Transcript NYS Education Department

New CIO Training
2012-2013
Phase II:
Level 0 Modules & How To Import
Text Files and Correct Import Errors
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Module Data Needed For Our
First Submission
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First Data Submission Due Date: 10/31/2011
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(please also register for one of Mary McGeoch’s BOY CIO meetings)
Modules:
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Demographics (a.k.a. Student Lite) : All student records
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Enrollment (a.k.a. Entry/Exit) : All student records
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Program Fact (a.k.a. Program Services) : All program services, except CTE
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BEDS Day Snapshot Records : BEDS Day Snapshot Records (all classified
students who were enrolled on BEDS Day and receiving SE services)
Demographics (Student Lite)
Demographics (Cont.)
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An * by the field name indicates this field is required
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Never, ever, ever reuse a local student ID. Once a child has been uploaded to
Level 1 with an ID, that ID is gone forever.
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Dates need to be in this format: yyyy-mm-dd
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Location code: Building the child is walking the halls in (a district location code,
0000, can only be used if a child is a grade PS in the determination process,
4034/140 enrollment codes)
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Even though the address and guardian names do not have an * , please report this
information anyway
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Data required for NYSSIS (unique student IDs) are pulled from the demographics
screen (one of the big reasons addresses and guardian names are needed)
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Last Status Date just has to be between the dates of 2012-07-01 and 2012-06-30.
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Dist. Code of Residence: District Code showing what district boundaries the
child’s house is located in.
Enrollment
Enrollment (Cont.)
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An * by the field name indicates this field is required
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Location code: Building the child is walking the halls in (a district location code,
0000, can only be used if a child is a grade PS in the determination process,
4034/140 enrollment codes)
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Dates need to be in this format: yyyy-mm-dd
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Entry and Exit Codes: Very important to know the rules for each code, please see
“SIRS Codes and Descriptions” under the Technical section of the SIRS Manual:
http://www.p12.nysed.gov/irs/sirs/
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Entry or Exit Comments are not required
Program Fact (Program Services)
Program Fact/Services (Cont.)
S An * by the field name indicates this field is required
S Location code: Building the child is walking the halls in.
However, IEP Direct or ClearTrack pulls 0000 for location and
that is fine only in program services.
S Service Provider BEDS Code (State Location ID): Only needed
for “school-level” program services.
S Dates need to be in this format: yyyy-mm-dd
BEDS Day Snapshot
BEDS Day Snapshot (Cont.)
S Any student enrolled, classified, and receiving services on
BEDS Day
S Please see the template for reporting rules if you are
manually entering these records.
S Snapshot date: BEDS Day, 2012-10-03
Where Do I Get These Data Files
From?
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Demographics text file: Comes from your SMS (SchoolTool, eSchoolData,
PowerSchool, etc.)
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Enrollment text files: Comes from your SMS (SchoolTool, eSchoolData,
PowerSchool, etc.)
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Program Fact (Program Services): Can come from three different information
systems (NutriKids, Your SMS, and ClearTrack or IEP Direct)
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BEDS Day Snapshot: Comes from your special education department
information system (ClearTrack or IEP Direct)
I have all the files – What Next?
Step #1: On our website
(dw.neric.org), click
“Level 0(B)”
Step #2: Sign into L0
Step #3: Go to Elect.
Import. Import the Demo
file first, then Enrollment,
then Program Fact, and
finally BEDS Day Snapshot
Importing a Demographic Text File
Step 1: Leave the first
bullet checked
Step 2: Leave the
first bullet checked
Step 3: Browse and find your demographic
(student lite) text file and double click on it
Step 3: Browse and find your demographic
(student lite) text file and double click on it
Importing An Enrollment Text File
Importing PS Text Files
Importing the BEDS Day
Snapshot Text File
Contacts/Cheat Sheets:
S Please see our “Level 0: Importing/Manually
Entering/Uploading/Errors - Cheat Sheets” section on our
Resources/Announcements/Downloads page for Cheat
Sheets covering how to import and upload data:
http://portal.neric.org/sites/services/DW/Pages/Downloa
ds.aspx
S Please email all questions to: [email protected]
S Or call our Data Warehouse Hotline at: 518-862-5409