41; Under “Instructions or Rules” for field #20, reduced the list of “reason for delay” from 5 to 3 Dropped reason “If child transitioning from EI to preschool is found eligible for preschool education…” and reason “For students parentally placed in a nonpublic school, if >60 calendar days….”

o page 41; Under “Instructions or Rules” for field #31, changed “being submitted for student or if event type code is VRS01 Submit with initial referral event type code record” to “is submitted for student Submit with every record of each chain after the initial referral event type code record”

o page 43; Under “Instructions or Rules” for field #33, reduced the number of ways to calculate the Number of Days from 4 to 3 by deleting “Calendar days between receipt of parent consent to evaluate school age student placed parentally in a nonpublic school….”.

o page 44; Reworked the entire “Section 2: Extract Specifications – SE Events Template Sample Data” to include more examples and for clarity

3.2 April 30 o page 1; updated “Levels of SIRS” to include special education references

o page 4; in the 2nd paragraph - clarified reporting rules when the CSE responsibility is not housed at the same district that has NCLB accountability

o page 4; in the 3rd paragraph – noted those enrollment types that require program participation data

o page 5; 1st bullet under Special Education Enrollment Data Template – changed

“and the coordinating service provider…” to “or the coordinating service provider…”

o page 5; 3rd and 4th bullets under Special Education Enrollment Data Template – added “child care institution with affiliated schools, State agencies and State-

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operated schools”

o page 5; rewrote 3rd bullet under Special Education End-of-Year Data Template

o page 6; dropped the last bullet under Special Education End-of-Year Data Template that dealt with date of application for voc-rehab services

o page 6; changed the 2nd bullet for pre-school children in Who must be reported? from “who have been determined to be eligible for services for preschool children with disabilities” to “who are receiving special education services for preschool children with disabilities”

o page 10; on the Student_Lite Template, fields 18 & 24, noted these apply to high school completers as well

o page 36; on the Special_Ed_Snap Template, field 46, noted that this field is required for both the December and the EOY snapshot dates

o page 44: on the SE_Events Template, field 33, under Instructions or Rules , in the first tilde – changed the last “OR” from “if IEP is not implemented, the number of calendar days between child’s third birthday and August 31” to “if IEP is not implemented, the number of calendar days August 31 is past the child’s third birthday”

o page 45: on the SE_Events Template Sample Data for SPP Indicator 11,

- Under Student in Rows 1-3; changed “ and evaluation was completed on December 5, 2007;” to “ and CSE met to discuss evaluation results on December 5, 2007; ”

- Under Student in Rows 4-6; added “ and child was found eligible for special education.” at the end of the last sentence

- Under Student in Rows 7-9; changed “ and student’s evaluation was completed on November 20, 2007;” to “ and CSE met to discuss evaluation results on November 20, 2007; ”

- Under Student in Rows 10-12 & 13-16; changed row references to reflect above changes

- Updated the chart to reflect above changes

o page 46: on the SE_Events Template Sample Data for SPP Indicator 12,

- Under Student in Rows 1-4; changed the details of the example used and

reflected those changes in the chart

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Table of Contents

Section 1: General Information 1

Purpose and Audience 1

Levels of the SIRS (NYS Data Warehouse) 1

“Templates” versus “Extract Specifications” 2

Sets of Elements Collected for 2007-2008 3

Miscellaneous Notes for 2007-08 6

Section 2: Extract Specifications 7

Student_Lite (Student Demographics) Template 8

Student_Lite (Student Demographics) Template Sample Data 15

School_Enroll (Enrollment) Template 16

School_Enroll (Enrollment) Template Sample Data 18

Programs_Fact Template 19

Programs_Fact Template Sample Data 22

Assessment_Fact Template 23

Assessment_Fact Template Sample Data 29

Assessment_Resp (Response) Template 30

Assessment_Resp (Response) Template Sample Data 32

Special_Ed_Snap (Special Education Snapshot) Template 33

Special_Ed_Snap (Special Education Snapshot) Template Sample Data 38

SE_Events (Special Education Events) Template 39

SE_Events (Special Education Events) Template Sample Data 45

Section 3: Glossary of Terms 47

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Section 1: General Information

Purpose and Audience

The purpose of the New York State Student Information Repository System (SIRS) is to provide a single source of standardized individual student records for analysis at the local, regional, and State levels to improve student performance and to meet State and federal reporting and accountability requirements.

The purpose of this document is to provide definitions of the data sets to be submitted to SIRS and of the individual data elements in those sets, to provide the business rules and basic edits that apply to those elements, and to outline the formats and layouts required for submissions The audience for this document is vendors of information systems, individual local educational agencies (LEAs) and those responsible for creating and/or extracting student data.

