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Current SED Initiatives in Student Data

Current SED Initiatives in Student Data. Tom Ruller NYS Education Department. Current approach/Constraints. PC based systems used for data collection and reporting Use school code plus local ID Works well until the child moves Cannot use SSN

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Current SED Initiatives in Student Data

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  1. Current SED Initiativesin Student Data Tom Ruller NYS Education Department

  2. Current approach/Constraints • PC based systems used for data collection and reporting • Use school code plus local ID • Works well until the child moves • Cannot use SSN • Strong local control with a diversity of local information systems • Respect for well developed systems at the local level, including NYC DOE, with 1.2 million students.

  3. NYS Student Data System Instructional Resources Statewide Data Repository Core Reports Student ID Statewide Data Standards Data Readiness/CIO

  4. Statewide Data Standards • Builds on the LEAP/STEP data standards • Developed by districts, BOCES, RICs, SED • Provides • Data definition • Business Rules and Codes • Mappings • Planned for end of January 2005

  5. District Data Administrator or CIO Quality of information in local district management systems is critical Use statewide data standards to guide local data practices CIO’s Role Understand standards Manage and maintain quality of local systems Interact with RIC warehouse staff for uploads Understand verification reports and other analyses of data Data Readiness/CIO

  6. SED Data Flows Statewide Warehouse RIC Data Warehouse District Systems (SMS, lunch, Part 200, etc.)

  7. 3-8 Score Reporting Web based Capable of producing printed reports Multiple levels of aggregation Multiple factors Basic ad-hoc capability Currently out for bid Other Reporting Web based Verification reports and analysis for state/federal reporting More ad-hoc capability for districts Still a role for BOCES and RICs for detailed analysis and planning Reports and Data Analysis

  8. Level 1 NERIC SCT Broome MORIC CNYRIC District 1 Syracuse District 2 MHRIC District 3 Yonkers StatewideData Warehouse Monroe LHRIC District 1 WFL Level 2 Nassau District 2 Rochester StatewideReports Service District 3 Suffolk WNYRIC Buffalo StatewideRepository NYC Level 3 NYSSIS

  9. Instructional Resources

  10. RIC Data Warehouses Currently operational Statewide Warehouse Summer 2005 3-8 Score Reporting Tools January 2006 Other Reporting Tools December 2005 State Reporting Dates LEAP/STEP - August 2005 PD - December 2005 Data Warehouse STEP/LEAP 2006 BEDS Trial 2006 BEDS 2007 Key Dates

  11. Relies on a standard “student identification data set” Data is submitted through regional student data warehouses and ID is returned to the warehouse. Matching engine uses clues and rules to match students to existing ID Three choices: Match New ID Near match Human review for less than 1% NYS Unique ID System

  12. Security and Confidentiality • NYSED will not have access to any personally identifiable information. This information is available only to school districts.

  13. Local SMS Student ID Data Set eScholar Data Warehouse NYSSIS State ID Near Match Resolution

  14. Student ID Data Set • First Name, Middle Name, Last Name • Guardian Name(s) • DOB • Native Language • Birthplace • Date of first polio immunization • Gender • Ethnicity • Address • Date of first entry to grade 9 • Local student ID

  15. Getting an ID • Bulk submission • Extract the “student lite” data from SMS to the data warehouse. • RIC submits a file containing the student ID data set for each student • Submit via secure FTP • Automatic processing of files each night • Tested on 300,000 record file • Required only for “new” students

  16. ID is returned via a delimited file File contains NYS Student ID and Local ID File is sent back to RIC or school district 8765432109|32908 ID Assignment State ID Local ID

  17. “Near Match Resolution” • System cannot automatically resolve all requests for Ids • Human review is required for those records that cannot be automatically matched • School district personnel will receive training in “resolving the queue” of unmatched records

  18. Testing completed in July 2004 Currently working to assign IDs to records in RIC warehouses Use ID on LEAP and STEP data collection for 2004/05 school year Use ID for all students in Grades 3-12 in school year 2005/06 ID will be used as part of new GR 3-8 assessment program Require IDs for all students in 2006-07 school year Key Dates for Unique ID

  19. Overall Timeline

  20. Contact Thomas Ruller Project Manager New York State Education Department Room 573 EBA Albany, NY 12234 truller@mail.nysed.gov (518) 474-5561 http://www.emsc.nysed.gov/nysstudents

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