End of Year Processes Webinar - Today's Discussion - Nassau ...
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8/13/2020
End of Year Processes Webinar
July 30, 2020
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Today’s Discussion
1. Level 0 EOY Processes, Tips and Reminders
2. Error Reports
3. New Cognos Reports
4. End of Year Calendar Timelines
5. EOY Data Collection Discussions
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8/13/2020
August Calendar
Sun Mon Tue Wed Thu Fri Sat
06 07 08
09 10 11 12 13 14 15
16 17 18 19 20
If you submit complete data by Aug 06
You can run verification reports and get results back with hourly refresh times.
Limited BOCES support during this time
Aug 20 submitting in the blind
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If you get all your data in by this target date you will be able to run
verification reports against your data the week of the 10th to see if
there are any anomalies.
If you have a BOCES SDC they will also contact you and point out areas
that need to be corrected the following week.
If you are missing any data types we will notify you.
Target Date ‐
August 06 You will be able to see your data in L2rpt to make sure it is correct the
week of August 17th.
In case of an error, mistake or omission, you can take action to fix it
before the deadline.
Do not ask us to verify your corrections that will be up to you.
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8/13/2020
New This Year‐ Level 0 Error check
• Add new Fatal edit to start checking on 2020‐07‐15 after the end of
the selected School Year, to ensure graduates are reported before the
end of the reporting year:
• then a Credential Type Code of 204, 221, 238, 255, 272, 289, 306, 323, 340,
357, 374, 391, 762, 813, 779, 796, 068, 069, 070, 612, 680, 697, 714, or 731
without an exit enrollment code of 799,
• OR a Credential Type Code of 119 or 136 without an exit enrollment code of
085 or 629, will receive the following error:
• EE2076 v15.02 Missing or Invalid enrollment Exit Code for Credential Type Code XXX
code in demographics: & bad data
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Enrollment:
Ending Enrollment Code and Date
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8/13/2020
EOY Enrollment
Code Reason
High School Graduates
799 Graduated (earned a Regents or local diploma)
High School Completers
085 Earned commencement credential
629 Previously commencement credential or IEP
GED
816 Earned a High School Equivalency Diploma (GED)
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Level 0 Enrollment Credential Counts Report
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Level 0 Enrollment Credential Counts Report
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EOY Enrollment
Transfers to Other Schools ( Student that are going to a
new school within the District )
(exit date 6/30/20XX)
Transferred to another school in this district or to an
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out-of-district placement
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EOY Enrollment
Transfers to Other Schools ( Student that are going to a new public school outside the District )
(exit date 6/30/20XX For all the K-6 Districts)
Transferred to another NYS public school outside
this district with documentation. Note:
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documentation of transfer is not required for
preschool students with disabilities.
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Demographics:
Post Grad Plans, Career Path, and Credential Type
optional
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Programs Fact:
ELL Ending Enrollment
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Assessments: Test Breakdown Report
AP & IB exam can be found under the CCR or
ALTREG Test Group
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14
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Programs Fact
Immigrant student that are here
3 full academic years
Would you like to know which students may fit this description then stay tuned
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Final
EOY
grades for
snapshot
grade class
records
Sometime detail
forgotten
Extracts Student
credit GPA SE Events
(optional)
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Dashboard Report
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Informational Reports
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L2RPT:
Reasonableness
Report
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Level 2 Error
Logs
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On the week of a deadline be
sure to leave enough time for
students never reported to
SIRS to get a NYSSIS ID
NYSSIS
Reminders
• This may take between 1‐2
days depending on the time
of year and the importance
of the deadline
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Graduating Student Reminders
All HS Graduates and Completers need the following:
In Demographics:
Diploma Type code
Post Grad Plan (Optional)
Career Path Code
In Enrollment:
• Reason for Ending Enrollment code:
799‐Regents or Local Diploma
085‐Earned commencement credential;
629‐ Previously earned commencement credential or IEP
816‐ Earned GED
• an Enrollment Exit Date in either August, January or June of
this academic year
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Graduating Special Circumstances
If the student earns a GED:
In Demographics:
Credential Type Code: 738‐ GED
Post Grad Plan: XX
Career Pathway: NONE
In Enrollment:
Enrollment exit record: 816‐ Earned GED
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Graduating Special Circumstances
If a students earns a CDOS Credential as a stand‐alone credential:
In Demographics:
Credential Type Code: 119‐ CDOS
Post Grad Plan: XX
Career Pathway: NONE
In Enrollment:
Enrollment exit record: 085‐ earned commencement credential
In Programs Fact:
Program Service record: 8271‐ exit reason code ‐ 700‐ received CDOS credential
If the student earns a Skills and Achievement Credential (NYSAA Students Only):
In Demographics:
Credential Type Code: 136‐ SACC
Post Grad Plan: XX
Career Pathway: NONE
In Enrollment:
Enrollment exit record: 085‐ earned commencement credential
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Earning CDOS Credentials Reminders
In Programs Fact:
For students earning a CDOS Credential:
Report Program Service Code: 8271‐ Student Working towards CDOS Credential
Report Program Service Exit Reason Code:
Use code 700 if the student receives CDOS Credential
Use code 701 if the student leaves the program w/out receiving credential
Remember: A student may earn a CDOS credential as a supplement to a Regents/local
diploma. In this case, you should report the higher‐level Regents/local diploma code
in Demographics to count the student as a graduate.
