DATA READINESS February 6, 2006 Enrollment and Program Services

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DATA READINESSFebruary 6, 2006Enrollment
and Program Services
Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]
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DO WE HAVE ALL YOUR PAPERWORK?

• DISTRICT DATA ADMINISTRATOR LIST
• NYSSIS AUTHORIZATION FORMS
• SIGN-UP FOR LEVEL 0 TRAINING

Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]
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STATUS OF STUDENT LITE SUBMISSIONS

• Results by Student Management System
• Code Errors
• Changing Codes
• N24 When You Need Scanforms Sorted by a Room
  other than whats on the Level 0 file

Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]
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The Three Data Sets (so far)

• Student Lite Contains demographics
• School Enrollment Contains beginning and ending
  enrollment records, and changes of grade level
  and school
• Program Services Contains services as defined
  in the Data Dictionary pp 36-56.

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Some Ambiguous Data Elements

• SCHOOL YEAR DATES
• ENROLLMENT RECORDS
• OUT OF DISTRICT STUDENTS
• - SEDREF
• STUDENT IDs
• LOCATION CODES
• UNGRADED STUDENTS

Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]
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Essential Rules

• SED School Year The SED school year runs from
  July 1 through June 30 for all records.
• Enrollment records The district of
  responsibility (whoever pays the bills) must have
  a beginning enrollment record per student per
  year. Withdrawals have two records.
• Out-Of-District Students Records must be in all
  appropriate data collection sets.
• Student ID Students records from all sources
  must have the same local student ID for as long
  as the student is enrolled (or re-enrolled) in
  the district.

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Essential Rules

• Location Code
• In-district Must be the 4-digit BEDS building
  code
• Out-of-district Right 6 digits of the SED
  Institution ID (from SEDREF web site)
• Non-Standard Codes DO NOT CHANGE CODES that you
  have already been using!! Use NYSED standard
  codes, if possible. Provide your BOCES Team
  Leader with a translation to the SED codes.
• Leading Zeros Beware! For example Location
  code 0002 is not the same as 002.

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Data Challenges

• Student Lite
• Location ID No blanks
• Grade Level codes Use ungraded (13 or 14) in
  BOTH School Enrollment and Student Lite
• Native language Use standard codes (or provide
  your code with SED equivalent table).
• Duration of LEP If not served, fill with blanks
• Status Must be A or I
• Country of Origin Use standard codes (or
  provide your code with SED equivalent table).

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USING THE SEDREF SEARCH

• http//portal.nysed.gov/pls/pref/sed.sed_inst_qry_
  vw.startup (ctrl-click to link)
• 1. If you know the address/city of the school,
  type in this information instead of the school
  name.
• 2.  If you know the BEDS code, type that code in
  the SED code field to find the Institution
  code.
• 3.  If you know the school district in which the
  special education school might be located, click
  on List next to School Dist Loc Code and
  select the district name.  This will narrow down
  the search for you.
• 4. If you are looking for an out-of-state
  school, narrow your search by typing in a State
  Code (click on List to find the code) and then
  further define the search if you know the city.
• 5.  Schools like DDI and CDD are not listed as
  an abbreviation!  Also, the word center is
  usually CTR developmental is usually
  DVLPTL.   So, using other means of filtering
  will assist in your searches.
• 6.  Using anywhere in a field might also help
  locate a school. See examples on next screen.

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USING THE SEDREF SEARCH
Sample Search Criteria
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SPECIAL ENROLLMENT SITUATIONS ENROLLED AT End
Of Year
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NEW BUSINESS

• ENROLLMENT AND PROGRAM SERVICES
• EXTRACT STATUS STUDENT SYSTEMS
• WHAT WE NEED NOW
• - PROGRAM SERVICES LIST IN PACKET
• - SOURCES FOR THESE DATA ELEMENTS
• - WHAT MIGHT HAVE TO BE ENTERED IN
  LEVEL 0
• BY HAND
• TIMELINES
• EXTRACT STATUS SPECIAL ED SYSTEMS

Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]
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COMING SOONTO YOUR SUPERINTENDENT

• A WELCOME PACKET

Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]
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BREAKOUT SESSIONS

• FIRST TAKE A 5 MINUTE BREAK
• THEN MEET IN THESE ROOMS
• ChanceryLAB 27
• eSchoolData-Room 6
• Infinite Campus, SchoolMax, CimpleLab 19
• Pentamation StudentMain Office Conference Rm
• PowerSchool Conference Room C
• SASI/Centerpoint Conference Room B
• SCHOOLWARE Lab 25

Curriculum, Instruction and Technology Hawthorn
Center 200 Second Avenue, Massapequa Park, New
York 11762 [phone] Fax [phone]