Transcript What is the Data Warehouse?

What is the Data Warehouse?
The Region Serviced by the NERIC
Agenda
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Overview of the Data Warehouse
Role of the CIO
NYSSIS
Template overview
Level 0
GrowNet
Testing
What is a Data Warehouse?
• A data warehouse is a storage facility or
repository that maintains large quantities
of data that would typically reside in a
number of disparate locations.
• Captures data required by the state for
reporting and accountability purposes
(e.g., NCLB), and also assorted data as
deemed appropriate at the regional level.
Impact of the Data Warehouse
• Allows for the merging of data sets and data
sources that are otherwise difficult to combine or
compare
Conduct longitudinal analysis of students and
programs
Compare different performance indicators
• Generate ALL testing information from records
submitted to the Data Warehouse
• District accountability will be determined based
on Data Warehouse info
• Data collected on a monthly basis
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New Terminology
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Level 0/Toolkit
Level 1
Level 1C (container)
Level 2
Level 3
NYSSIS
eScholar
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nySTART/GrowNet
Data Mentor
Location Codes
Templates:
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Demographic
Enrollment
Program Services
Assessments
• Source Systems
Level 1
District 1
District 2
NERIC
SCT
Broome
MORIC
CNYRIC
Syracuse
MHRIC
District 3
Yonkers
Statewide Data
Monroe
Warehouse
District 1
LHRIC
WFL
District 2
District 3
Nassau
Level 2
Rochester
Statewide Reports
Service
Suffolk
NYC
Statewide Repository
Level 3
Student ID System
NYSSIS
WNYRIC
Buffalo
Documentation
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Data Dictionary
Guidelines for Extracts
Policy Manual
NYSSIS User Manual
Level 0 help
http://dw.neric.org
Data Warehouse – District Role
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Establish CIOs
Create District level data teams
Submit various Student information
Resolve NYSSIS “Near Matches”
Chief Information Officer
• Point person to interact with RIC Data Warehouse Staff
• Should not be in addition to another full time job
• Lead District Team to manage, maintain and provide quality
data
• Have authority to make executive decisions related to the
collection, maintenance, dissemination and utilization of
data
• Understand the established standards
• Understand verification reports and other analyses of data
• Possess some level of technical skill
Who is on the district data team?
• Key Personnel:
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Clerical
School Administration
Student Systems
Special Education
Guidance
Curriculum
Data Coordination
(LEAP, STEP)
– Testing Coordinator
– Reading First staff
(where applicable)
Source Systems
• What kinds of data does your district collect?
• Do you store all the required data elements?
• What student management systems are used in
your school or district?
• Where are the data stored?
• Who has access to the data?
• How will you get it in the proper format required
for the warehouse?
• How will you get the data to the warehouse?
“Old habits die hard”
• At this point, the data warehouse is as much, if
not more about culture change than it is about
being a data repository
• It is forcing districts to look at their data, and their
processes in ways they never had to in the past
• It is also forcing district personnel to be very
accurate with coding, classifying, and enrolling
students
• It has led to countless enrollment and
accountability questions (I.e. homeschoolers,
homebound, out of district, GED, ungraded
(testing), etc.)
Experience Helps
• Years behind us
• Many more changes ahead
Why am I doing all of this
anyway?
What is behind it all?
• NYS History
• No Child Left Behind
• The desire to improve instruction.
A Brief History
• Pre-2001 –Business trade magazines develop crude
“School Report Cards” as part of an overview of
communities. Districts and eventually the State catch
wind of this and begin to use report cards for further
data collection and analysis. More and more data
elements are added to these report cards over time.
The press starts to broadcast the results and
suddenly the report cards take on new meaning.
Nobody wants to be on the “bad schools” list.
A Brief History
• 2001 – NYS implements a statewide system of
School Accountability for Student Success (
SASS). Schools that do not make adequate
yearly progress based on standards and
assessments put in place by NYS will receive a
School Under Registration Review ( SURR)
status. This data driven system establishes a
framework for accountability.
A Brief History
• 2001- President Bush announces HR 1 or the No Child left
Behind act. NCLB requires states, districts, and schools to
ensure that all students demonstrate proficiency in math
and reading/language arts by 2013-2014. Schools must
demonstrate adequate yearly progress toward achieving
the proficiency goals set by the state for each student
subgroup. If any subgroup fails to meet the adequate
yearly progress target, the entire school fails to make
adequate yearly progress. Schools that receive Title I
funds and fail to achieve adequate yearly progress for two
consecutive years will be identified as in need of
improvement. These schools and schools that continue to
fail to demonstrate adequate yearly progress are subject
to multiple requirements and sanctions.
http://www.ncacasi.org/documents/nclb
A Brief History
• 2002-2003 – NYS implements NCLB
accountability and testing. Starts to collect
data through LEAP and STEP to help ease
the burden of data collection and to
provide analysis tools
• 2004 – Introduction to the creation of a
State Wide Data Repository for student
data and the establishment of unique
student identifiers (NYSSIS)
A Brief History
• 2005-06 – Start of use of the State Wide
Repository System ( Data Warehouse) to
collect K-8 data. Also, the establishment of
NYSTART, a state wide reporting tool for
individual and aggregate assessment data.
