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New CIO Training 2012-2013Phase II:

Level 0 Modules & How To Import Text Files and Correct Import Errors

Module Data Needed For Our First Submission

First Data Submission Due Date: 10/31/2011 (please also register for one of Mary McGeoch’s BOY CIO

meetings)

Modules: Demographics (a.k.a. Student Lite) : All student records Enrollment (a.k.a. Entry/Exit) : All student records Program Fact (a.k.a. Program Services) : All program services,

except CTE BEDS Day Snapshot Records : BEDS Day Snapshot Records (all

classified students who were enrolled on BEDS Day and receiving SE services)

Demographics (Student Lite)

Demographics (Cont.)

An * by the field name indicates this field is required Never, ever, ever reuse a local student ID. Once a child has been

uploaded to Level 1 with an ID, that ID is gone forever. Dates need to be in this format: yyyy-mm-dd Location code: Building the child is walking the halls in (a district

location code, 0000, can only be used if a child is a grade PS in the determination process, 4034/140 enrollment codes)

Even though the address and guardian names do not have an * , please report this information anyway

Data required for NYSSIS (unique student IDs) are pulled from the demographics screen (one of the big reasons addresses and guardian names are needed)

Last Status Date just has to be between the dates of 2012-07-01 and 2012-06-30.

Dist. Code of Residence: District Code showing what district boundaries the child’s house is located in.

Enrollment

Enrollment (Cont.)

An * by the field name indicates this field is required Location code: Building the child is walking the halls in (a district

location code, 0000, can only be used if a child is a grade PS in the determination process, 4034/140 enrollment codes)

Dates need to be in this format: yyyy-mm-dd Entry and Exit Codes: Very important to know the rules for each

code, please see “SIRS Codes and Descriptions” under the Technical section of the SIRS Manual: http://www.p12.nysed.gov/irs/sirs/

Entry or Exit Comments are not required

Program Fact (Program Services)

Program Fact/Services (Cont.)

An * by the field name indicates this field is required Location code: Building the child is walking the halls

in. However, IEP Direct or ClearTrack pulls 0000 for location and that is fine only in program services.

Service Provider BEDS Code (State Location ID): Only needed for “school-level” program services.

Dates need to be in this format: yyyy-mm-dd

BEDS Day Snapshot

BEDS Day Snapshot (Cont.)

Any student enrolled, classified, and receiving services on BEDS Day

Please see the template for reporting rules if you are manually entering these records.

Snapshot date: BEDS Day, 2012-10-03

Where Do I Get These Data Files From?

Demographics text file: Comes from your SMS (SchoolTool, eSchoolData, PowerSchool, etc.)

Enrollment text files: Comes from your SMS (SchoolTool, eSchoolData, PowerSchool, etc.)

Program Fact (Program Services): Can come from three different information systems (NutriKids, Your SMS, and ClearTrack or IEP Direct)

BEDS Day Snapshot: Comes from your special education department information system (ClearTrack or IEP Direct)

I have all the files – What Next?

Step #1: On our website (dw.neric.org), click “Level 0(B)”

Step #2: Sign into L0

Step #3: Go to Elect. Import. Import the Demo file first, then Enrollment, then Program Fact, and finally BEDS Day Snapshot

Importing a Demographic Text File

Step 1: Leave the first bullet checked

Step 2: Leave the first bullet checked

Step 3: Browse and find your demographic (student lite) text file and double click on it

Step 3: Browse and find your demographic (student lite) text file and double click on it

Importing An Enrollment Text File

Importing PS Text Files

Importing the BEDS Day Snapshot Text File

Contacts/Cheat Sheets:

Please see our “Level 0: Importing/Manually Entering/Uploading/Errors - Cheat Sheets” section on our Resources/Announcements/Downloads page for Cheat Sheets covering how to import and upload data: http://portal.neric.org/sites/services/DW/Pages/Downloads.aspx

Please email all questions to: DWHelp@neric.org

Or call our Data Warehouse Hotline at: 518-862-5409