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New reports on IBM Cognos Analytics
IB Cognos Analytics
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Data Migration
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Year Comparison
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DQR Extras
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Any Questions?
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Upcoming Data Timelines
Thursday, August 6th
RIC Target Deadline for 95% of Data to be submitted and RIC Level Reports run
**Thursday, August 20th**
FINAL End of Year Data Deadline, including SWD demographics and enrollment
for VR 11, 12, and 14.
No data will be accepted by NYSED after this date.
Monday August 31st
Deadline to submit Level 1 Addendum
Deadline to submit Participation Rate Improvement Plans
Friday , September 4th
2019‐20 SIRS EOY Statement of Certification Form completed via IDEx on the IRS
Portal
Thursday September 17th
Deadline to submit Special Ed Events for VR’s 11, 12 and 14.
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District Data Verification – It Takes a Village
• The people who know the data most intimately should be reviewing their data
and verifying their counts are correct.
• Principals (Total Cohorts, Suspensions)
• Directors of Special Education/CSE/CPSE Chairs (PD/VR Reports)
• HR Dept. (Staff Reports)
• Free & Reduced‐Price Lunch Coordinator (BEDS FRPL)
• Guidance (Career Pathways, CTE, Regents Exemptions)
• Coordinators of grants that affect funding such as LEP, Title I, UPK, Homeless
• Ideally, the DDC/CIO should be coordinating this process, loading corrected
extracts in Level 0 and watching the reports to make sure those corrections are
reflected in L2RPT.
• Once the corrections are made, have persons responsible sign off on the accuracy
of that report.
• ALL final reports should be reviewed again for accuracy before the
Superintendent certifies as accurate or inaccurate.
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Don’t Forget the Data Journey
• There are many opportunities to loose students where data
can error out and not make it up to NYSED.
• Just because data was loaded it into Level 0, we can’t assume
that it made it all the way up to SED.
• The business rules get stricter the closer we get to L2RPT.
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Special Ed. System
Student Information System Snap Shot
HR / Financial System
Student Demographics S.E. Events Staff Snap Shot
Student Enrollment Staff Evaluation Rating
Course etc
Staff Snap Shot
Staff Student Course
Student Grade Detail
Assessment Fact
Accommodation Assessment
Etc.. Scan sheets
Level 0 Test Scoring
Validation Checks and Error Message
Level 1 3-8 Assessment
BOCES NYSESLAT
Central Database NYSAA
Data
Moves
Once IDW
Secure email a week
Level 0 Historical (SED) (Token)
State Application
L2RPT
NYSSIS L2RPT reports are designed
(NYS Student Identification System) Staff SnapShot Level 2 (SED) to help verify a variety of data in
Generates and assigns Reports State Database support of accountability and other
unique statewide student IDs. requirements.
TAA
(Teacher Access and Authorization)
System
Scoring Vendor DLM QuestStar
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Remember…
• The stakes are high. Our data has to be accurate
• Districts are analyzing data to drive curriculum and instruction needs. You must
have good clean data to improve teaching and learning in your district.