• 2006-07 – Collection of K-12 data in Data
Repository for all NCLB reporting
requirements.
So what does this give you?
• Longitudinal data
• Records of strengths and weaknesses from the
student level to the district level
• The ability to use this data for student
improvement.
NYSSIS
• New York State Student Identification System
• Unique 10 digit identifier
• Statewide
NYSSIS
• Relies on a standard
• NYSSIS Matching engine
“student identification data
uses clues and rules to
set” of 23 elements
match students to existing
ID
• This “data set” is taken from
the Demographic template • Three choices:
– Match
• Data is submitted through
the NERIC (level 1) data
– New ID
warehouse and ID is
– Near match
returned to the warehouse
• Human review for less than
1%
How Do I Resolve a Near Match?
Steps:
• Go to https://ws04.nyenet.state.ny.us/
which can be found on the LINKS page
of our website, http://dw.neric.org.
• Click on Access My Account
Steps:
• Enter your username and password
Steps:
• Click NYSIS Access
Resolving a Near Match
• From this screen, click the Queue button
• These are the Near Matches
• Click on Candidates next to each name
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Opens with your data
Date submitted to NYSSIS
Student to Compare to
Click Compare
• Record to compare with.
Your Data
Data you are
comparing
to
• After comparing all information and doing any
necessary research, if they are the same student,
click Confirm Match at the bottom of the screen.
• If it is not the same student but a New Student, click
Return to get to the previous screen.
• Click on New Student
Important…
• It is important that you research these situations
carefully and thoroughly.
• Use all the data provided to make your decisions. You
might have to contact other districts.
• The process of splitting two unique students from
the same ID or removing one ID from a student that
was given two is complicated.
• Once you click either Confirm Match or New
Student, you will confirm by clicking Yes.
• Match Confirmed, ID assigned. Click Return to
Queue
What are Location Codes?
Location codes:
• Are numbers/letters created by you
• Can be UP TO 6 numbers or letters
• Should be named specifically
Location Codes:
• Represent the BEDS code of the school
building or BOCES
– Ex: the location code of 42 represents your HS
whose BEDS code is 123456789012
• Show where each student is enrolled
• Distinguish between different entities
How Do I Create Location Codes?
Download the Location Code Key
from our website
http://dw.neric.org
It will look like this:
Location Code Name
001
Sample HS
0888
Home Schooled
5
Parsons Healy House
BEDS Code
987654320001
987654320888
010100100027
DIRECTIONS
* Add any new locations to be added to your Location Code table. This must include the L
* Location Codes can be up to 6 characters.
* BEDS codes can be found at SED's site: http://portal.nysed.gov/pls/pref/SED.sed_inst_
* Email this file to [email protected]
* In the subject line of the email, put "YOUR DISTRICT NAME Location code update"
* Assuming the changes are accepted, you will see these reflected in Level 0 the next bus
How to fill out the form
• Erase all the sample data
• In the first column, put your Location Code
• In the second column, put the specific name of the location
– If the location is a BOCES classroom in a public school, you may want to
identify the name as “BOCES – Main Street HS”, or something to that effect
• In the third column, put the BEDS code of the location
– For BOCES locations, always use the generic BOCES BEDS code
Location Code Name
BEDS Code
42 Sample School
123456789123
43 BOCES - Main Street HS
987000000000
What to do next?
• Save the file with your District in the file name
• Email the file to [email protected]
• Put your District name in the title of the email
(e.g., “YourDistrict Location code update”)
Tips
• Only send Additions – do not send your whole
list of location codes.
• Look for BEDS codes at
http://portal.nysed.gov/pls/pref/SED.sed_inst
_qry_vw$.startup
• DO NOT USE feeding sites or inactive codes
from this site.
Tips cont..
• You must use Building level BEDS codes except for
BOCES and BOCES classrooms.
• BOCES and BOCES Classrooms must use the district
level BOCES code. (ex: 019000000000)
• If you have more than one location in the same
BOCES region, you must designate one of the
locations as the PRIMARY location and the others as
the SECONDARY locations.
What?
