The MHRIC Data Reporting Mentorship Program provides individualized assistance and support to a new District Data Coordinator (CIO). Our team of Data Reporting Assistants will help participants establish data reporting and verification processes and assist with the establishment of best practices and effective timelines within the district.

Service Benefits

• Curriculum will cover topic areas necessary for understanding the role of a District Data Coordinator
• Prepares the Data Reporting Mentee to create and foster a culture of data understanding and use within the district
• Access to specific data presentation models, videos, and other support materials and resources designed to complement the curriculum
• General guidance provided as needed in a supportive atmosphere

  	MHRIC Responsibilities	LEA Responsibilities
  Timelines	Provide a monthly timeline to assist with planning an annual data cycle	Begin planning their schedule based on the provided timelines • Disseminate pertinent reporting deadlines to appropriate parties within the district
  Monthly Meetings	Host monthly meetings covering various aspects of data reporting • Host quarterly DDC meetings as well as a special post-meeting session to answer additional mentee questions	Attend all scheduled meetings • Disseminate information learned in the sessions to appropriate parties within the district Actively participate in all sessions and ask clarifying questions
  Periodic Review of Data and Best Practices	Periodically examine data in participant’s L1 database to identify errors/omissions • Advise program participants as to best actions regarding practices and procedures • Provide feedback to the Data Reporting mentee as part of the learning experience	Review and correct errors that are identified Accept feedback and revise practices to align with best practices and procedures • Respond to all emails and attend all meetings as arranged by their advisor
  Establishment of Data Teams	Advise on best practices for forming a data team within the district • Assist program participants to craft the best data team possible within their district	Work with stakeholders within the district to craft a viable data team
  Effective Communication Across Departments	Assist program mentees with establishing effective communication with various data handlers throughout the district	Practice effective communication • Bring areas of concern to their mentor for specific guidance

  Review of the Various Reporting Systems	Provide participants with exposure to reports housed in the following applications: • Level 0 • Level 1 • Level 2 • ASAP	Obtain access to the systems • Review the reports housed in these systems • Participate in all trainings on these systems
  Review of Where Data is Housed in the Student Management System	Advise participants how to obtain data reporting elements in the following student management systems: • SchoolTool • eSchoolData • Infinite Campus	Obtain access to their SMS • Review and practice finding the various data elements housed in their SMS
  Review Collection of Data for Various State and Federal Reports	Discuss data collection elements for various Program Services, CRDC reporting, etc.	Begin planning the collection of Program Services data based on the provided timelines Disseminate pertinent reporting deadlines to appropriate parties within the district • Practice effective communication in obtaining the necessary data elements for state reporting
  Review of End-of-Year Data Submission	Review end-of-year data with the mentee to help identify any potential gaps in data	Verify all data for end-of-year submission • Bring to the attention of their mentor any areas of concern they may have for assistance and review • Take under advisement any gap identification of their mentor and seek to fix the errors or issues accordingly as advised

Support/Service Request Procedures

The process for all subscriber incidents and service requests begins by making contact with a member of the Data Reporting Assistance Team at (845) 255-1450 ext 1364, or by emailing css@mhric.org

Contact and Escalation Procedures

Mariah Adin, Manager of Analytics and Coordinated Support Services

(845) 255-1450 ext 1246 or madin@mhric.org

SED requires all districts to work through their Regional Information Center to gather, maintain, and submit data to the Student Information Repository System (SIRS). The MHRIC will work with school districts in the Mid-Hudson region to secure the required extracts from their respective management systems for the New York State Student Identification System (NYSSIS) and mandated elementary, intermediate, and secondary reporting. The management systems utilized and maintained on a daily basis by school district personnel will be the sources for all required data.

The NYSSIS identifier must be stored in the regional data warehouse maintained by the Regional Information Center and submitted along with accountability data. The NYSSIS identification number will remain unchanged during a student’s PK-12 experience, regardless of their movement between districts or a gap in enrollment in New York State. The MHRIC will work with each district to secure the appropriate demographic data necessary to assign a new ID or retrieve a previously assigned number.

All districts are required to submit demographic, enrollment, program services, assessment, teacher/course, attendance, Student Digital Resources, and special education data for all pre-school, pre-kindergarten, elementary, intermediate, and secondary students to the State Education Department through the regional data warehouse maintained by their Regional Information Center. The MHRIC will work with school districts in this region to secure the required extracts from the respective management systems necessary for these reporting requirements.

The Data Warehousing and State Reporting Service also provides access to web-based tools such as Level 0, L1RPT and L2RPT.

SUPPORT INCLUDES:

• Maintenance of the Level 0 application
• Maintenance of the Level 1 regional data warehouse
• Data extracts, for Level 0, from the student management system (for districts using a MHRIC-supported SMS)
• Special Education data imports from IEP Direct to Level 0 (for districts subscribing to IEP Direct through the MHRIC)
• Dissemination of information, including time lines and data reporting requirements, from the New York State Education Department
• Development and maintenance of Level 1 reports (L1RPT)
• Submission of data file to the NYSED for assignment of NYSSIS IDs
• Weekly migration of data to the Level 2 data warehouse for verification and state reporting
• Training sessions on the Level 0, L1RPT and L2RPT applications
• Regional District Data Coordinator Meetings
• Telephone support

DISTRICT RESPONSIBILITIES:

• Single point of contact for data collection and reporting activities
• Daily maintenance of source data in the student and special education management systems
• Data imports to Level 0 (for districts not using a MHRIC-supported SMS)
• Special Education data imports from IEP Direct to Level 0 (for districts not subscribing to IEP Direct through the MHRIC)
• Adherence to data submission and verification deadlines
• Lock/create data at Level 0 to move to Level 1
• Verification of data at all levels of the warehouse and PD (Pupils with Disabilities) system
• Resolution of errors at all levels of the warehouse and PD system
• Certification of accountability and PD data
• Maintenance of user accounts in L2RPT