• District funding (State Aid) is allocated by your district data counts
• Data is given to the media (Newsday), posted on public websites, and used in
numerous surveys – i.e. property values can rise and fall when people look at this
data
• The data is used in creating the NYS Report Card.
• District data is also sent to the Federal Gov’t for reporting and research purposes.
• We are entering a new world of Big Data.
• Every data point can now be looked at and scrutinized.
• Data will be compared in ways that we have not seen before
• Equity across many data points will be looked at
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Certification of L2RPT Reports for 2019‐20 Only
SIRS‐201 Total Cohort – Summary *Graduation Rate Report
SIRS‐203 Total Cohort Career Pathways Summary Report
SIRS‐111 School Year Suspension Accountability Report *Only Accountability Report that must be
certified. Do not report suspensions during Pub Health Instructional Days.
SIRS‐321 Student Class Grade Detail
SIRS‐330 Student Class/Course Instructor Summary Report
SIRS‐305 Career and Technical Education Report *Reported by BOCES, can be viewed by districts.
SIRS‐318 Staff Assignment VR Verification Report
SIRS‐320 Staff Snapshot Verification Report
SIRS‐322 Staff Tenure Verification Report
SIRS‐324 Staff Attendance Summary Report *Only report attendance up until the closure
SIRS‐312 BEDS Day Enrollment Verification Report for State Aid
SIRS‐313 BEDS Day Enrollment Verification Report by Location of Enrollment & Student Subgroup
SIRS‐314 BEDS Day Enrollment Verification Report by District of Residence
SIRS‐316 BEDS Day Enrollment Verification Report for District Pre‐K
SIRS‐323 Free and Reduced‐Price Lunch Eligible Students Enrolled on BEDS Day
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Total Cohort Reports
SIRS 201 – Total Cohort Summary
SIRS 202 – Total Cohort Assessment Summary
SIRS 203 – Total Cohort Career Pathways Summary
About These Reports
• These reports are based on the “cohort”.
• A cohort here is defined by when a student enters 9th grade. NYSED
tracks the “outcomes” of these students.
• These reports will show the credential they graduate with, any students
who dropped out, and students who are still enrolled.
• These counts will be publicly reported.
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SIRS‐201 Total Cohort Summary
This is who is included in Who in the cohort Check diploma
your cohort. Make sure graduated? This is types. Every student
it’s correct! This is the your numerator. counts!
denominator.
**Check Still Enrolled, Transfer Graduation
and Drop Out counts Rate *** 41
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SIRS 201 Total Cohort Summary
This data will freeze as of August 20th . No exceptions.
Column b – Make sure Cohort Enrollment is correct. This is the number of students who
started grade 9 four years ago. This is the denominator that calculates your Graduation Rate.
This is based on the Grade 9 Entry Date.
Column c – This is the total number of students in the cohort who graduated this school year
(January 2019 and June 2019) with the credentials of either Local Diploma, Regents Dip
w/out AD, and Regents Dip w AD. This number will be your numerator in your Graduation
Rate.
Column d‐f – Counts of students who graduated with Local Diploma, including a Local
Diploma through Superintendent’s Determination
This is the Graduation Rate that is reported on the NYS Report Card, is reported in
Newsday, and will be used for accountability purposes.
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Other Important Graduation Reports
• SIRS‐307‐ Annual Dropout and Non‐Completer Report
• This shows all of your non completers, in any grade
• SIRS‐308‐ Annual Graduation & Post Graduation Plans Report
• This shows all students who graduated, in any grade
• SIRS‐309‐ Annual Regents Report
• *This report was modified and will show your Regents (E) Exempt students
• SIRS‐105 HS Accountability Report
• This report was modified and will only show last year’s graduates, January, June
and August 2019, since Accountability is a year behind.
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SIRS‐111 Suspension Accountability Report
About This Report
This report is found in the Accountability folder
The Student Daily Attendance template is used to collect
ISS = in‐school suspension, and OSS = out‐of‐school
suspension)
Be sure your mapping is correct so that In‐school‐
suspensions and Out of school suspensions equate to
ISS/OSS state codes and not absences.
