Data Warehouse User Group / Workshop
Spring 2012
Agenda
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Testing updates – 3-8 and Regents
L2RPT Reports
Teacher Student Verification Roster
Level 0
Data collection requirements
Important Dates
Growth Model Data Elements
Level 0 Historical
State Course Catalog
2012-13….
NYS 3-8 Testing Highlights (See handout for more details)
ELA & Math
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Answer sheets will arrive in districts the week before April break
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ELA and Math tests now have 2 answer sheets for every grade level
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**New** Field test items are embedded in both ELA & Math tests
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Important - “Form” letter must be bubbled on answer sheet (A, B, C or D)
Schools will receive same form, but may vary in each district between buildings
Students will be filling in the circle relating to the form they are taking. Proctors will
be reading instructions to the students regarding this.
Answer sheets are due to the RIC:
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2 sets of Labels for ALL ELA tests (for Book 2 & 3)
1 set of Labels for ALL Math tests (for Book 3)
ELA-Wednesday, May 2; Math–Wednesday, May 9
SED is planning a voluntary time survey to see how much time the kids
spent on the test – Barbara Wallis will be sending out via email end of
March, early April to Building principals.
Regents
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June 2012
 All
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Regents exams are required for scanning in June
48 Hour Scanning option
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Hand Scoring
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Districts wishing to participate in the 48 hour processing will need to commit to
daily drop offs to the Regional Scanning site in their area. Principals should
ensure that all exams are transported via a secure and traceable means.
Districts need to make decisions regarding hand scoring multiple choice
questions. As many districts have graduation ceremonies on June 23, it is
recommended that scores are hand calculated for any students that are
depending on that exam for a June 2012 diploma.
Information on ordering answer sheets should available in April
District Regents contact will receive e-mail notification when reports
become available in ASAP (https://level0-asap.moric.org/asap)
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Same userid as Level 0
DDC’s will have ability to set up accounts for district staff as appropriate
L2RPT reports – Releases
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March
 BEDS Enrollment Verification Reports
 Teacher Student Data Linkage (TSDL) reports
 Tested/not tested (including NYSAA)
 will include option to view ALL subjects at once
 Annual Outcomes
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April
 3-8 AVR (Accountability Verification Report)
 HS AVR
 Add 5 year graduation rate
 Total Cohort
BEDS Day Enrollment Verification Report by Location of Enrollment and
Subgroup (SIRS-313 & SIRS-313.1 Snapshot)
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All Districts/Schools were expected to review, correct as necessary, and
verify data displayed in this verification report by January 13th. (based on
any data loaded to L2 by January 5th)
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A second “Confirmation” will be required on this data, and a “Snapshot”
report will become available based on data submitted as of April 5th to
Level 2; Confirmation due by April 13th
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The current “Snapshot” report is as of the certification in
January (data submitted by January 5th)
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This report provides counts of students whose repository records show
that they were enrolled in a school in your district or in your charter school
as of BEDS Day in any of grades pre-kindergarten through grade 12,
including ungraded elementary and ungraded secondary. Counts of
students are provided by grade as well as by accountability subgroup.
SIRS-313 BEDS Day Enrollment Verification Report by Location of Enrollment &
Student Subgroup (This report was released in November 2011)
The BEDS Day Enrollment Verification Report for Supplemental
Counts for State Aid Calculations
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Will allow staff to verify records in the Student
Information Repository System (SIRS) pertaining to
particular counts of resident and non-resident students
as of BEDS Day 2011. These particular student counts
are used in State aid calculations.
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In general terms, the majority of state aid is reserved for
students based on where they are enrolled, however
textbook and transportation aid is reserved for students
based on their district of residence. For textbook and
transportation aid, non-resident enrolled students are
excluded while resident students enrolled outside of the
district are included.
SIRS-312 BEDS Day Enrollment Verification Report for State Aid Calculation
The BEDS Day Enrollment Verification Report by District of
Residence
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Will allow staff to verify records in the Student
Information Repository System (SIRS) pertaining to
counts of enrolled students by grade and by their District
of Residence as of BEDS Day 2011.