Levels of the SIRS (NYS Data Warehouse)

There are multiple data collection points within SIRS The first point is the local student management system (SMS) used by an LEA Typically, the student demographic, school enrollment and program data are collected in these local systems LEAs may also use other systems to collect special education data and other program related data These ancillary systems may be the primary source for data, such as student disability and free and reduced lunch Test scoring units within RICs or the Big 5 School Districts also provide data related to assessments LEAs may begin their entry into SIRS at "Level 0"

Level 0 is a web-based application hosted by the RICs For LEAs, required schools and agencies who

must submit data through SIRS, this application provides them the ability to enter and verify these data trough edit checks Data can be exported into Level 0 or manually For LEAs that do not have a student management system, Level 0 is the means by which they may enter their data It may also be used to collect additional data that may not be available in a student management system Verified data is exported from Level 0 in a format that can be loaded directly into the Level 1 repository

SIRS repository levels 0, 1, 2 and 3, all use the eScholar® data warehouse system and data model, which hold demographic, enrollment, programmatic, assessment, special education snapshot and special

education events data The primary data source for these repositories is a local LEA’s SMS (including special education student management systems)

Level 1 repositories are implemented and operated by a RIC or a Big 5 School District Each Level 1

repository includes, at a minimum, all the data elements defined in the data dictionary In addition to meeting State reporting requirements, users of the Level 1 repositories may make use of additional data elements in the eScholar® templates to meet local or regional needs These data may be used for local data analysis and reporting or for pre-printing answer sheets In addition, the demographic data elements are used in the New York State Student Identifier System (NYSSIS - defined below) to create unique student IDs, which are stored and maintained at this level Data are loaded into Level 1 repositories using data templates and load procedures provided within the eScholar® application All school districts, charter schools, State-operated schools and State agencies that operate educational programs and child care institutions that operate a school must participate in a Level 1 Repository These repositories are used to prepare data for submission to the Level 2 (Statewide) Repository Data in the Level 1 Repository are available only to users with a legitimate educational interest.

The Level 2 Repository is a single statewide data warehouse, where all K-12 (including select Pre-K,

Universal Pre-K and preschool) student data from Level 1 are aggregated Level 2 holds records for all students and provides the basis for NYS and federal No Child Left Behind (NCLB) accountability decisions, and provides a resource for educators and policy makers to employ data-driven decisions to improve curriculum and instruction Level 2 records include student names and unique identifiers assigned by the NYSSIS Data in the Level 2 Repository are available only to users with a legitimate educational interest.

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The Level 3 Repository is the NYSED data warehouse This is a single warehouse used by NYSED to

meet State and federal reporting requirements This level replicates the student records on the Level 2 repository but with student names and unique identifiers encrypted to protect the privacy of students Standard aggregations

of data from the Level 3 Repository are placed in the Annual Reporting Database to provide the general public with access to school performance data.

NYSSIS is a key element of SIRS NYSED developed this system to assign a stable, unique student

identifier to every preschool and pre-kindergarten through grade 12 public school student in New York State Unique identifiers enhance student data reporting, improve data quality and ensure that students can be tracked longitudinally as they transfer between LEAs In the Level 2 Repository, each student record is uniquely identified with a 10-digit number assigned when the student first enters a State public school (including Charter schools), State-operated school, public agency, child care institution that operates a school or participating nonpublic school The Level 3 Repository contains an encrypted version of this identifier on each student record.

Data in the SIRS are accessed through nySTART, a web-based statewide reporting service nySTART provides LEAs and other personnel with a baseline group of reports and analyses about students as well as a series of reports that are used to verify and certify the completeness and accuracy of data in the Level 2

Repository Note that the “PD” data system, independently of nySTART, also provides a group of reports that are used to verify and certify the completeness and accuracy of special education data

“Templates” versus “Extract Specifications”

In brief, a “template” is a generic organizing structure - a conceptual grouping of technical specifications built around the unifying theme of a real-world construct (for example: the collective activities of an organizational procedure or cognitive process; the collective attributes of objects or entities.) Templates are designed to be flexible - to accommodate numerous possible ways of loading a set or subset of related data elements into a database or warehouse (in this case, to populate SIRS.)

An “extract specification” is a detailed set of guidelines that helps extract developers understand how to build their data collection software in such a way that - when data are extracted (to be loaded into another

database or warehouse) - their extracts meet both the load specifications of the templates as well as the current business rules/edits of the contracting organization (in this case, NYSED.)

What is a template?

For the purposes of this document, a “template” is a group of specifications (including formats) needed to

load a set of related data elements - e.g., the set/subset of demographic data elements - into SIRS Some key

characteristics of templates are:

 They are produced by the same third-party vendor that produces and maintains the databases used by SIRS They were “generically” designed (for broad purposes across numerous possible applications), intended primarily to collect related sets of data elements (for example, demographics.) For the most part, they were not designed explicitly for or by NYS nor were they intended expressly for the SIRS data warehouse effort.