• For example: If you have 3 out-of-district
placements and all of them are in the Cap Region
BOCES, you would designate one of them as the
Primary (think first, not elementary) code. The
others you would mark Secondary (think second,
not high school). It would look like this:
Location Code
42
43
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45
Name
BEDS Code
Sample School
123456789123
BOCES-Other School
019000000000 Primary
BOCES - Next School
019000000000 Secondary
BOCES -Another School
019000000000 Secondary
RULES
• NEVER CHANGE LOCATION CODES
• BE CONSISTENT WITH YOUR NAMING
CONVENTIONS
• NEVER CHANGE LOCATION CODES
What to expect
• You should see your new location codes in
Level 0 by the next day if there are no
concerns with your file.
• Please submit files before 3:30 for that to
happen.
• You can find them easily in Level 0 in any of
the three areas ( Demo, Enroll, or PS) under
Location code.
How Do I Find BEDS Codes?
Resources
• http://dw.neric.org has a list of BOCES and
out-of-district placement BEDS codes.
• State Ed Portal at
http://portal.nysed.gov/pls/pref/SED.sed_inst
_qry_vw$.startup
• The above link is also available on our website.
How to Use the Portal
• In the first field, type the exact name of the
institution that you are looking for with %
signs at the beginning and the end.
How to Use the Portal
• Click Find at the bottom of the screen to
show your results
Feeding sites and Inactive codes are not
valid and won’t be accepted.
 Do not use the Institution ID. You must click
on the name of the Institution you choose
to see the BEDS code.
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• Once on the next page, look for “SED Code”. The
bold 12 digit number next to that is the BEDS
code.
What are the Templates?
Templates
• Template is a pattern or a model. Our
templates show what data is required and
model how the data should be formatted.
• 6 templates – Demographics, Enrollment,
Program Services, Assessment, and 2 new
ones for Special Ed.
• Excel spreadsheets available on our website.
What is collected in the DW?
6 “Templates” of data
• 1) Student Lite template, aka Demographics
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Name
Date of Birth
Ethnicity
Address
Home Language
Date of entry into Grade 9
Inoculation Date
Local student ID
Location of student
• NYSSIS IDs are generated based on this data
2) Enrollment Template
• Beginning date(s) of enrollment during the
current school year (i.e., 2006-07)
• End date(s) of enrollment
• Reasons why
– How are students coded when they enter and
leave, such as, entering from a public school in
NYS, or leaving to attend a non-public school.
3) Program Services
• Must have a beginning date during the current
school year (similar to enrollment template), CAN
have an end date
• Examples of types of data collected via Program
Services:
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Disability
Poverty
Level of integration
LEP/ELL Status
Title 1
Alternate Assessment Eligibility
CTE codes (required in DW 2006-07)
4) Assessment Template
• Assessment information (both aggregate
and item level)
– Examples of types of data collected via
Assessment:
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3-8 Math/ELA
Science 4/8
Social Studies 5/8
NYSESLAT
Reading First
Regents (new for 06-07 – includes Summer School)
– Districts that do not use NERIC to scan their
assessments have to provide this data in
template form
5&6) Special Education Templates
• New this year
• Will collect data from the PD ¼ reports
• Will be used only twice a year.
What is Level 0?
Level 0
• A tool to format and move data from the
school districts to the data warehouse.
• A place to store student demographic,
enrollment, program service, and assessment
information.
• Is NOT a robust reporting tool.
https://level0.neric.org
• You will need to fill out a form on our
website to get a username and password
Two types of Level 0 accounts
• Generic
– Can load, change, and view data. Cannot “lock and
load” data to Level 1
• Dist. Admin/Upload
– All the rights of Generic User, can also “lock and
load” data
When making changes in Level 0…
• In Demographics
– “lock and load” Demographic data
• In Enrollment
– “lock and load” Demographics & Enrollment
• In Program Services
– “lock and load” Demographics, Enrollment, AND ALL
PROGRAM SERVICES
• In Assessment
– “lock and load” Demographics, Enrollment, and
Assessment
Main Menu
• Electronic Data Import and Validation adds
data into Level 0 by importing text files.
• Manual Data Input and Validation allows
manual changing of individual student
records
• Data Preparation for Level 1 prepares the
data in Level 0 for submission to the RIC
and makes a copy of that data for Level 1
• Reports provides rudimentary reports of
what is in Level 0. There are no analysis
tools.
• There are 4 areas where data can be
entered. Demographics, Enrollment,
Program Service and Assessment
• Demographics contains basic data about
the student such as name, address, birth
date, gender, grade, etc…
• Enrollment contains the actual location of
the student and any movement activity the
student makes.
