When emailing the Data Warehouse Help Desk (datawarehouse@mhric.org), be sure to include the following:

1. A clear and detailed explanation of the issue that you are experiencing
2. The student's local ID (only if applicable).
   1. For data security purposes, do NOT include multiple IDs or other personally identifiable information (PII) about a student such as student names or dates of birth.
3. If the question is staff related, include the TEACH ID. 

• Email us at datawarehouse@mhric.org 
  • If there is a change in DDC, please advise the DW Helpdesk. 

If you have set up your three Level 0 security questions, you can reset your password in Level 0. This page will also advise you regarding the status of your three security questions. 

1. If you have not yet set up your three security questions, please contact us at datawarehouse@mhric.org to have a password reset link sent to you. 
   1. After resetting your password, please set up your three security questions.
   2. Note: If you have Assessment Scoring Analysis Program (ASAP) access, your password will be automatically reset to align with your new Level 0 login credentials.

ASAP is the application used for Regents & NYS Identification Test for English Language Learners (NYSITELL). This is often confused with Automated Educational Substitute Operator (AESOP), which is a different system.

ASAP and Level 0 share credentials. Once your Level 0 password is updated, you’ll be able to login to ASAP with the same credentials. 

1. If you have set up your three security questions, you can reset your password on Level 0. This link will also advise if your three security questions have not yet been set up.   
2. If you have not yet set up your three security questions, contact us at datawarehouse@mhric.org. 
3. After resetting your password, please set up your three security questions. 

Locations can be added to L0 via our Location Add App (LAA).

Once we receive the location add request, we will add the location to the Data Warehouse and it will appear in Level 0 the following day, after the nightly refresh completes. 

1. Ensure the correct BEDS code is being used. 
2. Satellite locations are ineligible to be added as locations.
3. We cannot add locations for districts, but can add locations for schools at the district.
   1. For example, you cannot add a location for New Paltz CSD, but you can add a location for New Paltz HS. 
4. When adding a BOCES location, be sure to use the parent BEDS code for the BOCES. 

The error will help determine the flow to resolution.

• After researching, if you are still unable to resolve the error, reach out to the Data Warehouse Helpdesk, datawarehouse@mhric.org.
• When in doubt, trace the breadcrumbs back to see where there is a discrepancy. 
• View the Understanding L0 Errors & the L0 & L0H Data Validation files on the vendor website.

Is it erroring in one domain, but the issue is due to another domain? For example, we could be getting Missing Attendance in the SDA domain, but it is due to the day in Day Calendar being set up incorrectly.

• Read the error thoroughly. Sometimes, it gives us clues to why the data is erroring. 
• Is the error an Import, Verification or Informational Error?
  1. Import & Verification Errors must be fixed before the data can be migrated. 
  2. Informational Errors should be reviewed and addressed, but will not stop the data from migrating. 
  3. Just because data doesn’t have an error, doesn’t mean the data is accurate! 

1. Know the source of the data. Did it come from your Student Management System (SMS), Frontline, nVision, Wincap, etc? Make sure to make your edits in the source system.
2. If the data was updated in the source system, was that data imported into Level 0?

While you can place students at your own 0000 District Location for students who are 8300: Compulsory age not attending, or PS students awaiting placement, you cannot do the same for other districts. 

A Level 0 location must be tied to a school location, not a district location. For example, you cannot create a location for New Paltz CSD, but you can create one for New Paltz HS. The student is actually sitting in the chair at the HS, not the CSD.

On creating locations for Hawthorne Cedar Knolls UFSD (HCK UFSD)

• We cannot create a location for Hawthorne Cedar Knolls UFSD, but we can create a Level 0 location for one of their school buildings where your student is attending. 
• Hawthorne has 2 school locations, which can be added as a location and this is where students would be enrolled. See SEDREF for the location BEDS codes:
  • Cedar Knolls Academy 
  • Linden Hill HS

• Research that the students are the same including comparing their previous school records.
• Once confirmed it is the same student, contact datatwarehouse@mhric.org to merge the records.
• Once we merge the records, the merge will reflect on NYSSIS immediately, but it will take a nightly refresh to show on Levels 1 and 2.

When all records from a program category are deleted, they will purge from Level 0, but not from Levels 1 & 2.

When this happens, a manual deletion is required by the MHRIC Data Warehouse to remove the program(s) from Level 1 & 2. Please contact us at datawarehouse@mhric.org to request the deletion. 

Once L0H updates show as “Pending”, NYSED needs to review them.

• Once the updates are NYSED-approved, any cohort or assessment updates will move to Level 2.
• Keep in mind that not all Level 0 Historical updates will reflect on Level 2 reports. 

The PD system updates nightly. 

However, there is a data flow process that needs to occur in order for the PD reports to update.

• The data is auto-imported from Frontline to Level 0 daily.
  • Your Local Education Agency (LEA) must migrate this data on a weekly basis.
  • The data then moves to Levels 1 & 2.
• The weekly migration deadline for Level 0 is on Wednesdays at noon.
• Once it appears on Level 2, then after a nightly refresh, the report on the PD system should update.

This data flow does take time, so plan ahead to meet deadlines.

Starting in the 2026-27 SY, there will be a new process to update SEDREF contacts via My Contacts which is in the IRS Data Exchange (IDEx) through the NYS Business Portal.

Only Chief Executive Officer (CEO) and Chief Information Officer (CIO)s can make edits in My Contacts. 

• For more information, see Datasupport documents regarding this change.
• IRS Data Exchange Documents

When a CTE program is approved, the CIP code is part of that approval. 

1. Approved CTE Program CIP codes can be found here.
2. If a CIP code was approved for the school year in question, and it is not viewable in Level 0, the MHRIC Data Warehouse can reach out to NYSED Datasupport to look into it. Contact us at datawarehouse@mhric.org. 

​​​​​​​Unfortunately, no. Only staff that had a Staff Snapshot record at the close of the Data Warehouse can have a Staff Evaluation record reported. 

Staff Snapshot also cannot be added to Level 0 Historical. Without Staff Snapshot, the Staff Evaluation cannot be reported in Level 0 Historical. 

No, since this is a non-SIRS collection, the MHRIC Data Warehouse Helpdesk does not support CRDC. 

Typically, CRDC collections occur every other year. 

• For information on the CRDC collection, please visit this website.

There are two Level 1 reports to assist with the CRDC collection:

• The CRDC District Level Report
• The CRDC School Level report.

These reports are usually updated in December of the collection year. If you find that the data in the reports does not align with what you believe to be the correct data, please use the data you believe to be most accurate.