 The full scope of elements that can be collected under a given template - e.g., all the testing-related

elements that the Assessment_Fact template allows - represents what the vendor believes to be all the possible data collection needs of its customers (not those of the SIRS alone.) Since the data collection requirements of NYS may comprise only a subset of data elements within a given template, some data

elements may not be used In some cases, a data element intended for one use by the templates’

vendor, may even be “appropriated” for a different use by the contracting entity (i.e., NYS; or the Level

1 Centers may have a local/regional use for an ‘unused” element not required by the State.)

 The templates’ format specifications are defined by the vendor to facilitate loading a set/subset of data elements - e.g., elements in the Programs_Fact template - into an instance of the vendor’s database for data transformation and/or storage These specifications/rules define the allowable size and type of each data element, the sequence of elements, which are mandatory, and so forth.

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What is an extract specification?

For the purposes of this document, an “extract specification” equates to a series of transferal and/or

transformative procedures - directions on how to extract a given set (or, just as likely, subset) of data elements

For example, of the superset of data elements collected within the enrollment data set in an LEA’s student management system (SMS), most (but not necessarily all) elements may be required for reporting to SIRS

Specifications dictate how the extracted results must meet the format required to load the data into the SIRS

-i.e., will satisfy the template’s rules - and at the same time meet the business rules and edit checks explicitly required by NYS.

Some key characteristics of extract specifications:

 The specific elements in a given data set to be collected in SIRS may change from year to year Elements required last year may not be required this year; new elements may be required this year that were not collected last year, and so on.

 Business rules and edit checks for any given data element—for example, the “Diploma Type Code” element in the set of demographic elements - may change from year to year as Federal reporting requirements and/or SIRS data-collection requirements evolve This necessitates that extract

developers reassess and augment extracts from year to year.

 It may be that not every data element within a given template is required for extraction For example,

not all assessment-related elements collected in templates at the local level are necessarily collected in SIRS In cases where template elements are not used at the level to which the extract is being loaded, the directions in the extract specification may dictate that the extract should output a null or a blank (or other determined value) for these particular elements

Sets of Elements Collected for 2007-2008

Demographics (“Student_Lite” template)

Demographic data elements describe the individual student and they are also used in the NYSSIS system For any given student within a given school district there will be one row stored in a SIRS per school year That row can be updated throughout the school year to reflect any changes in the attributes of the student For example, the Student_Lite record for a student who graduates will be updated to show the type of diploma received.

The Demographics Extract Specification provides directions for producing an extract in the Student_Lite

Template format It holds the demographic student data, including those elements used in the NYSSIS system Use this template to provide one set of data for each student for each school year.

While the Student_Lite template is the primary structure for demographic data, not all demographics are collected in the Student_Lite template Some are collected through specific fields in the Programs_Fact and other templates

School Enrollment (“School_Enroll” template)

School enrollment data elements define reportable enrollment actions (entries and exits) For any given student there will be at least one - and probably more - school enrollment records per school year All reportable students require a school entry enrollment record for each year Additional records are required when a student changes grade level and/or building during the same school year Data is used for district and school

accountability and cohort membership Calculations utilizing this data will be able to provide dropout and

graduation rates, school enrollment counts, special education snapshot data and special education compliance data as well as assessment participation rates.

There are two types of school enrollment transactions One type is an enrollment entry transaction This records the date a student enters a building or grade level and the school building of enrollment The second type

is an enrollment exit transaction, which records the date and reason a student leaves a school building or grade level A student cannot be enrolled in more than one building at a time However, for 2007-08 (and subsequent school years), whenever the Committee on Special Education (CSE) responsibility for students with disabilities is housed by a school district that is not accountable under NCLB for the student’s State assessment results, two separate enrollment records must be submitted on the same student The school district with CSE responsibility

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will submit a reason for beginning enrollment code 5905 (CSE Responsibility Only) and school district with accountability responsibility under NCLB will submit a reason for beginning enrollment code 0011 (Enrollment in Building or Grade) The district that submits a reason for beginning enrollment code 5905 is required to submit the special education information found under the Special Education Snapshot and the Special Education Events templates The school district that submits a reason for beginning enrollment code 0011 is required to submit State assessment information Both districts need to submit disability program service records

The School_Enroll Extract Specification provides directions for producing an extract in the School_Enroll Template format.

Programs Participation (“Programs_Fact” template)

Programs Participation data elements define students’ involvement in reportable program services

Programs_Fact is also transactional data, where each program service must be reported for each student for

each school year Programs are defined as attributes of a student that can change over time They have specific starting and ending points Examples of programs that follow this definition are Limited English Proficient (LEP) Eligibility, Type of Disability, Title 1 Status and Academic Intervention Services The extract should include all needed records; enter as many records as needed for each student For students with disabilities, school districts that create an enrollment record using a reason for beginning enrollment code of;

0011 - Enrollment in building or grade,

5544 - Transferred in under the NCLB Title I “School in Improvement Status” transfer option,

5654 - Enrollment in a AHSEP or HSEP program,

5905 - CSE responsibility only,

7000 - Transferred in under the NCLB Title I “Persistently Dangerous School” transfer option, or

7011 - Transferred in under the NCLB Title I “Victim of Serious Violent Incident” transfer option

are required to submit Programs Participation information

recommended that a separate file be used for each program type, as follows (from the Program Codes headings

in Data Dictionary Appendix 5 – Detailed Definitions of Program Services);

Limited English Proficient (LEP) Eligibility,

Assessment Scores (“Assessment_Fact” template)

Assessment_Fact (scores) data elements describe a student’s achievement on each reportable

assessment and includes the name of the student, the name of the assessment, and overall holds a record for each assessment for each student This records the name of the assessment, the overall score achieved on the assessment, and the language in which it was administered.