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The District of Residence is the district that a school-age
child is entitled to attend based on the location of their
residence.
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District of Residence is used in calculations for textbook
and transportation aid, and provides insight into from
where charter schools, magnet schools and nonpublic
schools draw their students.
SIRS-314 BEDS Day Enrollment Verification Report by District of Residence
SIRS-316 BEDS Day Enrollment Verification Report for District Pre-K
Reporting Pre-K Students
Enrollment
A preschool-age student who resides in the district and participates in a:
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District-operated Pre-K or Universal Pre-K program
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Report District Building BEDS code
BOCES-operated or other CBO Pre-K program under a Universal Pre-K
contract with a school district with the BOCES acting as an Other Eligible
Agency (i.e., Community-Based)
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Report first six characters of the district code followed by “0666” signifying
CBO-placed UPK
BOCES-operated pre-K not under a Universal Pre-K contract.
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Report BOCES location code
Program services for Pre-K students
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UPK funded programs must have a program service code of 902(Universal
PreK Program)
These students must also have an additional program service code to indicate
the Setting (1309 - 1419)
Students NOT in a UPK funded program should use a program code of
990(Other PreK Program) – no additional codes are required when using
this code.
Teacher Roster Verification Process
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School Administrators/Data Coordinators can
assist teachers in the verification of roster
reports with L2RPT (Cognos https://cognos84.moric.org
– State Reports)
 Teacher Student
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Data Linkage (TSDL) Report
Summary and Detail reports should be available midMarch
L2RPT – TSDL (Teacher Student Data Linkage) Summary
L2RPT – TSDL (Teacher Student Data Linkage) Student Detail
Teacher Student Roster Verification Process
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District must report Staff Student Course data
PIN letter is created for every teacher submitted by
each district
Zip file of PIN letters will be posted to the SED portal
(http://portal.nysed.gov), IRSP (Information Reporting Services Portal
– directions for IRSP: http://www.p12.nysed.gov/irs/irs-portal/irsportaldirections20101003.pdf)
 Zip file includes:
 Individual pdf for each teacher reported in Staff Student Course
 Districtwide pdf that contains all PIN letters in one file
 Excel file that contains list of teachers for whom a PIN has been
generated
Teacher Student Roster Verification Process
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Email notification to CIO when new file is posted to
IRSP
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If a district or school has NOT identified an Information Officer contact, IRS
Portal email notifications will be sent instead to the individual identified in
SEDREF under the Chief Executive Officer field
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Select SEDREF Query from http://portal.nysed.gov
District must print and distribute PIN letters to
Teachers
District should provide teachers information about
what to do if the data are inaccurate
Subsequent zip files will only include teachers who
are new since the last refresh
Teacher Student Roster Verification Process
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To create an account, teachers will go to website
listed in PIN letter:
 http://www.p12.nysed.gov/irs/teacher/
 User Guide:
http://www.p12.nysed.gov/irs/teacher/UserGuide.pdf
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Each teacher will need:
 PIN
 Last 4 of SSN *
 Date of Birth *
 Valid email address - This email address can be either a work or
personal email address, as it will also be the username.
* Last 4 of SSN and date of birth will be verified against data
recorded in TEACH
** Page Break **
Level 0 – Staff Student Course Reports – Course Roster by
Teacher
Level 0 – Staff Student Course Reports – Students by Teacher
Level 0 – Staff Student Course – Manual Input
2011-12 Data Collection Requirements
Students (PK – 12), including Preschool students with disabilities
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See ‘SIRS Data Elements’ on the SIRS Guidance page http://www.p12.nysed.gov/irs/sirs/
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Demographics (Student Lite Template) – Student Management System
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Enrollment (School Entry Exit Template) – Student Management System
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Programs (Programs Fact Template) - See ‘RIC Program Codes Listing’ for all codes and sources
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Assessments (Assessment Fact Template) – Student Management System, Vendor scored, or COSF from
Special ed system.
