The state education department



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Table of Contents


Table of Contents 4

Chapter 1: What Is SIRS? 7

SIRS Data Flow 9



Chapter 2: Student Reporting Rules 10

Guidance on the Role of District Data Coordinator 10

Who Must Report Student Data Using the SIRS? 11

Table of Reporting Responsibility for School-Age Students 15

Table of Reporting Responsibility for Preschool-Age and Prekindergarten Students 27

Accelerated Students 30

Accommodations 31

Appeal to Graduate with Lower Score on Regents Exam 31

Backmapping for Feeder Schools 33

Career Development and Occupational Studies (CDOS) 33

Career and Technical Education (CTE) Students 33

Career Pathways 36

Charter School Students 36

Continuous Enrollment at the Elementary/Middle Level 36

Court-placed Students 39

Daily Attendance 40

District of Residence Codes 40

Dropouts/Noncompleters 42

Elementary/Middle-Level Students 43

English Language Learner (ELL) Students 43

Foreign Exchange Students 48

Free or Reduced-Price Lunch Students 49

Graduates 50

High School Equivalency (HSE) Students 50

Recipients of High School Equivalency diplomas with a reason for ending program service code of 700 who also receive the Career Development & Occupational Studies Commencement Credential while enrolled in an AHSEP program should also be reported with the credential awarded (Credential Type Code 738 — High School Equivalency Diploma (GED)). 51

Home-Schooled Students 51

Homeless Students 52

Immigrant Students 52

Job Corp Program Students 52

Long-Term Absent Students 53

Migrant Students 53

Neglected/Delinquent Students 53

New York State Alternate Assessment (NYSAA) 53

Nonpublic School Students 54

“Online” Schools 55

Postsecondary Students 55

Preschool/Prekindergarten/Universal Pre-K 55

P-Tech Programs 56

Racial/Ethnic Groups 57

Repeaters 57

Safety Net Options 58

Seal of Biliteracy 58

Secondary-Level Students 59

Students Over 21 Years of Age 60

Students with Disabilities 60

Summer School Students 61

Supplemental Educational Services under NCLB 62

Suspended Students 62

Transfer Students 63

Transgender Students 64

Ungraded Students 65

“Validity Rules”: Reporting Students with Valid or Invalid Scores 66

Walk-in "Enrollments” 72

Chapter 3: Staff Reporting Rules 73

Chapter 4: Data Elements 81

Chapter 5: Codes and Descriptions 108

Accommodation Codes and Descriptions 108

Assessment Language Codes and Descriptions 109

Assessment Measure Standard Codes and Descriptions 110

Assignment Codes and Descriptions 126

Assignment Grade Level Codes and Descriptions 132

BOCES District of Responsibility Codes 133

Career and Technical Education Program Service Codes 134

Career Path Codes and Descriptions 145

Country of Origin Codes and Descriptions 146

Credit GPA Codes 155

Day Type Codes 156

District of Residence Codes 157

Employment Separation Reason Codes and Descriptions 173

Enrollment (Beginning and Ending) Codes and Descriptions 174

Evaluation Criteria Codes and Descriptions (3012-c) 188

Evaluation Criteria Codes and Descriptions (3012-d) 189

Evaluation Group Code 191

Grade Level Codes and Descriptions 192

Grade Type Codes and Descriptions 193

Language Codes and Descriptions 194

ELL Status Exit Program Service Codes 205

Marking Period Numbers and Descriptions 207


207

Postgraduate Plan Codes and Descriptions 208

Program Service Codes and Descriptions 209

Race Codes and Descriptions 230

Reason for Ending Program Service Codes and Descriptions 231

Staff Attendance Codes and Descriptions 232

Staff Education Level Codes and Descriptions 233

Standard Achieved Codes and Descriptions 234

Student Attendance Codes and Descriptions 238

Tenure Area Codes and Descriptions 239

Tenure Status Codes and Descriptions 240

Term Codes and Descriptions 241

Chapter 6: New York State Accountability 242

Appendix I: Assessment and Reporting Timelines 243

Appendix II: Sources for Data Reported in the Report Cards 249

Appendix III: Contact Information 250

Appendix IV: Select Federal and State Reporting Requirements 252

Appendix V: Cohort Definitions 257

Appendix VI: Terms and Acronyms 263




Chapter 1: What Is SIRS?


The New York State School Information Repository System (SIRS) provides 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. Data in the repository are available only to users with a legitimate educational interest. Local Education Agencies (LEAs) must use this system to report certain data to the New York State Education Department (NYSED). LEAs are administrative bodies governing over a school setting and include public school districts, charter schools, nonpublic schools, BOCES, the New York State School for the Deaf, and the New York State School for the Blind. Certain State agencies (e.g., Office of Children and Family Services, Department of Corrections, Office of People with Developmental Disabilities, Office of Mental Health). Approved private schools that provide educational services to court-placed students pursuant to Article 81 may also serve as an LEA and must report data using the SIRS. Nonpublic schools with students who participate in State assessments in elementary/middle-level English language arts (ELA), mathematics, science, or secondary-level Regents exams and/or issue Regents or local diplomas must report these data using the SIRS.
Personally identifiable data in SIRS are available only to users with a legitimate educational interest.