The Assessment_Fact Extract Specification provides directions for producing an extract in the

Assessment_Fact Template format.

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Assessment Responses (“Assessment_Resp” template)

Assessment_Resp data elements describes the student’s achievement for each question and shows a record of the response to a question asked in an assessment This records the name and date of the

assessment, the question number, the student’s response to a multiple-choice question, and the number of points earned for the multiple-choice, constructed response, or essay question.

The Assessment_Resp Extract Specification provides directions for producing an extract in the

Assessment_Resp Template format.

Special Education Enrollment Data (“Special_Ed_Snap” Template)

This template is new for the 2007-08 school year In previous years school districts reported these data in the PD-1/4 and PD-7 reports Some of the fields in the Special Education “Snapshot” template will contain the state of data as of December 3, 2007; some will reflect data as collected at the end of the school year The data collected with this template includes the following:

 Type of special education service provided to preschool students with disabilities, service provider code or the coordinating service provider code if student receives services from two or more

providers This information will be collected two times, as of December 3 and at the end of the school year These data are reported by all school districts each year

 Placement status of students with disabilities in approved private schools (residential or day), school district placement or court placement See specific directions for reporting these data in the SIRS Dictionary of Reporting Data Elements This is December 3 snapshot data These data are reported

by all school districts each year

 The least restrictive environment setting in which preschool students with disabilities are enrolled This is December 3 snapshot data These data are reported by all school districts, child care

institutions with affiliated schools, State agencies and State-operated schools each year

 The least restrictive environment setting in which school aged students with disabilities are provided special education services This is December 3 snapshot data These data are reported by all school districts, child care institutions with affiliated schools, State agencies and State-operated schools each year

Special Education End of Year Data (“SE_Event” Template)

This template is new for the 2007-08 school year In the previous year, school districts that were assigned

to report data on special education SPP Indicators 11 and 12 used the PD-11 and 12 to report these data Some

of the data in this template was previously collected in the PD-1/4 report and some is a new data reporting requirement for the 2007-08 school year The data collected with this template includes the following:

 Dates for referral, parent consent to evaluate, CPSE meeting to discuss evaluation results for

preschool children who are new referrals to determine special education eligibility and outcome of the eligibility decision and if necessary, reason for exceeding State established timelines These data are reported by school districts in the year in which they are required to report on SPP Indicator 11 See the school year in which your district is scheduled to report these data at http://www.vesid.nysed.gov/ sedcar/sppschedule.html

 Dates for referral, parent consent to evaluate, CSE meeting to discuss evaluation results for aged students who are new referrals to determine special education eligibility and outcome of the eligibility decision and if necessary, reason for exceeding State established timelines These data are reported by school districts in the year in which they are required to report on SPP Indicator 11 See the school year in which your district is scheduled to report these data at http://www.vesid.nysed.gov/ sedcar/sppschedule.html

school- Dates for referral, parent consent to evaluate, CPSE meeting to determine eligibility, IEP

implementation for preschool children who are new referrals for transitioning from IDEA, Part C (Early Intervention) to IDEA, Part B (preschool) and if necessary, reason for exceeding State established timelines or for not implementing child’s IEP by the child’s third birthday These data are reported by

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school districts in the year in which they are required to report on SPP Indicator 12 See the school year in which your district is scheduled to report these data at

http://www.vesid.nysed.gov/sedcar/sppschedule.html

 Dates for referral, parent consent to evaluate, CSE meeting to discuss evaluation results, IEP

implementation for parentally placed school aged students in nonpublic schools who are new referrals

to determine eligibility for special education services and if necessary, reason for exceeding State established timelines These data are reported by all school districts each year

Miscellaneous Notes for 2007-08

What file format is recommended?

It is strongly recommended that extracts produce files in comma-separated variable (.csv) format While fixed-format is still currently accommodated, this is largely being deprecated in favor of the more extensible delimited format of csv.

What are the associated appendices?

Appendices are found in the Dictionary of Reporting Data Elements (“Data Dictionary”) Appendices contain code-translation tables for data elements that are extracted in code form from the source system These appendices are either required or recommended (and this distinction should be noted with use of each.) In the case of recommendations, Data Warehouse support teams should be notified of variations, i.e., if source systems use other codes than those noted in the Data Dictionary.