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Special Education Snapshot – Special ed system (Cleartrack, IEP)
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SE Events – Special ed system (Cleartrack, IEP)
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Staff Student Course – Student Management System
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Student Class Grade Detail – Student Management System
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Assessment Accommodations
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Staff Evaluation Rating
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Level 0 Express:
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Staff Snapshot & Course – Student Management System
HOW THE PIECES FIT TOGETHER
Student Management
System
(SchoolTool, eSchool Data,
PowerSchool, IC)
Special Education
System
(Cleartrack,
IEP Direct)
Academic Intervention
System
Cafeteria System
(AIS Edge, RTIm)
(Nutri-kids,
WinSNAP)
Test Scoring
System
(NYS, NRT, Regents
Scanning)
(Note: May bypass Level 0)
Other
(BOCES CTE,
Historical, TEACH,
HR System, etc.)
District Data Coordinator/RIC Data Readiness Team
Level 0
L0 Data only
moves to L1 / L2
with DDC request
or with notification
from RIC
(No Errors)
NYSED District Student
Validation System - RIC’s
Cognos 8
Report Portal
(Customized Reports, Basic,
Regents Reform,
and Supplemental Services)
Level 1
(RIC’s)
NYSSIS
Unique Student ID
nySTART
(Pre AOR’s, Guided Analysis)
L2RPT
(Cognos State Reporting)
Level 1C
Data Pass-thru container
(Accountability, Annual Outcomes,
BEDS, ISRs, Staff/Course, TSDL,
Total Cohort, T/NT,
CTE, & Reasonableness)
Level 2
PD Data System
School Accountability
School Report Cards
(Statewide)
UIAS System
(VR Reports & Reasonability
Surveys)
L0 Hist
NYS L0
Historical
Remaining Monthly data loads to Level 0
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This is a tentative schedule of when we will be loading your
data from ALL systems to Level 0 – these will occur during the
following weeks:
 March 5th
 April 9th (Spring Break)
 May 14th – may be delayed 1 week to May 21
 June – none (loads can be done upon request if needed)
 July – Loads are done upon request after rollover has been
completed
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All districts must request a final data load to pull data on graduation
and student transfers/exits and other end-of-year maintenance
** Any changes to this schedule will be posted on the MORIC
Website, under Data Verification - Announcements
2011-12 Final dates to submit data
BEDS (Demographic, Enrollment, Programs for Accountability sub-groups (Disability,
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LEP, Poverty, Migrant, Homeless))
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January 5th
April 5th
Special Education
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July 26, 2012 - VR10 and VR 16
September 27, 2012 - VR 11 thru VR15
** Please note: Enrollment, demographic and disability program service records for those
students who are potential submission records for the VR 10 thru VR 16 reports must
be in Level 0, Locked, with a request to load to the Level 2 Student Data Repository by
no later than Thursday July 26, 2012
** Details are available at:
http://www.p12.nysed.gov/sedcar/files/word/due_dates1112.doc
Accountability
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July 26, 2012
Growth Model Data Elements
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NYSED memo to the field should be released soon with
more details…
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NYSED will be sending the vendor 3 years of 3-8 data in the early June
timeframe
Districts should review students enrollment location, grade level, LRE, and
program information
Staff Student Course data will be sent for the current school year, including
location, start/end dates, linkage duration information, assessment description
 Including some basic information from TEACH
It is anticipated that 2 files will be returned from the vendor
 Evaluation information to school districts
 Student growth will be sent to Level 2
 Level 0
Historical (L0HIST)
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This web-based application, which will be released in two phases, will provide you with the capability of easily
viewing previous years of data warehouse information for individual students in your district. Phase I will
provide data view (March) capability only while Phase II will allow for the update (April) of your historical
information. Historical records are defined as any data warehouse record submitted prior to the current school
year. The data areas currently available for view and future update are Demographic, Enrollment, Programs
Fact, and Assessment Fact.
For manageability purposes, the NYSED recommends that you grant access to your District Data Coordinator
and only authorize a limited number of additional district personnel.
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General Information
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Access to District information would be based on user SEDDAS authentication rights
Mass adds, updates, deletes are not a function of this application
NYSSIS ID or local student id will not be updated through this application
Inquiries will be by individual local student id and school year.