Have building admins check student detail for ISS and OSS
Check subgroup details; grade, race, etc…
Check for disproportionality among race and disabilities
As per NYSED guidance, since no daily attendance codes are reported on a day that is coded as Pub Health Inst,
students should not be reported as suspended on those days.
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SIRS‐111 Suspension Accountability Report
This is the only Accountability Report that needs to be certified this year.
Suspensions (out‐of‐school) is an accountability measure that will be used to determine
accountability status beginning in 2020‐21.
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SIRS‐305 CTE Report
• Districts used to receive a file from BOCES that needed to be
loaded into Level 0.
• This is the first year the service provider (BOCES) is reporting
this data.
• The service provider will:
• Report Program Fact (CTE program service code)
• End the program for students who have either left or
completed the program If you have any concerns,
• Code 663 – Left without Completing please contact Nassau BOCES
• Code 646 – Completion of Program Service RSIP Supervisor, Ms. Jyoti
Sood at jsood@nasboces.org
• Districts should use this report to view their students reported
by BOCES
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Other Student Collections and Reporting (not
certified)
•Day Calendar, Student Daily Attendance, Staff Attendance
•Regents Exemptions = AP Exams, High School Equivalency
Diploma
•ELL’s, NYSESLAT, Seal of Biliteracy
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Day Calendar Attendance Codes FAQ’s Review
Day Calendar coding is a local decision. NYSED has provided options for districts with the new
codes.
Two (2) new SIRS Day Calendar Type Codes were added:
1. Pub health/inst – use this code when an LEA, BOCES or school building closed due to COVID‐
19 and continuity of learning were provided to students.
2. Pub health/no inst – use this code when an LEA, BOCES or school building closed due to
COVID‐19 and continuity of learning was not provided to students.
Additionally:
• Regular Student Daily Attendance should be reported for the 2019‐20 school year up until the
time of COVID school closures.
• Days on which the Public Health Day Calendar Type Codes is reported will be excluded from
the calculation of chronic absenteeism rates.
• Student Daily Attendance is NOT to be reported for any student on any day coded as one of
the new Public Health Day Calendar Type Codes (“Pub health/inst” or “Pub health/no
inst”).
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Day Calendar SIRS‐370
We have found a few districts have not yet coded their PHI / PHNI days appropriately.
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Day Calendar Attendance Codes FAQ’s Review
12. Is a SIRS Day Calendar Type Code connected to the computation of State Aid or the 180‐Day
Session/Hour requirement?
The SIRS Day Calendar Type Code is not used in the computation or allocation of State Aid. The
data used for the computation of State Aid is reported in the State Aid Management System
(SAMS).
3. When is it appropriate to use the “Pub health/inst” or the “Pub health/no inst” Codes?
The two (2) new SIRS Day Calendar Type Codes are to be used when an LEA, BOCES or school
closure occurs due to COVID‐19, including any closures that occurred prior to the Executive
Order.
Should the “Pub health/inst” or “Pub health/no inst” SIRS Day Calendar Type Code be used on
a day when a school was previously scheduled to be closed for instruction, such as vacation, if
that day occurs during the period of a public health closure?
Pub health/inst” should be used when Continuity of Learning is provided and “Pub health/no
inst” should be used on a day when no Continuity of Learning is provided.
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Day Calendar Attendance Codes FAQ’s Review‐ continued
Should a SIRS Student Daily Attendance Code ever be reported when the SIRS Day Calendar Code
is either “Pub health/inst” or “Pub health/no inst”?
A SIRS Student Daily Attendance Code should not be reported when the SIRS Day Calendar Code is
either “Pub health/inst” or “Pub health/no inst” is used.
Should a SIRS Teacher Attendance Code be reported when the student’s entire class, grade, or
school is closed because of a public health event?
No. An LEA, BOCES, or school should not report a SIRS Teacher Attendance Code when the
student’s entire class, grade, or school is closed because of a public health event.
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Any Other Day Calendar Coding /
Attendance Questions??