Who must be reported?

 Preschool children;

o who have been referred to the CPSE for determination of eligibility

o who are receiving special education services for preschool children with disabilities

 Students in grades Pre-Kindergarten through Grade 12 (including “ungraded”);

o that are enrolled in the district or charter school

o that are placed by district personnel in an out-of-district placement

o who are home schooled students with disabilities

o who are home schooled and who “walk-in” to take an assessment

o that are referred to the CSE for special education eligibility determination

o that are students with disabilities and who are parentally placed in nonpublic schools

This includes all students who are;

See the SIRS Policy Manual for additional information on the students who must be reported.

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Section 2: Extract Specifications

Student_Lite (Student Demographics) Template School_Enroll (Enrollment) Template

Programs_Fact Template Assessment_Fact Template Assessment_Resp (Response) Template Special_Ed_Snap (Special Education Snapshot) Template SE_Events (Special Education Events) Template

NOTE 1: Under the “Data Description” column in each template the eScholar templates’ field names are shown.

These are shown in uppercase Also shown are any corresponding SIRS Data Element names These are

shown in parentheses, in uppercase, bold and italicized

NOTE 2: Sample Data follow each template Rows are “abridged” in order to focus primarily on only the required

SIRS Data Elements (and not other fields which may be used locally or not at all.) This abridgment is facilitated

by inserting “breaks” in the template Breaks occur as pairs of “broken lines” where the non-required data

elements would otherwise appear This is only to be interpreted as a visual aid, and this does not mean that

these fields should be removed or ignored in ETLs or other programming

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Student_Lite (Student Demographics) Template

STUDENT_LITE FIELD NAME

from eScholar template

(DATA ELEMENT NAME)

used by NYSED in SIRS

* = Required: all students

+ = Required: specific group

NYS or Local Purpose

Instructions or Rules Format or reference to Index table Recommended Codes

Public school districts: NYnnnnnn (NY followed by the first 6 digits of the BEDS code)

Charter and non-Public schools, State Agencies AND Child Care Institutions with Schools: 8nnnnnnn (8 followed by the

last 7 digits of their Institution code)

alphanumeric

For NYSED BEDS codes:

www.nysed.gov/admin/bedsdata.html For NYSED BEDS and Institution codes: http://portal.nysed.gov

Click on “SEDREF Query”

For schools/agencies other than public districts and charters that are required to report these data see

http://www.emsc.nysed.gov/irts/SIRS/home.shtml

2 9 14 6

* LOCATION CODE

(BUILDING OF ENROLLMENT BEDS CODE) NYSSIS

Building code used by the Data Warehouse, uniquely identifying the building in which a student is enrolled, typically assigned by the local student management system

alphanumeric

3 15 24 10* SCHOOL YEAR DATE (SCHOOL YEAR) and NYSNYSSIS

Reporting

Use June 30 of the reported school year

Ex: For 2007-08, use 2008-06-30

dateyyyy-06-30

4 25 36 12* STUDENT ID (SCHOOL DISTRICT STUDENT ID) and NYSNYSSIS

Reporting

The unique identifier assigned by the Local Education Agency (LEA) in which the student is enrolled Use 9 numeric characters, left padded with zeros

alphanumericnnnnnnnnn

5 37 61 25* LAST NAME SHORT (STUDENT’S LAST NAME) and NYSNYSSIS

7 77 77 1 MIDDLE INITIAL(STUDENT’S MIDDLE INITIAL) and NYSNYSSIS

Reporting

Use the student's middle initial alphanumeric

8 78 79 2 * CURRENT GRADE LEVEL (GRADE LEVEL) NYSSIS Use the grade level of the student for the reported school year. alphanumeric

See codes under “Grade Level” element (Data Dictionary Templates 3090 "Student Lite" and 320 "Student")

9 80 85 6 HOME ROOM Local useonly Determined by each building and used for data disaggregation. alphanumeric

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Section 2: Extract Specifications - Student_Lite (Student Demographics) Template

10 86 95 10* BIRTH DATE (DATE OF BIRTH) and NYSNYSSIS

Reporting

Derived from birth certificate, or if a certificate does not exist, use an official source as directed by district policy The birth date cannot be greater than the current date

dateyyyy-06-30

11 96 101 6 * GENDER CODE (GENDER DESCRIPTION)

NYSSISand NYSReporting

Student or parent/guardian identifies the gender of the student alphanumeric M = MaleF = Female

Student or parent/guardian identifies the ethnicity of the student alphanumeric

See also “Race/Ethnicity” element (Data Dictionary Templates 3090 "Student Lite" and 320 "Student")

I = American Indian or Alaska Native

P = Native Hawaiian/Other Pacific Islander

13 104 119 16HOME LANGUAGE CODE(HOME LANGUAGE DESCRIPTION) NYSSIS

Language that is routinely spoken in the student's home If left blank, it will be considered to be English alphanumeric

