Last Revised
January 2014
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SIRS
Level 0 Overview
◦ Dashboard Report
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Level 1 Overview
Level 2 Overview
NYSSIS (New York State Student Identifier
System)
Why do we do this???
Terms
Resources
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What Is SIRS?
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WHY do we USE SIRS?
◦ SIRS is The New York Student Information Repository System or more commonly
called “The Data Warehouse”
◦ A single source of student records for analysis at the local, regional, and State
levels…
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To meet State and federal reporting and accountability requirements.
To Improve student performance
Who Must Use SIRS?
◦ LEAs (Local Education Agencies) must use this system to report certain data to the
New York State Education Department (NYSED).
◦ SIRS is the source of data for District and School Accountability and APPR
Teacher/Principal Evaluation!
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For More information see Chapter 1 in the SIRS Manual
SIRS Levels
SED
Level 2
Statewide Warehouse
Level 1
Regional Warehouse
Level 0
Data Collection Web Application
District Data Source Systems (Eschool, Powerschool, Cleartrack, IEP Direct, Nutrikids, etc…)
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The RIC is the Regional Information Center
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Statewide there are:
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Your RIC is South Central Regional Information Center (SCRIC)
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SCRIC supports the following 3 Regions
◦ 12 Regional Information Centers
◦ 5 Big City School Districts (The big 5)
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BT BOCES – 15 districts
DCMO BOCES – 16 districts
ONC BOCES – 19 districts
Non-Publics – 5 schools
The RIC is the “Data Center” and the means by which you report
data to NYSED.
www.southcentralric.org
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LEAs (Local Education Agencies) should employ
District Data Coordinators whose responsibility
is maintaining and transmitting the State’s
required data elements.
These District Data Coordinators should be
responsible for implementing accurate
reporting of individual student and other data.
For More information see Chapter 2 in the SIRS Manual
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Assemble and lead a team of district
personnel
Communicating data governance standards
across departments.
Developing a data verification protocol to
ensure that data are accurate when they are
transferred to the SIRS.
Coordinate and facilitate district data team
meetings
Act as the liaison between the district and the
South Central RIC;
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Know your Resources and Tools
Know the Reporting Requirements and Timelines
Know your Verification Process
Know your Data Team’s “5 Data W’s - District
Data Responsibility” “Data Source Matrix” or
“Dashboard Report Checklist”
◦ Download it and fill it in with YOUR Data Team People
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Know your job and how to handle the mistakes
made by others.
Have access and authority to do your job!
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Data reported to SIRS originates in district
maintained source data systems such as…
◦ The SMS (Student Management System)
 (PowerSchool, eSchool or schooltool)
◦ The Special Education Data System
 (Cleartrack or IEP Direct)
◦ The Cafeteria System
 (Microcheck, Nutrikids, etc)
◦ HR System
◦ It is IMPORTANT to know which Source System is used for
reporting which data! ( 5 Data W’s - District Data
Administration Responsibility, Data Source Matrix or
Dashboard Report Checklist!!!)
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Level 0 is a web-based system used to load data that is
extracted from the district source systems for reporting
to NYSED
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Account Access and Maintenance
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Documentation
◦ Use quick link
on SCRIC Data website to access
Level 0
◦ The SCRIC DW team creates and maintains the “District CIO”
accounts
◦ The District CIO creates and maintains the “District User”
accounts
◦ Data Validation and Edit Rules can be found on the SIRS Guidance
Website http://www.p12.nysed.gov/irs/sirs/ (Systems/Level 0
Validation Rules)
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Import file from “Source System”
Run Error and Information Reports. Check
Burst Reports from RIC. Make Corrections
Lock Data in Level 0 so it will move up to
Level 1.
NOTE – Data will NOT move up if it is not
locked. YOU have to LOCK your data!!
* See import handouts for import steps.
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Operated by the South Central RIC.
Data is moved from Level 0 to Level 1 every
night by the RIC.
Level 1 Reports are available in COGNOS. To
access go to the Data website and click on
Enhanced edit checks are run by the RIC and
“Burst”, “Enhanced Error Reports” are sent out
daily to district CIO’s, via e-mail.
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SCRIC Data Warehouse Reports
◦ Use one generic SCRIC log in for the district
 Log in ID: first 5 or 6 digits of the district beds code
◦ Provides you with Level 0 and Level 1 Reports
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Run Reports in Level 1 to Verify Data is
correct.
◦ Review burst error detail.
◦ Run student profiles.
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Run exports of test detail (scores & item)
data.
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Operated by the SED.
Data is moved from Level 1 on Thursday at
the end of the Business Day. The following
Monday you can see data at Level 2.
This is where you go to Verify Data you
submit to the State of New York to meet State
and Federal Reporting Requirements.
Level 2 Reports (L2RPT) are available in
COGNOS. To access go to the Data website &
and click on
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NYSED IRS Department Reporting
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Select “State Reporting” in the Namespace on the log in page.
Use your NYSED Portal Account log in credentials
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Log in ID: first.last
Log in account administered by SEDDAS Delegated Administrator (District Superintendent)
Provides you with the Level 2 L2RPT Reports
NOTE – If you are a principal and CIO you will probably need 2 logins for L2RPT. 1 to see all
students in the district and 1 to see the students in your building.
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Run Reports in Level 2. These reports are
used to Certify Data for SED.
For:
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Accountability.
Student/Teacher Linkage.
Evaluation.
BEDS Day reporting Verification
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PD System is Special Education Data. Data
moves to the PD System after it is loaded to
Level 2. Your CSE Chairperson or designee
will verify and certify the VR-Reports.
