2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
Reporting requirements for End of Year
(What data sets are required and who must report them)
 Demographics (Student Lite) – ALL reporting entities
o Graduates: please make sure you have post grad plan and diploma type included.
 Post Grad Plans – 1: 4 Year college in NYS; 2: 2 Year college in NYS; 3: Other
postsecondary school in NYS; 4: 4 Year college outside NYS; 5: 2 Year college
outside NYS; 6: Other postsecondary school outside NYS; 7: Seek employment; 8:
Enlist in the military; 9: Other plan; 10: Adult Services (students with disability
only); 11: Unknown
 Diploma Types – see SIRS manual for listing; many codes
o LEP Students: please make sure they have LEP Duration; first year of LEP Duration should
be reported as “1”
o Backmapping BEDS Code: IF you have a K-2 Feeder School, report the 12 digit BEDS code
of the feeder school the 3rd grade student attended; otherwise, leave blank
o Race Code 1: At least one race must be selected for students, report this in Race Code 1; if
reporting more than one, report those in sequential order (Race Code 1, then 2, then 3…)
 Entry/Exit (Enrollment) – ALL reporting entities
o Graduates: Please make sure you have the Graduation type exit code and exit date.
o Grade Level reminders:
 Use PS if a preschool-aged student is NOT enrolled in a PK program
 Use PK if the student is enrolled in a PK program regardless of whether they are
CPSE eligible or not.
 IF a student is enrolled in PK, the grade should NOT be changed and no 4034
enrollment record/140 exit record should be submitted for a PK student who is
referred to CPSE. The combination of 4034/140 codes should ONLY be used if the
student is SOLELY enrolled for the purpose of determining eligibility for CPSE
services using a PS grade level. Once determination is made, if they are eligible,
report a 0011 enrollment as PS unless also entering the PK program
 NYSAA Eligible: Grade must be reported as either ungraded 13 or 14
 Some Other Entry/Exit Codes:
 5654: Enrolled in an approved GED (AHSEP) program; 816 Earned a High
School Equivalency Diploma
 5905: CSE Reporting Responsibility ONLY; 8305 End CSE responsibility only
 0022: Foreign Exchange Student – removes a child from accountability;
442: Left the USA
 0055: Distance learning students taught by your teachers (instructional
reporting only); BOCES also uses this since they only have instructional
responsibility; 0066: End Instructional Reporting only
 799: Graduates (earned a Regents or Local Diploma)
 085: Earned Commencement Credential: 629: Previously earned
Commencement Credential or IEP Diploma (High School Completers)
 153: Transferred to another school in this district or to an out-of-district
placement (e.g. students moving from Middle School to High School)
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
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Dropout Codes:
136 - reached maximum legal age and has not earned a Diploma or Certificate
340 - left school, first time dropout
391 - long term absence
408 - permanent expulsion
425 - left school no documentation of transfer
8338 - incarcerated student, no participation in a program culminating in a regular Diploma
 Program Services - Most reporting entities
o Please make sure you have selected ALL when pushing up to Level 1 and that none of
your programs unchecked (if they do, make sure you have no data to report for that
category) and/or turned maroon (see message below about fixing errors first.)
o Some of the reportable codes (not inclusive - there are many others)
 LEP Eligibility: 0231; LEP Program (multiple codes)
 Reason for Ending Code has changed; please see the latest SIRS Manual for
codes to use based on how determination was made.
 Type of Disability (multiple codes: REMINDER: PD reports do not have to be
certified until the fall; however, ALL demo, enrollment, program services must be
accurate and pushed to Level 1 prior to the August 19th deadline. Students can’t
be added nor corrected for those templates after that date. ONLY Special
Education Events data can be fixed in September.
 Poverty: 0198, Free (5817) and Reduced Price (5806) Lunch
 Alternate Assessment (0220) and NYSESLAT Eligible (0242 - Remember, 0242
should ONLY be reported for Recently Arrived LEP Eligible students who can use
the NYSESLAT in lieu of the NYS 3-8 ELA for accountability purposes.)
 P-TECH Early College High School: 4026 and Smart Scholars: 4037 (To identify
students for the purposes of future school/district accountability calculations.
 Intervening Service (5753)
o ****IF there are verification errors when you try to push up, please fix them BEFORE
creating the file for Level 1. If you push with errors, that category of records will be
PURGED at the state level and your reports will show NO students with that program
service. This can be VERY costly in terms of funding, accountability and APPR decisions.