Language Codes see Data Dictionary Appendix 1

15 150 164 15 LEVEL OF INTEGRATION Leave blank

Required for LEP student's history The cumulative number of years a student has received LEP services Must be between 0and 25 years Vendor must allow a 2-char length

If student has program service code of

0231 this field must not be blank.

numericnn

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18 170 199 30+ POST GRADUATE ACTIVITY(POSTGRADUATE PLAN

DESCRIPTION)

NYSReporting

Required for graduated students and high school completers only Record the code for the student's planned postgraduate activity

alphanumeric

See codes under “Postgraduate Plan Description” element (Data Dictionary Templates 3090 "Student Lite" and 320

"Student")

19 200 200 1 * STUDENT STATUS Local useonly Student is either active or inactive alphanumeric A = ActiveI = Inactive

20 201 210 10 + LAST STATUS DATE Local useonly

For Active students, it is the date of data extraction or the last day of the school year

For Inactive students, it is the date they were inactivated

dateyyyy-06-30

24 214 216 3 + DIPLOMA TYPE CODE(CREDENTIAL TYPE

DESCRIPTION)

NYSReporting

The credential earned by the student

Required for graduated students and high school completers only

For details, see the office of State Assessments at www.emsc.nysed.gov/osa

25 217 217 1 PROGRAM SERVICES CODE Leave blank

26 218 227 10+ GRADE 09 ENTRY DATE (FIRST DATE OF ENTRY INTO

GRADE 9)

The date on which the student first entered grade 9 anywhere Do not enter this data before the student actually enrolls in grade

9 Cannot be future date and must be after student DoB

dateyyyy-06-30

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27 228 247 20+ SERVICE PROVIDER (BACKMAPPING BEDS CODE) ReportingNYS

Use the 12 digit BEDS code of a feeder school (contains no grade 3 or above):

1 IF student is currently in Grade 3,

2 AND was in a different school in the

same District either in Grade 2 during the

prior school year OR in Grade 1 during the school year 2 years prior;

3 AND the student was continuously

enrolled in the highest grade of the feeder school

alphanumericnnnnnnnnnnnn

See Data Dictionary Backmapping BEDS

of month Cannot be future date and must

be after student DoB

dateyyyy-06-30

29 258 287 30ADDRESS 1(STUDENT’S ADDRESS LINE 1) NYSSIS

The first line of the address of the student'sprincipal residence Provide the number, street, and apartment number Do not include PO Box

alphanumeric

30 288 317 30ADDRESS 2(STUDENT’S ADDRESS LINE 2) NYSSIS

The second address line of the student's principal residence, if needed, after using the first line Do not include PO Box alphanumeric

31 318 342 25CITY(STUDENT’S ADDRESS CITY) NYSSIS Record the city of the student's principal residence. alphanumeric

32 343 344 2 STATE(STUDENT’S ADDRESS STATE

Find U.S Postal Service zip codes: http://zip4.usps.com/zip4/welcome.jsp

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34 355 368 14HOME PHONE(PHONE AT PRIMARY RESIDENCE) NYSSIS

Record the area code and phone number

at the student's principal residence If there

is no phone at the principal residence, record the number most frequently used to contact the student's primary guardian For unlisted numbers, use the area code and zeros

alphanumericnnn-nnn-nnnn

35 369 408 40PRIMARY GUARDIAN NAME(STUDENT’S GUARDIAN ONE

+ INITIAL US ENTRY DATE

(DATE OF ENTRY INTO UNITED

STATES)

NYSReporting

Required for immigrants only Record the

date when the student entered the U.S for the first time Cannot be a future date, must be after student’s DoB and cannot be less than the school year minus 25 years

If field 49 is ‘Y’, all others (of 38-40) are required

dateyyyy-06-30

Required for immigrants only If field 49 is

‘Y’, fields 38-40 are required Record the number of consecutive years in school anywhere in the U.S Must be between 1 and 25 years Record what year of enrollment in US schools this student is in (1st, 2nd, 3rd, etc) For students in pre-school

or pre-k, report zero (0) years Do not use zero for students in any other grade level

alphanumericnn

See Years in US Schools, Templates #3090 and #320

40 513 516 4 + COUNTRY OF ORIGIN CODE (COUNTRY OF ORIGIN) ReportingNYS

Required for immigrants; optional otherwise Record the country from which

the student emigrated If field 49 is ‘Y’, all others (of 38-40) are required

alphanumeric See Country of Origin Codes, Data Dictionary Appendix 2

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Optional for 2007-08 Not being reported

in Level 2, but collected if LEAs are submitting this

Indicates whether the student is Hispanic

alphanumeric

Y = Yes, the student is Hispanic/Latino

N = No, the student is not Hispanic/Latino(See Data Dictionary &/o Field 12 for furtherclarification.)