The New York State Student Identification System (NYSSIS) is a key element of SIRS. NYSED developed this program to assign a stable, unique student identifier to every student reported in the SIRS. These students include all preschool students referred to the Committee on Preschool Special Education (CPSE) for determination of eligibility for preschool special education, prekindergarten through grade 12 public school students, participants in an approved High School Equivalency (HSE) program in New York State, and nonpublic school students whose assessment data are reported through the SIRS. Unique identifiers enhance student data reporting, improve data quality, and ensure that students can be tracked longitudinally as they transfer between LEAs. In the SIRS, each student record is uniquely identified with a 10-digit NYSSIS number assigned when the student first enters a State public school, public agency, child-care institution that operates a school, or participating nonpublic school.



SIRS Levels

There are multiple data collection points within the SIRS. Most LEAs have local School Management Systems (SMSs) in which they collect student demographic, school enrollment, programs, assessment performance, and other data. Most LEAs also have finance or Human Resource (HR) systems that contain staff data. LEAs with local systems generate extracts in standardized template formats to load data into the SIRS. These data extracts may be loaded into “Level 0” or directly into “Level 1” of the SIRS. LEAs without local SMSs can manually enter data directly into Level 0.


Level 0 is a Web-based application hosted by the Regional Information Centers (RICS): South Central (SCRIC), Central New York (CNYRIC), Eastern Suffolk (includes Syracuse), Lower Hudson (LHRIC), MidHudson (MHRIC), Mohawk/Madison-Oneida (MORIC), Nassau, Northeastern (NERIC), Greater Southern Tier (GST), Wayne Finger Lakes (Edutech), Monroe, Western New York (WNYRIC) (Buffalo and Rochester). It provides LEAs with the ability to enter (or load) and validate data against New York State (NYS) data collection formatting and business rules. Level 0 may also be used to collect additional data that may not be available in electronic form, such as teacher evaluation data. Validated data are exported from Level 0 in a format that can be loaded directly into the Level 1 repository.
Level 0 Historical is an application available at https://l0historical.nyseddata.org/ that provides the sole process for updating individual student and Staff Evaluation historical data that currently resides in the data warehouse. Historical records are defined as any data warehouse record submitted prior to the current school year. The data areas currently available for view and/or update are Student (Demographic, Enrollment, Programs Fact, and Assessment Fact) and Staff Evaluation. Once authenticated as a valid user, authorized users can access SIRS school district information using district name, school year, and either local student ID or state TEACH ID as identifiers. Historical information will be displayed for the identified student and may be updated according to the Level 0 business rules that exist for each school year. Help screens are available within the application or users can contact their local Level 1 data center for additional assistance.

Level 1 is a series of regional repositories hosted by many of the local data centers: South Central RIC, Central New York RIC, Eastern Suffolk RIC (includes Syracuse), Lower Hudson RIC, MidHudson RIC, Mohawk/Madison-Oneida (MORIC), Nassau RIC, Northeastern RIC, New York City, Western New York RIC (includes Buffalo, Greater Southern Tier RIC, Monroe RIC, Rochester, and Wayne Finger Lakes RIC), and Yonkers. Level 1 repositories include, at a minimum, all the data elements defined in “Chapter 4: Data Elements” for State reporting requirements. Users of the Level 1 repositories may also include additional data elements to meet local or regional needs, including data collected for local data analysis and reporting or pre-printing scannable assessment answer sheets. The demographic data elements are also used to match to existing or create new NYSSIS IDs. Data are loaded into Level 1 repositories using data templates and load plans provided by eScholar®, which define not only student demographic, enrollment, program, and assessment data that are stored in SIRS, but also course, attendance, staff, and teacher evaluation data as SIRS continues to expand. All entities that report data to the SIRS must participate in a Level 1 repository. Any LEA that is not a Level 1 data center must contract with a Level 1 data center to report data to SIRS. These repositories are used to prepare data for submission to the Level 2 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 required student data from Level 1 are combined. Level 2 also uses the eScholar® data warehouse system. This level holds records for all students, teachers, and non-teaching professionals. In the Level 2 repository, each student record is uniquely identified with a 10-digit NYSSIS number. Currently, Level 2 provides data for many purposes including, but not limited to, developing The New York State School Report Card; determining the accountability status of public and charter schools and districts; reporting Institutional Master File (IMF) and Personnel Master File (PMF) data; determining teacher and principal accountability; linking student data with those of teachers and principals; meeting federal reporting requirements; informing policy decisions; and meeting other State needs for individual student data.

SIRS data are available to authorized users in: 1) the Level 2 reporting (L2RPT) environment, a statewide Web-based data reporting service hosted regionally at Level 1 data centers, which provides LEAs and other personnel with reports using data in the Level 2 Repository; 2) the PD System, a NYSED-hosted series of online reports on special-education assessments and performance metrics, with timelines and details of services provided; and 3) the UIAS (Unique Identifier Audit System) reports, which focus on data quality by notifying LEAs about potential errors in select reporting rules, based on the current state of NYSSIS IDs in Level 2 enrollment records.



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