Data Coordinator Services

Under the Level 4 Shared Data Coordinator Service, the data management team at the MHRIC fills the role of the district data coordinator, taking responsibility for key reporting, data submission, and coordination of verification requirements as they relate to state reporting under the Student Information Repository System (SIRS). All costs are eligible for BOCES state aid for management services. This service was first offered in the 2010-11 school year, and the MHRIC data management team now successfully supports 13 school districts.

The MHRIC Shared District Data Coordinator has experience and is trained in all aspects of New York State SIRS data collection and reporting requirements. For each district, an administrative point of contact is established. We work with this contact to establish data teams, define district reporting requirements and state accountability standards, communicate reporting timelines and deadlines, and establish data verification and cleansing structures and reporting processes.

Extracts from source systems and imports to Level 0 are managed by the team, and we work with district staff to resolve validation errors as data files are migrated to the state repository.

Training needs for district and building administrators, support personnel and other staff responsible for data maintenance and verification are identified and training is delivered on key collection systems.

Districts participating in this service receive report sets through the Certify validation system to proactively address reporting errors and inform training needs

Team approach to data management support with resources from other MHRIC departments.

Coordination of all SIRS data collection and reporting activities with supporting documentation and materials to facilitate processes at the district level.

Early warning reports showing data reporting violations on a daily basis.

MHRIC staff participate in statewide data warehouse project managers' meetings hosted by the New York State Education Department approximately every six weeks and are able to provide early notification of new data reporting requirements to our supported districts.

Scope of Service

Data Collection & Reporting

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 his or her movement between districts or a lapse of 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, 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

  • Calendar