NYS Education Department Vendor Meeting

1. NYS Education DepartmentVendor Meeting Date: April 14, 2016 Time: 1:00 PM – 2:30 PM EST Phone: 1-866-394-2346 Pass code: 671 382 9672# Webinar:http://connect.moric.org/vendormeeting/

2. Agenda Welcome and Introductions SMS Updates • 2015-16 Career Pathways • 2015-16 Youth Apprenticeship Program Code for CTE • 2015-16 Chronic Absenteeism • 2015-16 CTE Pathway Assessment Measure Codes • 2015-16 Immigrant Definition • 2015-16 Transgender Student Definition • 2016-17 Course Instructor Snapshot • 2016-17 Student Class Entry Exit HR Financial/Staff Vendor Updates • 2015-16 Staff Evaluation Rating Changes (3012c and 3012d) • 2015-16 Staff Tenure • 2015-16 Staff Attendance • 2016-17 Staff Snapshot Additional Resources Questions

3. SMS 2015-16 Career Pathways Reminder/Update: • Career Path Codes must be reported for all students reported with a diploma. For example, students who receive a Regents diploma with Advanced Designation should be reported with Credential Type Code 680 (Regents Diploma with Adv Designation), Reason for Ending Enrollment Code 799 (Graduated (earned a Regents or local diploma)), and an appropriate Career Path Code that indicates the exams passed that resulted in this particular diploma being awarded. This field can not be left blank for students reported with a diploma. If a student used more than one pathway, report the pathway with which the student associates most. Definitions for Career Path Codes will be provided in the SIRS Manual. For more information, see: http://www.p12.nysed.gov/ciai/multiple-pathways/docs/multiple-pathways-4+1-field-memo.pdf • The Department is currently reviewing the list of Career Path Codes for use in 2016-17. Definitions of the codes will be provided in the SIRS Manual and the Add/Delete document. Districts should be prepared to load Career Pathways now.

4. SMS – Programs Fact 2015-16 Youth Apprenticeship Program Service Code for CTE Update: The Youth Apprenticeship Program CIP code 309999 should be used for students in the Cornell-developed “Youth and Work Program.”

5. SMS 2015-16 Chronic Absenteeism: • Day Calendar: If all of the grade levels in the school are using the same calendar, use “AL.” If there is variation of calendars at grade levels, provide a calendar for each grade level. If “AL” and individual grades are reported, individual grades will be used. • Student Daily Attendance for BOCES: Is not required, but the Department is accepting and would like to collect these data. Additional guidance will follow for 2016-17.

6. SMS – Assessment Fact 2015-16 CTE Pathway Assessment Measure Codes: Sixteen additional “CTE” for Career and Technical Education Assessment Measure Codes are being introduced for 2015-16. Once loaded into Level 2, these codes will be included in the SIRS Manual and Add/Delete document, both of which will be posted on the IRS website and shared with you.

7. SMS 2015-16 Immigrant Definition Update: The immigrant definition has been revised to align with that of the federal government: • Immigrant children and youth are defined as individuals who: • are aged 3 through 21; • were not born in any State; and • have not been attending one or more schools in any one or more States for more than 3 full academic years. The months need not be consecutive. • "State" means the 50 states, the District of Columbia, and the Commonwealth of Puerto Rico. Children born to U.S. citizens abroad (including those born on military bases), the U.S. Virgin Islands, Guam, or any other U.S. territory that is not D.C. or Puerto Rico are considered immigrants.

8. SMS 2015-16 Transgender Student Definition Update: • Transgender students are those whose gender identity does not correspond to their assigned sex at birth. • Report transgender students with the gender with which the student chooses to identify. In the case of very young transgender students not yet able to advocate for themselves, the request to report the student’s gender may come from the student’s parent or guardian. • Transgender students may be reported with changed gender and changed name but must continue to be reported with their originally assigned NYSSIS ID and local ID in order to track their progress longitudinally. • School districts should immediately update student records, including transcripts, with the student’s chosen name and appropriate gender markers and not circulate records with the student’s birth name. Anyone provided a transcript or accessing a student’s record should only receive the chosen name. To protect the confidentiality of a student’s transgender status, the birth name should be treated as confidential personally identifiable information.