• Program Service includes all special services that
the student receives. This includes Special Ed,
Title 1, LEP, 504 services and more.
• Assessment holds test information and
scores that are not scored by NERIC such as
the 5th grade SS or the Regents tests.
nySTART
User Types
• There are 5 different user types with different
access levels and system privileges
• The first two can create and administer accounts.
1. Executive User (Superintendent, Principal)
2. Account Administrator
3. Limited Staff User
4. Teacher
5. Staff User
1) Executive User
• Executive Users for each entity
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RIC: RIC Director
BOCES: District Superintendent
District: Superintendent
School: Principal
– School superintendent and district administrators can
see principal’s accounts in each component school.
2) Account Administrator
– Staff to whom the Executive has delegated
authority to create and administer accounts for the
entity
– Cannot administer the Executive’s account
– Otherwise, Account Administrator has the same
privileges as the Executive at that entity
• Administrative privileges
• Data access privileges
Executive User/Account
Administrator
– The Executive User and Account
Administrator can
• Create accounts
• Administer accounts
– Edit accounts (account information, such as position,
or access)
– Set temporary passwords
– Suspend accounts
– Delete accounts
Executive User/Account
Administrator
– Can see Aggregated Student Data and Individual
Student Data within the entity
• i.e. School superintendents can drill down to school roster
reports and individual student reports
– At RICs, Districts, and Schools, can view Verification
Reports
– BOCES Executive Users cannot view individual student
data
• Mid-September, the School District Account Administrator can
create setting for District Superintendent to view their
individual student data, if desired.
3) Limited Staff User
– This user type is the most limited.
– Can only see aggregated student data for all
students at all grade levels within the entity
(district or school)
– Appropriate for staff that do not generally
work with individual students
– Self-management of account
• Edit own information (name, email address, etc)
• Change password
4) Teacher
– Can see aggregated data for the whole school and
Individual Student Data for authorized grades
• Access individual student data for the grade indicated on the
invitation letter and also for one grade below.
• The fourth-grade teacher in 2006-07 can see the test results for
students who took third and fourth grade tests in 2005-06.
• The fourth grade teacher in 2006-07 can also see the test results
for students who take fourth grade tests in 2006-07 as they
become available.
– Self-management of account
• Edit own information (name, email address, etc)
• Change password
5) Staff User
– Can see Aggregated Student Data and Individual
Student Data for all students within the entity
– At RICs, Districts, and Schools, can view
Verification Reports
Staff User
– At the district level may be appropriate for
• Assistant superintendents, curriculum coordinators,
special education coordinator, bilingual coordinator
– At the school level may be appropriate for
• School psychologist, reading specialist, resource
room teacher
– Self-management of account
• Edit own information (name, email address, etc)
• Change password
Determining Appropriate User
Type for Other Users
– The Executive and Account Administrators are responsible for
ensuring that only authorized individuals have access. Teachers
and staff are responsible for the security of their passwords.
– Family Educational Rights and Privacy Act considerations:
legitimate educational interest in student information
– National Center for Education Statistics has published a guidebook
for schools and districts on protecting student privacy:
http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2006805
Determining Appropriate User Type
for Other Users
– The Executive and Account Administrator have
the power and responsibility to assign
passwords to users not directly in the entity and
who have legitimate educational interest.
• For example, the Executive may grant access to
members of the Regional School Support Centers,
Bilingual Education Technical Assistance Centers, and
SETRICs (Special Education).
• For example, the Executive may distribute invitation
codes to school personnel in the district involved in
transition grades. (i.e. a high school guidance
counselor wants access to eighth grade student data)
Setting up accounts within the entity
– Executive user or account administrator will
select the access level and name of the new
user
• Jane Smith, limited staff account
– An invitation letter will be created as a PDF
file (which can be printed or saved)
– Repeat process for all users within the entity
Report Types
• Verification Reports
• Assessment Reports
• Accountability Reports
User IDs and Passwords
• Level 0
– https://level0.neric.org/
• NYSTART
– http://www.nystart.gov/
• NYSSIS
– https://ws04.nyenet.state.ny.us/
TESTING INFORMATION
• Work closely with your testing
coordinator
• Make certain that the student’s local ID
on their answer sheet is the same ID as
reported in Level 0
• Ensure students are enrolled accurately,
particularly over testing administration
dates. This is so they will be recorded
properly for accountability purposes.
Contacts
• Jeff Baker – Data Warehouse Manager
– [email protected]
– 518-862-5410
• Cathy Burbules – Data Warehouse Coordinator
– [email protected]
– 518-862-5413
• Gail Galusha – Data Readiness Coordinator
– [email protected]
– 518-862-5323
• Data Warehouse hotline – 518-862-5409