 Assessments – ALL reporting entities who administered assessments
o ACTs/IBs that you received from students; PSATs, SATs and APs are reported to NYSED by
College Board.
o Regents
 Dates to use: August 2014-08-13; January 2015-01-26; June 2015-06-02
 August Regents are not loaded to L1 by NERIC; LEAs MUST report August
assessments through Level 0 and push to Level 1.
 January Regents are loaded to L1 by NERIC except for Physics, which is restricted
and not scored by NERIC; LEAs MUST report Physics assessment and
accommodations through Level 0 and push to Level 1.
 June Regents are loaded to L1 by NERIC; LEAs who opt to report their own DRC
results MUST upload that assessment and accommodation data to Level 1.
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
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Students MUST be enrolled on the date of the assessment, so if an August Regents
result is not showing, please check the enrollment records to make sure they were
enrolled on August 13, 2014 (can be an earlier date).
Reporting ANY Regents that failed to load to Level 1 because of errors is the
responsibility of the district.
PLEASE make sure you review your SIRS-309: Annual Regents report to make sure
that each student’s record shows the highest score achieved this year (August,
January or June) for each assessment taken. ONLY the highest score will show.
o RCTs
 LEAs must report ALL RCTs & related accommodations
 Same assessment dates as listed above for Regents.
o COSF
 Use 2014-07-01 Assessment Date
o CTE Technical Skills Assessment
 Use date test was given; since it is multi-part, you can use the first date of
administration.
o NYSITELL
 LEAs MUST report this data for all students who took the NYSITELL assessment this
year other than students who took it PRIOR to entering Kindergarten (those
results should be held and reported in the school year that they enter
Kindergarten – use date within first week of enrollment as a Kindergarten
student); for other NYSITELL students, use the first date of test administration.
 Special Education Snapshot (EOY) - ALL reporting entities with CSE/CPSE Responsibility (District,
Charter Schools, State Agencies and any others with CSE/CPSE Responsibility)
o Report for preschool-aged students who received CPSE services at any point during the
school year (7/1/14 – 6/30/15)
o Snapshot Date: 2014-07-01
 Primary Service Code: Required for EOY Snapshot.
 Primary Placement Type and Primary Setting Code are NOT required for EOY
Snapshot.
 Primary Service Provider: if they received services from more than one provider;
use the BEDS code of the coordinating service provider.
 If there are still errors or you didn’t report BEDS Day Special Education Snapshot,
please make corrections/import data and push up.
 Special Education Events – ALL reporting entities with CSE/CPSE Responsibility (District, Charter
Schools, State Agencies and any others with CSE/CPSE Responsibility)
o Report SE Events ONLY:
 IF you have Indicator 11 or 12
 IF you had any 5905 students who went through the determination process this
year. (Indicator 14, parentally placed CSE students)
 LINK 1 (Initial Referral)
 LINK 2 (Parental Consent to Evaluate)
 LINK 3 (Meeting to Discuss Evaluation Results)
 LINK 4 (Full Implementation of IEP – Only for EI (Early Intervention) and/or CSENP
students (Non-public CSE students)
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409

While Special Education Events can still be modified in September, all students
MUST be reported with accurate demographics, enrollment and program service
information prior to the August freeze because you will not be able to fix those
records after the freeze. If possible, complete and correct all Special Education
Events information prior to the freeze too!
 Student Class Grade Detail (Final Grades) – (Districts, Charter Schools, and BOCES)
o Report FG (Final Grade information)
 Reporting Date: 2015-06-30
 Report Numeric or Alpha grade for secondary level courses (7-12); Outcome
required for courses at all grade levels – “N” Non-complete; “P” Pass; “F” Fail
 Grade Detail Code: FG (Final Grades)
 Assessment Included Indicator: Yes, if Regents was used in calculating Final Grade;
No, if Regents was not used in the calculation of Final Grade.
 Credit Recovery: Yes, if this course was for credit recovery
 Student Credit GPA (Districts and Charter Schools)
o Report TOTAL for student who have earned ANY graduation credits.
 Reporting date is 2015-06-30
 MP Code: Always “NA”
 Term Code: Always “NA”
 Cumulative Credits Earned: Total graduation credits earned to date; Report for any
student who has earned Graduation credit
 Cumulative GPA: Total cumulative GPA earned; Report only on records with a
Credit GPA code of “TOTAL”; report for any student who has earned Graduation
credit.