9. SMS 2016-17 Course Instructor Snapshot • District Code; • Assignment Location Code; • School Year Date; • Course Code Long; • Section Code Long; • Primary Instructor ID; • Additional Instructor IDs; • Primary Instructor Controlling District Code; • Additional Instructor Controlling District Codes; • Marking Period; • Term Code; • Primary Instructor Start and End Dates; • Additional Instructor Start and End Dates. A DRAFT template is available at: http://www.p12.nysed.gov/irs/vendors/2016-17/techInfo.html Districts should be prepared to move data by December 2016.

10. SMS 2016-17 Student Class Entry Exit • District Code; • Location Code; • Course Code; • School Year Date; • Section Code; • Student ID; • Class Entry Date; • Class Exit Date A DRAFT template is available at: http://www.p12.nysed.gov/irs/vendors/2016-17/techInfo.html Districts should be prepared to move data by December 2016.

11. HR Financial/Staff 2015-16 Staff Evaluation Rating Reminders: • New Evaluation Criteria Codes and Descriptions for 3012-c and 3012-d are available in the SIRS Manual and the Code Changes for 2015-16 document. • Populate Evaluation Group Code (field 15) with 3012c or 3012d to indicate the type of plan being used. • Do not populate BOTH Staff ID and Alt Staff ID fields – populate one or the other. Should always contain TEACH ID. • Submit both original and transition scores and ratings for educators affected by transition. (Submit original scores and ratings for educator not affected by transition.) Districts should be prepared to load Staff Evaluation Rating data by August 2016. Deadline is October 2016.

12. HR Financial/Staff 2015-16 Staff Tenure Reminders: • Do not populate BOTH Staff ID and Alt Staff ID fields – populate one or the other. Should always contain TEACH ID. • One record per tenure area should be extracted for staff who are tenured in multiple subjects. • Report tenurerecords for principals using ADT; report teachers using the teaching tenure area codes in the SIRS Manual. • Added codes: • TST description changed to “Technical/Trade Subjects.” • “SMS: School media specialist (including library or educational communications).” Districts should be prepared to load Staff Tenure data now. Deadline is August 2016.

13. HR Financial/Staff 2015-16 Staff Attendance Reminders: • Attendance Code “M” description changed to “Maternity/Paternity Leave.” • Staff Attendance reported for Teachers only. • Report staff as absent only if they were absent for the full day. • Attendance codes exist for “STUDENT”and“STAFF.” Please see Staff Attendance Code Type in the Staff Attendance template and the definition of this field in the SIRS Manual. Please export Staff Attendance Codes, as is done for Student Attendance Codes, to ensure completion of this process. Districts should be prepared to load Staff Attendance data now. Deadline is August 2016.

14. HR Financial/Staff 2016-17 Staff Snapshot • Field 76 Email (Work) – The official LEA email for all staff loaded into Staff Snapshot will be required. Districts should be prepared to load staff emails when the data warehouse opens in September 2016. • Field 56 Itinerant Teacher – LEAs need to be able to populate this field with a Y for teachers who are employed by another LEA but responsible for the instruction of one or more courses in their district. A minimum number of fields will be required for Itinerant teachers (e.g., Staff ID, Staff Name).

15. Additional Resources • 2015-16 Templates and Collection Requirements • http://www.p12.nysed.gov/irs/vendors/2015-16/techInfo.html • SIRS Guidance • http://www.p12.nysed.gov/irs/sirs/ • Google Calendar • http://www.p12.nysed.gov/irs/calendar-irs.html • Latest News/Memos • http://www.p12.nysed.gov/irs/news.html • http://www.p12.nysed.gov/irs/memos/ • APPR guidance • https://www.engageny.org/tle-library • Comprehensive State Course Catalog • http://www.p12.nysed.gov/irs/courseCatalog/home.html • School Management System (SMS) Certification Center • http://sms-certcntr.lhric.org/index.php

16. Questions? • Questions: datasupport@nysed.gov • NYSED IRS Office: (518) 474-7965 • Most up-to-date information: • SIRS Manual at http://www.p12.nysed.gov/irs/sirs/home.html • Code Changes for 2015-16 document at http://p1232.nysed.gov/irs/vendors/2015-16/techInfo.html