43 528 531 4 RACE 2 CODE(RACE 2 CODE)

The second race/ethnicity of the student

Field cannot be populated unless the

Primary Ethnic Code field is populated

44 532 535 4 RACE 3 CODE(RACE 3 CODE) and NYSNYSSIS

Reporting

The third race/ethnicity of the student

Field cannot be populated unless the Race

2 Code field is populated.

45 536 539 4 RACE 4 CODE(RACE 4 CODE)

The fourth race/ethnicity of the student

46 540 543 4 RACE 5 CODE(RACE 5 CODE) and NYSNYSSIS

Reporting

The fifth race/ethnicity of the student

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47 544 546 3 * HOMELESS (HOMELESS INDICATOR) ReportingNYS

Indicates if the student is homeless See

Data Dictionary Homeless Indicator

element (Templates 3090 "Student Lite"

and 320 "Student"), and Appendix 5

If left blank, N (no) is assumed

alphanumeric Y = Homeless at Some Point N = Never Homeless

48 547 554 8 * MIGRANT STATUS (MIGRANT INDICATOR) ReportingNYS

Indicates if the student is migrant See

Data Dictionary Migrant Indicator element

(Templates 3090 "Student Lite" and 320

"Student"), and Appendix 5

alphanumeric Y = Migrant at Some PointN = Never a Migrant

49 555 557 3 * IMMIGRANT INDICATOR (IMMIGRANT INDICATOR) ReportingNYS

Indicates if the student is an immigrant

See Data Dictionary Immigrant Indicator

element (Templates 3090 "Student Lite"

and 320 "Student") and Appendix 5

If Y, fields 38-40 are REQUIRED

If N, fields 38-40 can be blank

Indicates if the student is neglected or

delinquent See Data Dictionary Neglected

or Delinquent Indicator element (Templates

3090 "Student Lite" and 320 "Student") andAppendix 5

alphanumeric Y = Neglected or Delinquent at Some PointN = Never Neglected or Delinquent

Cannot be populated unless field 47

Homeless is populated.

Indicates the nighttime residence of a student identified as homeless See Data

Dictionary Homeless Primary Nighttime

Residence element (Templates 3090

"Student Lite" and 320 "Student")

alphanumeric See Data Dictionary Homeless Primary Nighttime Residence element for codes.

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Section 2: Extract Specifications - Student_Lite (Student Demographics) Template Sample Data

Student_Lite (Student Demographics) Template Sample Data

District

School Year Date

Student ID

Last Name Short

First Name Short

Middle Initial

Current Grade Level

Home

Short

Home Language Code

Challenge Type

Level Of Integration

LEP

Participation

Duration

of LEP

Post Graduate Activity

Student Status

Last Status Date

Poverty Code

Population Code

Mobility Code

Diploma Type Code

Program Services Code

Grade 09 Entry Date

Service Provider

Inoculation Date

Name

Alternate Guardian Name

District Code of Residence

Hispanic Ethnicity Indicator

Race

Neglected or Delinquent

Homeless Primary Nighttime Residence

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School_Enroll (Enrollment) Template

SCHOOL_ENROLL FIELD NAME

from eScholar template

NYS or Local Purpose Instructions or Rules Format

Recommended Codes

or reference to Index table

1 1 8 8 * DISTRICT CODE (DISTRICT OF RESPONSIBILITY

BEDS CODE)

NYSReporting

Public school districts: NYnnnnnn

(NY followed by the first 6 digits of the BEDS code)

alphanumeric

www.nysed.gov/admin/bedsdata.html For NYSED BEDS or Institution codes: http://portal.nysed.gov Click on “SEDREF Query”

2 9 14 6

* LOCATION CODE

(BUILDING OF ENROLLMENT BEDS CODE)

NYSReporting

Building code used by the Data Warehouse,uniquely identifying the building in which a student is enrolled, typically assigned by thelocal student management system

alphanumeric

3 15 24 10* SCHOOL YEAR DATE (SCHOOL YEAR) ReportingNYS Use June 30 of the reported school year Ex: For 2007-08, use 2008-06-30 yyyy-06-30date

4 25 36 12* STUDENT ID (SCHOOL DISTRICT STUDENT ID) ReportingNYS

The unique identifier assigned by the Local Education Agency (LEA) in which the student is enrolled Use all 9 numeric characters, left padded with zeros

5 37 46 10 * ACTIVITY DATE Local useonly Must match the enrollment date yyyy-06-30date

6 47 56 10* ENROLLMENT DATE (ENROLLMENT ENTRY DATE and

ENROLLMENT EXIT DATE)

NYSReporting

For Entry Enrollment, the date a student enrolls in a building or grade level For Exit Enrollment, the last date of enrollment

dateyyyy-06-30

7 57 62 6

* ENROLLMENT CODE

(REASON FOR BEGINNING ENROLLMENT CODE and REASON FOR ENDING ENROLLMENT CODE)

NYSReportingThis is an entrance or exit reason for each enrollment record alphanumeric