 Student GPA Range Min.: Minimum possible GPA value
 Student GPA Range Max.: Maximum possible GPA value
 Cumulative Credits Attempted: Total graduation credits attempted to date; report
for any student who has attempted to earn graduation credit
 Staff-Student-Course - (Districts, Charter Schools and BOCES)
o Report a Roster record for Every Teacher/Student/Course relationship.
o Report ONLY your own teachers (on your district’s payroll)
o You MUST report out-of-district students who take a course with your teacher (on your
payroll) if your teacher is teaching them. (i.e. 0055 Instructional Reporting ONLY).
o Report an Evaluation record in addition to the roster record for every
Teacher/Student/Course relationship where the course ends in a State Assessment. These
are the records that are used for SGP/MGP calculations.
o There can be multiple records for the same student and course or teacher depending
upon the movement within courses.
o Evaluation data was due NO LATER than 2015-06-03 for use in growth scores. Data can
still be corrected at this point but it will not be included in the state growth calculations.
o Reporting Date: Roster – 2015-06-30; Evaluation records = 1st date of assessment
o Relationship Start Date: The day the student enters the course/section with the teacher.
o Relationship End Date: for roster records: the day either the teacher or the student
leaves the course/section or the last day of class for the year. For evaluation records: the
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
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same if it falls before the first date of assessment administration; otherwise the first date
of assessment administration.
o Enrollment Linkage Duration: Potential Student Instructional Time
o Attendance Linkage Duration: Actual Instructional Time
o Linkage Duration Adjustment: NOT Used
o Course Duration through Assessment Reporting Date: Total Planned Class time leading up
to assessment.
Accommodations - All reporting entities who administered assessments that were NOT loaded
by NERIC
o Enter IEP, 504, and/or ELL Accommodations for assessments NOT scanned by NERIC:
RCTs, COSF, ACTs, IBs, CTE Technical Skills Assessments…. NERIC loads them for Regents
and ALL 3-8 Assessments, NYSESLAT & NYSAA.
o Each accommodation used is reported as an individual record for each assessment.
Daily Attendance - (Districts and Charter Schools)
o Report ONLY negative attendance (absent excused, absent unexcused and tardies) & inschool/out-of-school suspensions.
Day Calendar - (Districts and Charter Schools)
o Report a record for each day of the year (all 365or 366 days.)
o For use on the EngageNY portal.
o Will be used to display the attendance data.
Staff Snapshot –
o Report records for all teachers, principals and non-teaching professionals
o A Staff Snapshot record must be reported before any other staff record type can be
reported for that staff member. See Chapter 3 of SIRS Manual for more information.
Staff Assignment - (Districts, Charter Schools and BOCES)
o Links a principal to their location school and/or the grade(s) they are responsible for.
o Used to collect PMF Data for Non-Teaching Professionals
o Report PMF for all non-teaching professional staff. See Chapter 3 of SIRS Manual.
Staff Tenure – Report a record for any staff member that has obtained or is pursuing tenure.
o ONLY 2 Tenure Types for this year: TCH for Teachers or ADT for administrative staff
Staff Evaluation Rating (Districts, Charter Schools and BOCES)
o Report Staff evaluation composite rating and composite score and subcomponent (i.e.
Local, State, Other) scores.
o Should NOT be reported until after the August freeze – will be collected August 26th, 2015
– October 16th, 2015
o Charter schools with an approved APPR plan follow the same rules as public school
districts and BOCES. All other Charter Schools ONLY need to report one record – the
Overall Composite Score of 0-100 linked to the HEDI Rating Scale.
o Evaluation Criteria Code:
 STATE20
 LOCAL20
 OTHER01 (Other- Ineffective), OTHER02 (Other- Developing), OTHER03 (Other –
Effective), OTHER04 (Other – Highly Effective)
 REMEMBER: The score ranges for the OTHER score are defined in a
district’s approved APPR Plan. These ranges may vary by building; please
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
refer to this document for the ranges for each building so that the scores
are properly attached to the correct HEDI rating.
 OC01 – Ineffective
 OC02 – Developing
 OC03 – Effective
 OC04 – Highly Effective
o Evaluation Criteria Rating Code: Use NA
o Evaluation Criteria Rating Points:
 STATE20 – value from 0-20
 LOCAL 20 – value from 0-20
 OTHER01, OTHER02, OTHER03, OTHER04 – value from 0-60 based on approved
ranges
 OC01 – value from 0-64
 OC02 – value from 65-74
 OC03 – value from 75-90
 OC04 – value from 91-100
o Reporting Date: 2015-06-30
 What DOES NOT need to be reported?
o Contacts and Student Contact – these templates were intended for the Educational Data
Portal. These data sets are not required this year; no mechanism for reporting a unique
parent id has been developed.