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Reporting HS Assessments
Alternative to Regents (ALTREG)
• If not administered, E and 86
• If administered, report as usual
Pathway Assessments (LOTE, CDOS)
• If taken, report as usual
• If not administered, Leave Blank or E
AP and IB Exams (CCR)
• If taken, report as usual
• If not administered, Do not Report 53
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English Language Learners – May 13, 2020 memo
9. Since the 2020 NYSESLAT has been cancelled as a result of the COVID‐19 outbreak,
how will schools be able to exit any students from ELL services in the 2020‐21 school
year?
School districts are to program all ELLs according to their mandated units of study for
their level of English proficiency in 2019‐20.
• An exception to this requirement may be made for students who:
scored Expanding on the 2019 NYSESLAT and
who took and passed the Regents Examination in English Language Arts in January
2020 with a score of 65 or higher.
• These students will be considered to have met the exit criteria for ELL services
pursuant to Part 154.3(m)(1)(ii).
• These students will be reclassified as Former English Language Learners in the
beginning of the 2020‐21 school year.
To exit these students:
End LEP Eligible Program Fact Records (0231) with exit reason code 3022 and exit date 2020‐06‐30
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Seal of Biliteracy – May 13, 2020 memo
16.Can students earn the NYSSB using a waived exam?
Yes. Students who, due to COVID‐19‐related school closures, have been
exempted from a Regents Examination in English Language Arts (ELA)
that they were planning to take in June 2020 shall be exempt from such
assessment for the purposes of meeting NYSSB requirements so long as
they have:
• demonstrated proficiency in the ELA learning standards assessed
through the provided coursework and
• earned credit for such course by the end of the 2019‐20 school year.
In this case, the exempted Regents examination may be applied as a
point towards NYSSB’s “Criteria for Demonstrating Proficiency in
English” requirement.
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Staff Verification Reports (HR System)
SIRS‐318 Staff Assignment VR Verification Report
SIRS‐320 Staff Snapshot Verification Report
SIRS‐322 Staff Tenure Verification Report
SIRS‐324 Staff Attendance Summary Report
About These Reports
• Staff Tenure is to be reported for teachers and principals only
• Staff Attendance is to be reported for teachers only. Report only full day absences.
• Remember, this data is extracted from your HR system. Be sure to load this far
enough in advance to resolve the errors.
• You may have to load, check, and correct a few times before it is accurate.
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SIRS‐320 Staff Snapshot Report
• A Staff Snapshot record must be reported before any other staff
record type can be reported for that staff member
• Teachers
• Itinerant teachers
• Principals
• Non‐teaching Professional Staff
• Remember to end records in the source system when staff
members exit.
Best Practice: Be sure all staff receiving an APPR score is included
in Staff Snapshot before the August 20 deadline. You will not be
able to add 2019‐20 staff after August 20, 2020.
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SIRS‐318 Staff Assignment Report
This collection serves two purposes:
1. Collects data for all nonteaching staff (guidance counselors, social
workers, etc.) for the Personnel Master File (PMF BEDS)
2. Attaches building principals to their students for APPR Purposes
• All non‐teaching professional staff should be reported.
• Do not report clerical staff, bus drivers, maintenance, teaching
assistants, teacher aides, or food service workers
• Anyone listed on this Nonteaching codes document should be
reported:
http://www.p12.nysed.gov/irs/beds/PMF/documents/NonTeachin
gCodes19‐20.pdf
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SIRS‐322 Staff Tenure Report
• Report Teachers and Principals who are pursuing or who have obtained tenure.
• Report Principals with Tenure Area Code: ADT.
• See Teacher Tenure Area codes below
• Usually need to work with HR to receive Staff Tenure extracts from the HR Management
System.
• Allow time to load, correct data, and reload the data
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SIRS‐322 Staff Tenure Summary Report
To be reported for teachers and principals for APPR. This report contains each staff
member’s current tenure status as teacher and/or principal, effective date of the
tenure status, and when their probation ends.
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SIRS‐324 Staff Attendance Report
• Report Teachers ONLY.
• Report full days absent for:
• B: Bereavement
• J: Jury Duty
• M: Maternity/Paternity Leave
• O: Other
• P: Personal Leave
• S: Sick
• Staff Attendance extracts usually comes out of the HR Management System.
• Allow time to load, correct data, and reload the data
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SIRS‐324 Staff Attendance Summary
This report shows full day absences for each teacher.
