The state education department
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- Chapter 1: What Is SIRS
- SIRS Levels
- SIRS Data Flow
Table of ContentsTable of Contents 3 Chapter 1: What Is SIRS? 6 SIRS Levels 6 SIRS Data Flow 8 Chapter 2: Student Reporting Rules 9 Guidance on the Role of District Data Coordinator 9 Who Must Report Student Data Using the SIRS? 10 Table of Reporting Responsibility for School-Age Students 13 Table of Reporting Responsibility for Preschool-Age and Prekindergarten Students 27 Accelerated Students 31 Accommodations 32 Accountability Inclusion/Exclusion for Participation/Performance at the Elementary/Middle Level 33 Appeal to Graduate with Lower Score on Regents Exam 35 Backmapping for Feeder Schools 35 Career and Technical Education (CTE) Students 36 Charter School Students 39 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 44 Foreign Exchange Students 49 Free or Reduced-Price Lunch Students 49 Graduates 50 High School Equivalency (HSE) Students 50 Home-schooled Students 51 Homebound (Home-Tutored) Students 52 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 55 “Online” Schools 55 Postsecondary Students 55 Preschool/Prekindergarten/Universal Pre-K 56 Racial/Ethnic Groups 57 Repeaters 57 Safety Net Options 57 Secondary-Level Students 58 Students Over 21 Years of Age 59 Students with Disabilities 59 Summer School Students 61 Supplemental Educational Services under NCLB 62 Suspended Students 62 Transfer Students 62 Transgender Students 64 Ungraded Students 64 “Validity Rules”: Reporting Students with Valid or Invalid Scores 68 Walk-in "Enrollments” 71 Chapter 3: Staff Reporting Rules 72 Chapter 4: Data Elements 77 Chapter 5: Codes and Descriptions 101 Accommodation Codes and Descriptions 101 Assessment Language Codes and Descriptions 102 Assessment Measure Standard Codes and Descriptions 103 Assignment Codes and Descriptions 119 Assignment Grade Level Codes and Descriptions 125 BOCES District of Responsibility Codes 126 Career and Technical Education Program Service Codes 127 Career Path Codes and Descriptions 138 Country of Origin Codes and Descriptions 139 Course Codes and Descriptions 145 Credit GPA Codes 148 Day Type Codes 149 District of Residence Codes 150 Employment Separation Reason Codes and Descriptions 166 Enrollment (Beginning and Ending) Codes and Descriptions 167 Evaluation Criteria Codes and Descriptions 180 Grade Level Codes and Descriptions 181 Grade Type Codes and Descriptions 182 Language Codes and Descriptions 183 ELL Status Exit Program Service Codes 194 Marking Period Numbers and Descriptions 196 196 Postgraduate Plan Codes and Descriptions 197 Program Service Codes and Descriptions 198 Race Codes and Descriptions 217 Reason for Ending Program Service Codes and Descriptions 218 Staff Attendance Codes and Descriptions 219 Staff Education Level Codes and Descriptions 220 Standard Achieved Codes and Descriptions 221 Student Attendance Codes and Descriptions 225 Tenure Area Codes and Descriptions 226 Tenure Status Codes and Descriptions 227 Term Codes and Descriptions 228 Chapter 6: New York State Accountability 229 Appendix I: Assessment and Reporting Timelines 244 Appendix II: Sources for Data Reported in the Report Cards 250 Appendix III: Contact Information 251 Appendix IV: Select Federal and State Reporting Requirements 253 Appendix V: Cohort Definitions 258 Appendix VI: Terms and Acronyms 264 Chapter 1: What Is SIRS?The New York State Student 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 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) and 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 who participate in State assessments in elementary/middle-level English language arts (ELA), mathematics, science, or secondary-level Regents exams 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 the SIRS. NYSED developed this system to assign a stable, unique student identifier to every student reported to SIRS. These students include all preschool students referred to the CPSE for determination of eligibility for preschool special education, to every prekindergarten through grade 12 public school student, to every participant in an approved High School Equivalency (HSE) program in New York State, and to every nonpublic school student whose assessment data are reported through 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 LevelsThere are multiple data collection points within 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 SIRS. These data extracts may be loaded into “Level 0” or directly into “Level 1” of 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 is 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 SIRS (school districts, charter schools, State agencies that operate educational programs, nonpublic schools that administer State assessments, BOCES, and child-care institutions that operate a school) 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 (Pupils with Disabilities) 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. SIRS Data Flow
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