Data Reporting Clarifications
Please pay particular attention to the following data elements when reporting and verifying your data:
 Graduates must be reported with the correct diploma type code, post-grad activity code and
corresponding reason for ending enrollment code 799.
 All students, including students with disabilities, must be included in the final submitted file with
all of their appropriate Program Service Codes.
 Limited English Proficient eligible students must be reported correctly with a Program Service
Code 0231, LEP Duration and a LEP Program code (with the appropriate exit code as applicable).
 Students eligible to use the New York State English as a Second Language Test (NYSESLAT) in lieu
of the elementary /middle-level ELA for accountability participation rate purposes must be
reported correctly with a Program Service Code 0242 as well as a program service code 0231,
indicating they are LEP. Remember, ONLY report the 0242 IF the student is in their 1st year and
eligible to use it in lieu of ES/MS ELA.
 Grade 8 students who took a science Regents Exam for elementary/middle-level science
accountability purposes must be reported with the appropriate assessment record for the
Regents Exam taken.
 Grade 7 or 8 students who took a Common Core Learning Standards Algebra Regents Exam for
elementary/middle-level mathematics accountability purposes must be reported with the
appropriate assessment record for the Regents Exam taken.
o NOTE: The US Dept. of Education has extended the double testing waiver for 2014-2015,
therefore 7th and 8th grade students who take Regents exams in math are not required to
take the NYSTP grade 7 or 8 math assessment to fulfill the testing requirements.
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
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All schools required to submit backmapping data (schools with grades 1, 2, 1–2, K–1, or K–2 only)
must do so. Failure to submit these data will result in the school not making Adequate Yearly
Progress (AYP). A list of 2015 backmapping schools can be found at
http://www.p12.nysed.gov/irs/sirs.
Students eligible for the New York State Alternate Assessment (NYSAA) must be reported as
ungraded (grade level ‘13’ or ‘14’), a program service code that identifies their disability, a
Program Service code of 0220 (NYSAA eligible), and an accurate date of birth that corresponds to
the NYSAA administered. See “Assessments by Birth Date/Age for Ungraded Students in 2014–
15” table under Ungraded Students in Chapter 2 of the SIRS Manual.
What if I need to fix data from a prior year for some of my reports?
o Changes can be made in Level 0 Historical. You must have View and Edit access to Level 0
H through SEDDAS to make changes. SEDDAS credentials are used.
o Data changes made by 10 PM on Thursday night migrate to the state over the weekend.
o The only historical changes that can be made in the current year of Level 0 are the
addition of historical assessments for a student who transfers in. Changes made to other
years in Level 0 DO NOT move to the state.
o You will need the student’s local student id for the year you are reporting. They must
have a demographic and enrollment record for that year.
*** Enrollment, demographic, assessment (including COSF), Special Education End of Year (EOY)
Snapshot, and disability program service records for those students who are potential submission
records for the VR 11-16 reports must be submitted by August 19, 2015. Districts should use the List of
Potential Student Records report contained in the PD Data System to determine that all students eligible
to be included in these reports have been reported with accurate information.
*** Charter schools with an APPR plan approved by the Commissioner must follow the same reporting
requirements as public school districts and BOCES. All other charter schools must report overall rating
categories but are not required to report subcomponent scores. Charter schools that are not required to
implement the §3012-c evaluation rating categories (i.e., highly effective, effective, developing,
ineffective) must map their local evaluation rating categories to the State rating categories for State
reporting purposes.
Verification of Reported Data
(Which reports need to be verified, by whom, where to find reports, why)
 Which reports should be reviewed? Please see “L2 Reports to be reviewed prior to End of Year”
chart created by SED as guidance.
http://neric.org/documents/DW_documents/EndofYearDocs/DW-EOYReports14-15.pdf
 Who should be verifying the reports?
o Principals, Directors of Special Education/CSE/CPSE Chairs, Guidance Directors, Free &
Reduced Price Lunch Coordinator, Coordinators of grants that affect funding such as LEP,
Title I, UPK, …
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
o This should be a TEAM effort whenever possible. The people who know the data most
intimately should be verifying the data.
o The DDC/CIO should be coordinating this process, making corrections and watching the
reports to make sure those corrections are reflected in the updated reports. ALL final
reports should be reviewed again for accuracy before the Superintendent signs off as
accurate or inaccurate.
o Many districts ask administrators to notify the DDC/CIO of any corrections that need to
be made and then once the corrections are made, have them sign off on the accuracy of
that report.