Report full days absent for:
B: Bereavement
J: Jury Duty
M: Maternity/Paternity Leave
O: Other
P: Personal Leave
S: Sick 62
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BEDS Day Verification Reports
• SIRS‐312 BEDS Day Enrollment Verification Report for State Aid
• SIRS‐313 BEDS Day Enrollment by Location of Enrollment & Student Subgroup
• SIRS –314 BEDS Day Enrollment VR by District of Residence
• SIRS –316 BEDS Day Enrollment VR for District Pre‐K
• SIRS –323 Free and Reduced‐Price Lunch Eligible Students Enrolled on BEDS Day
• Should have the Business Office assist with the verification of these counts.
• “BEDS Day” is always the first Wednesday in October.
• Students are counted in the school or district where they were enrolled as of BEDS
Day, regardless of where the student lives. The student could be the reporting
responsibility of one district but enrolled in another.
• Districts should compare the snapshot reports (.1) to current reports for final
August verification
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BEDS Day Student Enrollment Reports =
FUNDING and Report Card Counts
BEDS Day Determinations
• Counts displayed on the “All Students” line will be used for
State Aid Purposes.
• Subgroups: If a student was a member of a subgroup or
program category (e.g., race/ethnicity, disability, LEP, etc.)
at any point in the school year, then that student will be
counted as a member of that subgroup or program
category for accountability purposes that school year,
provided the student was enrolled on BEDS Day.
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BEDS Day Student Enrollment Verification Reports
1. SIRS‐313 BEDS Enrollment Verification Report by Location of Enrollment and Student
Subgroup
• Determines State Aid by Total Enrollment counts in the “ALL Students Subgroup” *
• Also shows totals for accountability subgroups *
• No PS, GED, homebound, home schooled, or OOD students
2. SIRS‐316 BEDS Enrollment Verification Report for District Pre‐K
• Shows counts for Pre‐K and UPK and Other Universal Pre‐K grant funding
3. SIRS‐323 Free and Reduced‐Price Lunch Eligible Students Enrolled on BEDS Day
• Shows which students were eligible for FRPL on BEDS Day
4. SIRS‐314 BEDS Enrollment Verification Report by District of Residence
• Shows Total Enrollment counts by District of Residence, so you can see which
students your district may be able to charge for tuition.
5. SIRS‐312 BEDS Enrollment Verification Report for State Aid
• Shows in more detail which of your students are enrolled out of district – (you pay
for their transportation and textbooks)
• Shows which students are from other districts (tuition paid to your district)
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BEDS Day Report vs. Snapshot Data
The regular BEDS Day report has the latest counts that will be reported.
Districts should review the regular BEDS Day report for the latest counts that will be reported.
The Snapshot report (the .1) are the counts from the last pull in March.
Best practice suggests that districts look at the .1 snapshot to see if there are any changes to the latest counts.
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Must Do’s – L2RPT Review
Review L2RPT reports on Monday before deadline:
• SIRS 201 Total Cohort (graduation rate, still enrolled counts)
• SIRS‐401 Reasonableness Report (Large Discrepancies from last year to this year)
• SIRS‐312 BEDS Day Report for State Aid (Funding)
• SIRS‐323 Free and Reduced Priced Lunch Eligible Students (Funding)
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Special Ed PD Data System Data
Deadlines
Demographics, Enrollments, and Program Services are due for all SWD’s included in ALL reports
by the final deadline August 20, even those where SE Events are not due until Sept. 17.
VR‐13: (S.E. EOY Snapshot)‐ August 20, 2020 ALL Districts
VR‐15: (COSF Assessment Fact) – August 20, 2020 (check SPP schedule)
VR‐16: (CEIS) – August 20, 2020 (check PD website for list of districts)
VR‐11: (S.E. Events) ‐ September 17, 2020 (check SPP schedule) (4034’s)
VR‐12: (S.E. Events) ‐ September 17, 2020 (check SPP schedule)
VR‐14: (S.E. Events) ‐ September 17, 2020 ALL Districts
• must submit Demographics, Enrollments and Program Services for all SWD’s included in the
reports.
