Data Management & Reporting. Office of School Design and Charter Partnerships July 2018

Transcription

1 Data Management & Reporting Office of School Design and Charter Partnerships July 2018

2 Presenters Erin Cochran Senior Director, Analytics and Data Management Office of School Design and Charter Partnerships Rosanna Castro Senior Director of Operations Office of School Design and Charter Partnerships Tracy Davey Administrative Coordinator Eastern Suffolk BOCES 2

3 Norms 1. If you have questions, please feel free to ask during the presentation. 2. However, we have a lot of information to cover- if you have a big picture question, let us hear it. If you have a student level or a school specific concern, please follow up with us individually. 3

4 Aims Charter staff will be able to: Know the why, how, and when of data management and reporting Understand their resources and where to go if they have questions 4

5 Non Aims We will not cover: Finance/Billing (FAMIS) Special Education (SESIS) Federal Reporting (CRDC) Non-NYCDOE State Reporting (Title I, SSEC) 5

6 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 6

7 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 7

8 Poll 1 Which statement best expresses your confidence in data management and reporting? 1. I have no idea what is happening 2. I know some things but I have many questions 3. This isn t my first rodeo, but I could use a refresher 4. I am an expert and could lead this session 8

9 Data Management and Reporting Why? Impacts families impressions of your charter Can impact city and state decision-making Can impact funding How Multiple NYC DOE systems and tools Contracted vendor We want to help! When Ongoing through the school year It is important that your data be on time and accurate 9

10 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 10

11 Poll 2 How frequently have you (personally) logged into ChIP? 1. It s my favorite website I m there every day 2. Somewhat regularly 3. Occasionally only when the DOE tells me to 4. Not me personally, but I know someone at my school does 5. Is that like Facebook? 11

12 What is ChIP? 12

13 What is ChIP? ChIP stands for Charter Information Portal Launched June 2017 Created to be a system for centralized charter identity management Allow charters to confirm the data NYCDOE has on file Help us to better target communications (and ensure they re actually deliverable!) Will allow charters to centralize interactions with NYC DOE Location for Chancellor-authorized schools to submit accountability documents 13

14 What is ChIP? ChIP is how you communicate with our office about important changes at your school. 14

15 What is ChIP? bit.ly/nyc_doe_chip 15

16 What is ChIP? Information management 16

17 What is ChIP? Chancellor-authorized Accountability Submission 17

18 What is ChIP? Contact management 18

19 What is ChIP? Contact management This is also how you can manage the Charter School Weekly subscriptions for your school. The power is yours! 19

20 Who uses ChIP? Directors of Operations/Operations Managers Data Managers 20

21 How can you make edits in ChIP? Currently we have issued one shared login per DBN (or network) If you can t find the ChIP administrator for your DBN, please CharterData@schools.nyc.gov. Moving in the next few months toward single sign-on Check the C-weekly in the next few weeks for virtual ChIP open houses 21

22 When should you make edits in ChIP? Advertised review/update times (usually summer) When you need to add/remove someone from a C-weekly or other communication list When your school leadership changes When your school moves When your charter is revised Make it a repeatedly-do Recommendation: when you have to re-certify GALAXY, maybe also log into ChIP and confirm everything is up to date? 22

23 Where does ChIP info go? 23

24 What is Find a School? 24

25 What is Find a School? 25

26 What is Find a School? 26

27 Recap Why? ChIP is NYC DOE s central system of charter identity management Informs ATS, School Food, OPT, and Find a School How? Logging into an online portal (bit.ly/nyc_doe_chip) Currently using a shared login but moving to SSO When? Key review periods and as-needed during the year We recommend logging in at least once a month, maybe at the same time that you have to recertify in GALAXY 27

28 Looking Ahead We plan to add the following functionality: Help ticketing Single sign-on Additional integration of secure NYC DOE data releases 28

29 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 29

30 Poll 3 Agree or disagree with the following statement: My charter has processes in place to ensure that ATS is always accurate (or is accurate within a reasonable time). 30

31 What is ATS? ATS (Automate The Schools) is the city-wide student information systems that automates the collection and reporting of data for all students in the New York City Public Schools. ATS will be widely used by staff at the school, including registrars, assessment, transportation, food and immunization coordinators. Most importantly, ATS is the system of record for accountability to the state and federal government. 31