 Where are the verification reports located?
o Verification reports are available in the Level 2 Reporting (L2RPT) environment
o See http://www.p12.nysed.gov/irs/level2reports/home.html for report guides that are
helpful in reviewing the data.
o Go to https://cognosrpts.neric.org well in advance of final data submission to help
ensure that all data are reported accurately in SIRS.
o If data must be updated, changes must be made to the local source system and the
changed data must be reported again to Level 1/Level 2 of the SIRS. Data will be
refreshed weekly in Level 2 of the SIRS until August 28, 2015.
o User accounts for the Level 2 reporting environment are created and managed through
the State Education Department’s Delegated Account System (SEDDAS) available at
http://portal.nysed.gov/portal/page/pref/PortalApp .
o Specific details on how to proceed with the authorization of accounts are provided by
your Level 1 data center.
o In addition to the verification reports available through L2RPT, throughout the data
collection cycle additional reports are distributed to schools and/or districts via the
Information Reporting Services Portal (IRSP).
o When reports are posted to the IRSP, an email notification is sent to alert designated
users that a file is available for pick up.
o Special Education Data Verification reports are available in the PD Data System.
 Why is data verification important?
o Data should be as accurate as possible. The data reported by districts in the SIRS will be
used for funding allocations and public reporting purposes, such as Accountability and
State Report Cards.
Deadlines for Reporting and Certification of Data
*** Certification of SIRS Verification Report(s) form will be distributed via the Information and Report
Services Portal (IRSP) at http://portal.nysed.gov and must be submitted via upload to the New York
State Education Department, Information and Reporting Services Portal.
 June 3rd, 2015 – Final submission of 2014-15 TSDL and Staff Assignment data (for principals) to be
used for 2014-15 teacher and principal State-provided growth score calculation purposes.
2014 – 2015 End of Year Reporting Reminders
For Assistance, please contact us by email at DWHelp@neric.org or by phone at 862-5409
 June 12th, 2015 – TSDL and Staff Assignment data Statement of Certification Form due. The form
will be submitted by upload to the IRS Portal.
 July 8th, 2015 – June Regents scores will be loaded for a final time that week; please push up any
changes to scores by July 8th, but not until after we notify you via listserv that we have done our
Final Load. Thanks.
 August 19th, 2015 – NERIC Deadline for reporting complete and accurate EOY Data
 August 26th, 2015 – Drop dead date to correct errors that may occur in the processing of data
from Level 0 to Level1 to Level 2. PLEASE DO NOT plan on using this week to correct data; we will
be busy assisting those who had major errors on upload the week before and if you have errors
that week, there will be time to correct the data.
 August 26th – October 14th, 2015 – Final submission of 2014-15 evaluation composite ratings,
composite scores, and subcomponent scores.
 August 28th, 2015 – APPR Implementation Certification form due to APPRCERT@NYSED.GOV
o The APPR Implementation Certification form must be submitted by districts and BOCES.
o This form is one necessary component to demonstrate implementation of your approved
APPR plan for the 2014-2015 school year and is used to determine eligibility for 2015-16
State Aid for school districts only.
o The form must be signed by the Superintendent/District Superintendent and Board
President.
o The form will be posted this spring on the Departments website at
http://usny.nysed.gov/rttt/teachers-leaders/appr-implementation-certification.html
 September 4th, 2015 – 2014-2015 SIRS Data Certification form due. Superintendents will certify
data as it appears in the L2 Verification Reports as of August 28 th, 2015. This certification form
will be submitted by uploading it in the IRS Portal.
 September 4th, 2015 – 2014-2015 Certification of Special Education Data Elements: VR13, VR15,
and VR16. The certification of this data is completed in the PD Data System.
 September 28th, 2015 – 2014-2015 Certification of Special Education Data Elements: VR11, VR12,
and VR 14. The certification of this data is completed in the PD Data System.
 October 23rd, 2015 – 2014-2015 Staff Evaluation Statement of Certification Form due.
Superintendent will certify the accuracy of Staff Evaluation Rating data submitted to NERIC as of
October 14th, 2015.
 November 18th, 2015 – August 2015 Graduates for the 2010 and 2011 Cohorts.
o Submission of August 2015 diplomas and assessments for students in the 2010 and 2011
total cohorts for reporting with the 2014-15 Graduation Rate release.
***Additional information relating to Special Education Verification Reports in the PD Data System
can be found at http://www.p12.nysed.gov/sedcar/data.htm#sirs.
***Additional information relating to data reporting in the SIRS can be found in the SIRS Manual at
http://www.p12.nysed.gov/irs/sirs/.