Only NYS Reporting fields are displayed
Assessments
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Districts cannot view vendor scored assessments
Districts cannot view any future assessments administered by another district.
Missing assessment information can be added for a prior district. (i.e. Missing Regents exam scores)
District owned assessments can be changed
District owned assessments cannot be deleted when attached to an assessment response record
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Level 0 Historical
 Level 0
Historical – Alternative update option
2010-11 School year data
Make changes all changes in Level 0, lock data files and
request a load to Level 2
 Changes must be complete on or before
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Monday April 2nd
2010-11 School year data and prior
Coordinate with data warehouse support staff for
template updates, including any NYSSIS ID changes
 All changes must be complete on or before
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 Monday
March 26th
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State Course Catalog update….
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Guidance on the Collection and Reporting of Teacher and Course Data in the
Student Information Repository System (SIRS)
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http://www.p12.nysed.gov/irs/sirs/documentation/Teacher-CourseDataCollection-final-5-2-11-2.pdf
New York State’s comprehensive course code catalog will be adopted from the
NCES SCED identifiers.
The NCES SCED for secondary can be found here:
http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007341
The NCES SCED for prior-to-secondary can be found here:
http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2011801
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SED intends to make a “quick reference guide” subset available to assist in
reporting.
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2011-12 Elementary State Course Codes will need to be changed for the 2012-13 school
year
3-8 Elementary State Course Codes
2011-12
X
Use only these in
2012-13
Anticipated for 2012-13
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Daily Attendance & tardy (negative only – local AND State codes for: excused
[E], unexcused [U], tardy [T])
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Student/Adult contact for educational information
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Principal/Student/Course linkage
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Report all course codes (local and State codes)
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BOCES required to report course/teacher/evaluation data
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Staff Hire date and Exit date (if applicable)
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Staff Tenure date (if applicable)
Anticipated for 2012-13
Collection of NYSSIS ID in Alternate Student ID field
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To be used for reporting to Higher Education (transcripts, etc)
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Collection of Adult ID
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To link parents to kids
New data collection requirements for existing templates:
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School Entry Exit
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0033 - Entry Enrollment code for part-time students pursuing a HS diploma
Programs Fact
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New Program Service Codes:
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New program service ending reason code:
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1232 - SIFE (Students with Interrupted Formal Education)
4015 - indication of student’s participation in STEP (Higher Ed)
4004 - indication of student’s participation in Liberty Partnership Program (Higher Ed)
680 - Leave CTE with the intention of continuing later - to identify students who plan to
continue the program, but may be skipping a semester or a year.
Remove:
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Eliminate Program Type Code for Title II - TPREP. CTE Program Type code will be used for all
records. (participation info code).
Resources
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SIRS Guidance
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http://www.p12.nysed.gov/irs/sirs/
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http://www.p12.nysed.gov/irs/sirs/2011-12/201112SIRSGuidance/NEWER/TeacherCourseReportingRules20111017.doc
Annotated Templates for Extracts
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http://www.p12.nysed.gov/irs/vendors/2011-12/Templates2011-12.xls
L2RPT Report Guides
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http://www.p12.nysed.gov/irs/level2reports/reportguides.html
APPR guidance
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http://usny.nysed.gov/rttt/teachers-leaders/fieldguidance.pdf
Ken Wagner May 2010 memo
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http://www.p12.nysed.gov/irs/sirs/documentation/TeacherCourseDataCollection-final-5-2-11-2.pdf
MORIC Contact Information
(315) 361-2700; 1-866-98MORIC
(1-866-986-6742)
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Data Readiness/Verification - Data Warehouse
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Level 0
L2RPT (Cognos – State Reporting)
Level 0 Historical
NYSSIS Unique ID
nySTART
New York State Assessments
Regents Scanning / ASAP (Assessment Scoring & Analysis Program)
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Contact Data Readiness Support datareadiness@moric.org
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Sally Zielasko
Chris Urich
Brenda Heigl
Danielle Polisse
Katie Duell
Data Analysis and Interpretation
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Contact Deb Duffy at dduffy@moric.org or Melissa Moshetti at
mmoshetti@moric.org