32 New York State Charter Regulation Basic Educational Data Each charter school shall report to the commissioner the following data at a time and in a format prescribed by the commissioner: (1) student enrollment by grade, gender, and race/ethnicity; (2) data on students by district of residence; (3) professional qualifications of each teacher and classes taught by each teacher; (4) the number of students with limited English proficiency; (5) the number of students identified as eligible for free- and reducedlunches; (6) data on technological and media resources; and (7) any additional information prescribed by the commissioner comparable to the data required of the public schools or required by Federal law or regulation. Source: 32

33 Student Information Repository (SIRS) Flow 33

34 Why Do Charter Schools Need ATS? Charter Schools are ultimately responsible for the data submitted on behalf of their school via ATS. Per Pupil Funding Operations/ Compliance NYSED Reporting State Assessments ATS is the system of record for accountability to the state and federal government. 34

35 NYSED Reporting The New York State Education Department (NYSED) collects data from all public schools and districts, including Charter schools, in order to inform: School and district accountability decisions under the Every Student Succeeds Act (ESSA) NYSED State School Report Cards Requests for information from the Board of Regents and state policymakers Public reporting, Freedom of Information Law (FOIL) requests, and data requests from researchers Failure to submit complete and accurate data by the established timelines can result in: Inaccurate accountability designations Misrepresentation of student and school outcomes in public reporting and analysis Inaccurate counts of special populations that inform funding allocations 35

36 NYSED Reporting ATS IMF & SIRS 36

37 Reporting Requirements in ATS Student Demographics: Ensure that sex, date of birth, address, Grade 9 entry, and race/ethnicity data are accurate. Related ATS Screens BIOU 37

38 Reporting Requirements in ATS Student Enrollment: Ensure that admission and discharge information are accurate including dates and codes. Related ATS Screens HIAD 38

39 Reporting Requirements in ATS June graduates: Schools can graduate students in June/August/January. Related ATS Screens GRDT 39

40 Reporting Requirements in ATS Student Program Eligibility/Characteristics: Ensure that ELL students are correctly reported by verifying a non-english home language and NYSITELL data Related ATS Screens RPOB 40

41 Reporting Requirements in ATS Student Program Eligibility/Characteristics: Ensure that Free and Reduced Price Lunch (FRPL) students are correctly reported. Please remember that SFA s must manually enter this information using UPSI. Related ATS Screens RMEL 41

42 Reporting Requirements in ATS Student Program Eligibility/Characteristics: Ensure that students with a parent or guardian on active duty in the military are correctly reported. Related ATS Screens - BIOU 42

43 Reporting Requirements in ATS Student Assessment: Regents, Grades 3-8 ELA and Math, NYSESLAT, NYSITELL, and Grades 4 and 8 Science are processed through ATS. Grades 3-8 NYSAA and secondary NYSAA are handled by the CBT vendor. Related ATS Screens REGT/EM38/SC48/NLAT/ITEL 43

44 Reporting Requirements in ATS Attendance: Charter Schools that use ATS for daily attendance should verify the data in ATS. All other Charter Schools must submit through Level 0. Related ATS Screens - ATTD 44

45 Recap Why? ATS is the system of record for accountability to the state and federal government. ATS data informs accountability designations, public report and analysis, and funding allocations How? Logging in to ATS Consult the ATS Wiki if you have questions Please if you have questions the ATS help desk is not always aware of charter-specific protocols 45

46 Recap (continued) When? Any time you make a change to student-level information in your own SIS Home languages Home phone numbers End of year reconciliation You have to create processes to make sure that changes are updated throughout your systems. 46

47 Like that? Come to our in-depth trainings Tuesday & Wednesday - Next Week 131 Livingston Room 208 Times vary Register via Charter Schools Weekly link or send an to CharterSchools@schools.nyc.gov 47

48 Seventh Inning Stretch 3 minutes 48

49 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 49

50 Poll 4 Has your charter worked with Eastern Suffolk BOCES? 1. Yes, a lot! 2. Yes, once or twice 3. I know that they re there but we haven t really used them 4. Eastern Suffolk BOCES who? 50