Beginning Enrollment Codes, see Data

Dictionary Appendix 3

Ending Enrollment Codes, see Data

Dictionary Appendix 4

9 103 104 2 * ENROLLMENT GRADE LEVEL NYS Use the grade level at the time of the alphanumeric See table of codes under “Grade Level”

M = Male

I = American Indian or Alaska

01 = grade 1 1 = 4-year college in NYS A = ActiveFor students with disabilities

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Section 2: Extract Specifications - School_Enroll (Enrollment) Template

SCHOOL_ENROLL FIELD NAME

(GRADE LEVEL) Reporting enrollment date element (Templates 3090 "Student Lite" and 320 "Student") in Data Dictionary

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School_Enroll (Enrollment) Template Sample Data

School Year Date

Student ID

Activity Date

Enrollment Date

Enrollment Code

Enrollment Comment

Enrollment Grade Level

Residence Status Code

Enroll Change Code

Description Of Transaction

Exit – Transfer to another school in this district or to an out-of-district placement

Entry – Enrollment in building or grade – to

be used for continuedenrollment in building (new school year)

Exit – Graduated (earned a Regents or local diploma)

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Section 2: Extract Specifications - Programs_Fact Template

PROGRAMS_FACT FIELD NAME

NYS or Local Purpose Instructions or Rules Format

Recommended Codes

or reference to Index table

1 1 8 8 * DISTRICT CODE (DISTRICT OF RESPONSIBILITY

BEDS CODE)

NYSReporting

Public school districts: NYnnnnnn

(NY followed by the first 6 digits of the BEDS code)

alphanumeric

www.nysed.gov/admin/bedsdata.html For NYSED BEDS or Institution codes: http://portal.nysed.gov

Click on “SEDREF Query”

2 9 14 6 * LOCATION CODE Local useonly

Required by eScholar load plan Typically the building code (assigned by local studentmanagement system and used by L1 Data Warehouse) which uniquely identifies building in which a student is receiving the service Programs can optionally use

‘0000’

alphanumeric

3 15 24 10* SCHOOL YEAR DATE (SCHOOL YEAR) ReportingNYS Use June 30 of the reported school year Ex: For 2007-08, use 2008-06-30 yyyy-06-30date

4 25 36 12* STUDENT ID (SCHOOL DISTRICT STUDENT ID) ReportingNYS

The unique identifier assigned by the Local Education Agency (LEA) in which the student is enrolled Use all 9 numeric characters, left padded with zeros

5 37 44 8 * PROGRAMS CODE (PROGRAM SERVICE CODE) ReportingNYS Record the program service code applicable to a student. alphanumeric

Program Service Codes: see Data Dictionary

The program start date must be between July 1st and June 30th of the reported schoolyear Ex: for 2007-08, use a date between 2007-07-01 and 2008-06-30

dateyyyy-06-30

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PROGRAMS_FACT FIELD NAME

7 55 64 10+ ENDING DATE (PROGRAM SERVICE EXIT DATE) ReportingNYS

To be used ONLY if a program service ends* Leave blank otherwise *(Refer to

individual program rules for specifics, e.g.

school-level programs end if a student changes buildings within a District or to an out-of-District placement.)

Program end date must be between July

1 st and June 30 th of reported school year.

dateyyyy-06-30

Report the NYSED BEDS Code of the institution providing the program service

This is required for school level services only For district level services, leave this field blank

alphanumericnnnnnnnnnnnn For NYSED BEDS codes: www.nysed.gov/admin/bedsdata.html

This field is required when the student’s

program service is identified as one of the CTE/Tech Prep codes and reflects the student’s progression through this program service

alphanumeric

Enrollee = CTE or TP/CP Enrollee Participant = CTE or TP/CP Participant Concentrator = CTE or TP/CP Concentrator

13 135 144 10

+ EXIT REASON CODE 1

(REASON FOR ENDING CODE)

Note; this is not a Data Element in

SIRS but a code showing why specific

Program Services have ended

NYSReporting

This field is required:

1 when a student exits a CTE/Tech Prep program (codes 646, 663)

2 for students no longer LEP eligible (code 849)

3 when a students disability status changes(codes 901, 912)

alphanumeric

646 = Completion of Program Service

663 = Left without Completing Program Service

849 = Student Achieved English Proficiency

901 = Student is declassified

912 = Students disability type changes

Tiêu đề	New York State Student Information Repository System - SIRS Guidelines for Extracts for Use in 2007-08
Tác giả	Clara Browne, Ron Danforth, Steven Katz, Inni Barone, Victoria Ferrara, Pedro Ruiz, Ira Schwartz, Ivelisse Rivera, Roberto Reyes, Sandra Norfleet, Fran O’Donnell
Trường học	University of the State of New York
Chuyên ngành	Education
Thể loại	guidelines
Năm xuất bản	2007-08
Thành phố	Albany

Định dạng
Số trang	53
Dung lượng	1,23 MB