Data becomes available at Level 2 (L2RPT) to
authorized users, after being successfully
uploaded. Reports are used by
administrators to verify and certify SIRS Data
for SED.
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The PD data system is populated with data from Level
2.
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Only uncertified VR reports will be updated with new
L2 data during the verification period
◦ Once certified, if data is changed at L2, it is NOT reflected
in PD Data system.
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The CSE Chair person is responsible for verifying and
certifying VR reports on the PD system.
◦ Certification is done by electronic certify stamp.
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New CIO’s can receive access to the PD system by
sending email to dataquest@mail.nysed.gov to
request an account.
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A unique Student ID created by New York
State, this is referred to as the “NYSSIS ID”.
Every student has a unique 10-digit ID they
are given when they first enter NYS schools.
This travels with the student throughout NYS.
Sally Student
District
Local ID
NYSSIS ID
Binghamton
011111111
0123456789
Vestal
022222222
0123456789
Stamford
033333333
0123456789
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NCLB (No Child Left Behind) Public and
Charter schools are held accountable for
testing, performance and graduation at the
federal and state level. If performance is not
satisfactory they are subject to certain
consequences.
Data is used to help improve student learning
and guide instruction.
TSDL (teacher-student-data-linkage) records
and are used for Teacher/Principal Growth
calculation.
burst errors
Thursday is
NERIC
Terminology:
SYSTEMS:
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SIRS = NY State Student Information Repository System. Provides a single source of student records for analysis at
the local, regional and State levels. There are multiple collection points within SIRS (SMS, Level 0, Level 1, and Level 2
Repository)
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NYSSIS = NY State Student Identification System. This is a system that assigns and allows you to search for a student
UNIQUE state identification number. This is where a student who starts school for the first time in NY is assigned a
unique ID, where a student who moves from one district to another is matched to an existing unique ID, or where you
would go to “confirm” a match for a transfer student that NYSSIS identifies as possibly the same student from a
previous district.
SIRS LEVELS:
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SMS (Local Level) = Student Management System (i.e. eSchoolData, SchoolTool, PowerSchool)
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Level 0 web-based application (Local Level) = A single point of access for importing all data from multiple systems
used at your school. At this level, student records are identified by a local student ID.
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Level 1 Repository (Regional Level) = A single point of access at SCRIC for collecting all data from ALL schools in the
region before uploading to the state.
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Level 2 Repository (State Level) = Statewide data warehouse, where all data from Level 1 (all RICs) are combined. At
this level, student records are identified by the unique State ID (NYSSIS). Level 2 provides data for determining
accountability, school and teacher.
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PD System = Web-based special education data reporting system. This is where only special education reports are
generated and verified. These reports are certified directly in the PD system by the CSE chairperson.
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L2RPTs = Reports designed to help districts verify a variety of student demographic, enrollment, program,
assessment, and graduation data, as well as teacher and principal accountability data.
TERMINOLOGY FOR IMPORTING & UPLOADING DATA IN LEVEL 0:
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Import data = To put data into Level 0
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Upload data = To push data up to L1
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Elect. Import = Where you go in Level 0 to import a text file to load data into Level 0
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Manual input = Screen in Level 0 where you manually enter or correct a single record
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Reports = Where you go in Level 0 to view a variety of reports regarding data in the current
school year.
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L0 Express = Screen in Level 0 where you import or manually add Staff Snapshot and Course
data.
MODULES (SCREENS) IN LEVEL 0:
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Demographics (a.k.a Student Lite) = In Level 0 where a student’s demographic data is reported
(name, guardian names, date of birth, address, cohort year, etc.). This data is used by NYSSIS to
assign or match unique State IDs.
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Enrollment (a.k.a Entry/Exit) = In Level 0 where information regarding the student’s enrollment
is reported (building the student is enrolled in/location code, date of entry, entry code, date of
exit and exit code, etc.)
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Program Fact (a.k.a Program Services) = In Level 0 where information regarding additional
services received is reported (i.e. free/reduced lunch, poverty, disability type, Title funding, etc.)
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Assessment = Where state assessments (ones that are not scanned and uploaded to Level 1 for
you by SCRIC) are reported (i.e. RCTs, COSF, CTE skill assessments)
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SE Snapshot = Screen in Level 0 where BEDS Days snapshot records and EOY Snapshot Records
are entered.
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SE Event = Screen in Level 0 where SPED Events (IE, CPSE, CSE) records are entered.
TERMINOLOGY FOR IMPORTING & UPLOADING DATA IN LEVEL 0 (Continued):
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Grade Detail = Final COURSE outcome
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Staff/Student/Course = Roster and Assessment Group records.
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Accommodation = Records showing accommodations given during a state test that was not
scanned by SCRIC (June 2012 new reporting rule)
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Staff Evaluation = Screen in Level 0 where the Assessments Growth, local, other and total
composite scores are reported for teacher/principal accountability.
ERRORS:
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Import Error = Error generated on import (when putting data into L0). Have to be corrected in
order for this record to import into Level 0.
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Information Error = Found under reports in L0 (after data has been put into L0). These may be
errors or be just be warnings. Please check them!
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Verification Error = After records are imported into Level 0, verification errors are run before
you can upload to L1. These errors need to be corrected before uploading can occur.
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Level 0 Burst Error = Errors generated after data is uploaded from Level 0 before it enters
Level 1.
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Please email all questions to:
sirshelp@btboces.org
Data Website: www.southcentralric.org
Weekly Telecon Calls, every Wednesday at
9:15am.
Or call our SIRS Help at: (607) 763-3592