Data Management

With increased data collection and reporting requirements at the local, State, and Federal levels, the need for consistent, accurate student data is greater than ever. The experienced staff at the MHRIC can assist districts with addressing this critical area.

SHARED DISTRICT DATA COORDINATOR SERVICE 605.101.030-034

Our Data Coordinator team will work with your district to provide support for your information and reporting needs. The team will assist your district personnel with establishing procedures to organize information efficiently and securely for accurate data reporting. The team will consult with school personnel for system requirements and processes, and fulfill the duties associated with the District Data Coordinator. Your district will have a designated point of contact from the Data Coordinator team who will meet regularly with the superintendent or other designated district-level administrator. Activities include but are not limited to:

  • Develop and communicate a timeline of data collection and reporting activities and deadlines
  • Work with district personnel to establish a data verification/cleansing structure
  • Work with district personnel to establish data collection and reporting procedures (i.e. registration and enrollment processes)
  • Provide advice and guidance on the verification/cleansing of state accountability data by working within the verification/cleansing structure to ensure data accuracy and completeness
  • Facilitate communication between district departments as it relates to state data collection and reporting activities
  • Deliver training on key data collection systems (i.e. Level 0, L1RPT, L2RPT)
  • Import data from the MHRIC-supported source systems (Student Management System [SMS,] Human Resources [HR] and IEP Direct) to the Level 0 database
  • Identify validation errors at Level 0 and work with appropriate district personnel to make the necessary corrections in the source system(s)
  • Move clean data from Level 0 to Level 1 regional data warehouse
  • Work with district and building administrators to review accountability reports for accuracy and completeness
  • Work with the administrative point of contact to obtain superintendent’s signed statement of certification prior to deadline(s) determined by the NYSED

PER DIEM ON-SITE SUPPORT 605.101.003-004, 605.101.009

MHRIC Data Coordinators are available for on-site support to reinforce data collection practices and procedures, assist your District Data Coordinator in their efforts, and provide customized assistance and training. Days may be purchased as single days, or in bundles of five days.

For detailed information on the Data Management services, please contact Karen Bartash at (845) 255-1450, ext. 1351.

Scope of Service

Data Management Service (Level 4)

Mid-Hudson Regional Information Center (MHRIC) Responsibilities:

Coordinate the data collection, reporting and verification processes as they relate to state reporting under the Student Information Repository System (SIRS – www.p12.nysed.gov/irs/sirs) to include:

  • Define district reporting requirements and state accountability standards
  • Develop/communicate a time line of data collection and reporting activities and deadlines
  • Work with district personnel to establish a data verification/cleansing structure
  • Work with district personnel to establish data collection and reporting procedures (i.e. registration and enrollment processes)
  • Provide advice and guidance on the verification/cleansing of state accountability data by working within the verification/cleansing structure to ensure data accuracy and completeness
  • Work with the administrative point of contact to identify staff responsible for inputting and maintaining district data (i.e. registration, enrollment, program services, assessments) and determine training needs
  • Facilitate communication between district departments as it relates to state data collection and reporting activities
  • Identify training needs for district and building administrators, support personnel and other staff responsible for data maintenance and/or verification
  • Deliver training on key data collection systems (i.e. Level 0, L1RPT, L2RPT)
  • Provide documentation for key data collection systems (i.e. Level 0, L1RPT, L2RPT)
  • Import data from the MHRIC-supported source systems (Student Management System (SMS), Human Resources (HR) and IEP Direct) to the Level 0 database
  • Identify validation errors at Level 0 and work with appropriate district personnel to make the necessary corrections in the source system(s)
  • Move clean data from Level 0 to Level 1 regional data warehouse
  • Work with appropriate district personnel to resolve Level 1 Container (L1C) error logs
  • Work with appropriate district personnel to resolve New York State Student Identification System (NYSSIS) near-match records
  • Work with appropriate district personnel to review and resolve records reported on the Unique Identifier Audit System (UIAS) reports
  • Work with district and building administrators to review accountability reports for accuracy and completeness
  • Work with the administrative point of contact to obtain superintendent’s signed statement of certification prior to deadline(s) determined by the NYSED
  • Provide regular status of activities to the administrative point of contact
  • Provide report sets, through the Certify validation system, to proactively address reporting errors and inform training needs
  • Up to two (2) days per month of on-site (in-district) support

District Responsibilities:

  • Assign an administrative point of contact to work with MHRIC staff
  • Identify, by name and location, staff responsible for keys areas such as:
    • Registration
    • English Language Learner (ELL)
    • Food Services
    • NCLB Funding
    • Human Resources
    • Grade Reporting
    • Title I Coordinator
    • Migrant Coordinator
    • Scheduling (course mapping)
    • Special Ed
  • Support the work of the MHRIC data management team
  • Maintain accurate and timely data on a daily basis in the source systems (SMS, Special Education/RTIm, Food Service, and HR/Financial) including, but not limited to:
    • Student registration information
    • student attendance
    • course mappings
    • student scheduling
    • grade reporting
    • parent/guardian contact information
    • Staff attendance, tenure, etc.
    • Free/Reduced Lunch designation
  • Remain current on SMS and HR program updates/releases
  • Obtain and distribute documentation on SMS program updates/releases so end-users are aware of program changes and their impact on data entry and/or maintenance
  • Extract data, according to the eScholar Templates for SIRS Reporting (www.p12.nysed.gov/irs/sirs), from the source system(s) according to the Import Schedule (defined by the MHRIC) or as requested by the data management contact, if SMS is not supported by the MHRIC
  • Participate in training sessions offered by the data management contact
  • Generate output from the source system(s) not related to the SIRS data collection processes (i.e. student report cards, student transcripts, class lists, etc.)
  • Data extracts from the SMS to support other internal systems (i.e. automated calling system, food services, transportation)
  • If your district does not subscribe to MHRIC Financial Services Support, the district will be responsible for its own extracts from its HR/Financial systems, as well as providing those extracts to the MHRIC using a secure, file-sharing system on a specific timetable.
  • Maintenance of user IDs and passwords for the SMS and the SMS parent portal
  • Building-level sign-offs on data accuracy prior to certification (all in-district buildings and out of district)
  • Submit signed certification forms by the deadlines