51 Student Information Repository (SIRS) Flow 51

52 Level 0/Eastern Suffolk BOCES NYC DOE has contracted with Eastern Suffolk BOCES to support NYC charters in submitting data templates to NYSED These templates feed into NYSED s SIRS (Student Information Repository System) Some vital data collections previously done in IMF are now being done through SIRS Some of the data collection for ESSA is being done through Level 0 (i.e., suspension data, advanced course information) 52

53 Level 0/Eastern Suffolk BOCES Key data collected: Staff assignment Staff snapshot Staff attendance Student daily attendance (incl. suspensions) Course information and outcomes Other changes as NYSED changes its requirements 53

54 NYSED Report Card 54

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60 Key Upcoming Deadlines Item Reporting Year Date All Final SIRS EOY Data Due SIRS EOY Data Statement of Certification /8 (Recommended due date) 8/22 (Final due date) /7 Staff Snapshot October Staff Evaluation October Statement of Confirmation on Staff Evaluation October 60

61 Upcoming Trainings 61

62 Recap Why? SIRS submissions inform state reporting on your charter Some of the data for ESSA is reported via Level 0 Some data may impact funding How? Complete templates or manual entry through Level 0 with Eastern Suffolk BOCES Your SIS may have a button to automatically generate the template! When? Key submission dates throughout the year 62

63 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 63

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65 School Quality Report Free advertising for your charter Linked from the Find a School page A way to better understand your charter s performance in the context of the city and the district 65

66 School Quality Report 66

67 School Performance Dashboard 67

68 Enrollment Processes Charter students can (and do) participate in the NYC DOE middle (MS) and high (HS) school enrollment processes To facilitate this, charters provide NYC DOE with information regarding course outcomes and behavior on their 4 th and/or 7 th graders Charter participation in the MS/HS enrollment processes ensures that students and families have choice. 68

69 NYC DOE Data Collection For charters open in Ongoing now! Due 8/8 You may not need to submit anything! Take our choose your own adventure survey to get a customized recommendation for submission ( Multiple pathways for submission: ATS Level 0/Eastern Suffolk BOCES MySchools (formerly SEMS) Excel data collector (available in ChIP) 69

70 NYC DOE Data Collection - Survey 70

71 NYC DOE Data Collection Example Survey Response 71

72 NYC DOE Data Collection Example Survey Response 72

73 NYC DOE Data Collection Example Survey Response 73

74 NYC DOE Data Collection Example Survey Response 74

75 NYC DOE Data Collection Example Survey Response 75

76 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 76

77 Activity 10 minutes Part 1-5 minutes In groups of 3, discuss the data management practices at your charter (either what you have or plan to adopt) to support this ongoing data reporting. Some thought starters for discussion: 1. What are some practices that your charter has or plans to adopt to streamline this type of reporting? 2. What are some lessons learned your charter has regarding data management and reporting? 3. What are your data management concerns as you look ahead to the next year? 77

78 Activity 10 minutes Part 2-5 minutes Share-out. Please have one group member in each group share: Something that resonated with you, Something you plan to bring back to your charter, or Anything else that you want to share 78

79 High level tips In whatever SIS your charter uses, please keep the OSIS tagged to the student Keep your data up to date during the year! It s much easier to make a few changes every few weeks than to wait for changes to accumulate Make sure that your SIS and ATS are aligned with timely updates Remember that reporting is always done at the DBN level Don t leave the reporting ask until the last minute! Save time to ask questions, iron out reporting bugs, or collect data you may not have anticipated needing to report 79

80 High level tips When you have a question, come to us first so we can properly direct you Read the Charter Schools Weekly It s our only method to communicate with you We are always sure to include detailed information about reporting requirements 80

81 Agenda 1. Data Management & Reporting Overview 2. Charter Information Portal (ChIP) 3. ATS Compliance 4. State Reporting 1. Level 0 & Eastern Suffolk BOCES 5. Other NYC DOE Reporting 1. School Quality Report 2. Enrollment Processes 6. Quick Hits Data management best practices 7. Conclusion 81

82 In Conclusion Key Contacts: for ChIP and SQR/enrollment questions or for ATS and other operations questions for SIRS- or NYSED reporting questions 82

83 Poll 5 How helpful was this session? 1. Really helpful! 2. I got some stuff out of it but not as much as I wanted 3. Not helpful at all 4. Other 83

84 Closing Poll What additional training(s) would you like to see NYC DOE lead? 84