*SPP Schedule: http://www.p12.nysed.gov/sedcar/sppschedule2011‐2019.html
*Schools Required to Certify VR‐16: http://www.p12.nysed.gov/sedcar/forms/vr/1718/html/verif16list.htm
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Many Places for Errors to Hide
1. There are many different
system involved in this
reporting
2. There are different rules
Level 0 Rules
&
SMS System for each system
Business Rules
Regulations 3. There are different people
involved that support
PD Data
Special Ed
System these different systems
System Rules
Reports 4. When there are errors, it
& Compliance
Business Rules
takes some patience and
understanding to uncover
where the error is.
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Certain data comes from your Special Ed System and some data comes from your SMS.
• It is important to know which data comes from which system.
Both sets of data merge when loaded into Level 0.
• It is common to have discrepancies between systems.
• Data will not move if errors are not resolved.
There is no right or wrong, but both systems must match.
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Level 0 Data Merge of 2 Systems
Student Management Special Ed Management
System System
• All Demographic and • Programs Fact Data
Enrollment Data • Type of Disability
including • Section 504 Plan
• Ethnicity • Eligibility for Alternate
• Gender Assessment (0220)
• DOB (Age) • Special Ed Snapshot
• Diploma Type, Graduation
• EOY Snapshot
• Special Ed Events
*Demographic and Enrollment must match in both systems
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378/13/2020
Special Education Data Reminders
• VR 13 EOY snapshot
• all students must have a 5786 –Preschooler w/a Disability (PS) Program Service record
• All students included in your EOY snapshot should be enrolled with a grade level PS when they
were receiving preschool special education services
• VR 11 and 12
• students included in the VR 11 and 12 –need the 4034 by the deadline. You cannot change an
enrollment from 0011 to 4034 after the EOY deadline
• VR 15
• be sure that COSF responses are entered into Assessment Fact.
• VR 16
• CEIS ‐ These students must have a 5753 Program Service Code entered in the Student
Information System. Click here to see a list of districts who need to report in 19‐20
http://www.p12.nysed.gov/sedcar/forms/vr/1920/html/verif16list.htm
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http://www.p12.nysed.gov/sedcar/forms/instructions/instructions
1920.html#vr1
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388/13/2020
Codes and Rules for Inclusion in Report
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Codes and Rules for Students Excluded in Report
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398/13/2020
Special Ed Events Non‐Compliance
From: Marcia Schneider
Sent: Thursday, July 23, 2020 1:05 PM
Subject: Re: Special Ed Events question
We cannot make recommendations related to COVID‐19. The federal government did not implement any
compliant reasons due to COVID‐19 and districts need to pick the best appropriate reason for delays. If
there is noncompliance districts will need to go through the noncompliance review process with their
regional associate. We fully expect an increase in noncompliance for the 2019‐20 school year.
Thanks,
Marcia
________________________________________
Sent: Thursday, July 23, 2020 12:14:53 PM
To: Marcia Schneider
Subject: FW: Special Ed Events question
Hi Marcia‐ what is your recommendation for which reason code to use when evaluations were delayed due
to COVID?
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408/13/2020
A Look Ahead
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Meetings for Next Year
• September 16, 2020 – Wednesday 1:00PM – 3:00PM
• October 28, 2020 – Wednesday 1:00PM – 3:00PM
• December 9, 2020 – Wednesday 1:00PM – 3:00PM
• January 20, 2021 – Wednesday 1:00PM – 3:00PM
• March 3, 2021 – Wednesday 1:00PM – 3:00PM
• April 14, 2021 – Wednesday 1:00PM – 3:00PM
• May 25, 2021 – Tuesday 1:00PM – 3:00PM
• June 23, 2021 – Wednesday 1:00PM ‐ 3:00PM
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418/13/2020
Nassau BOCES DW Contacts
• Phil DeGrazia: 832-2815
• pdegrazia@nasboces.org
• John Cahill: 832-2860
• jcahill@nasboces.org
• Vivian Tripi: 832-2794
• vtripi@nasboces.org
• Mona Baldauf
• Nina Brickley
• Ted DeRidder
• Bill Kramer
• Thomas Dulovic: 832-2865
tdulovic@nasboces.org
• Margarita Pieri: 608-6673
• mpieri@nasboces.org
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