Current Issues for the

District Data Coordinator

DATAG

Friday, December 11, 2015

Presented by

Karen Bartash & Michelle Ruggio

Mid-Hudson Regional Information Center

© 2012 Mid-Hudson Regional Information Center

• Verification & Confirmation of BEDS Day

EnrollmentData due to Level 2 by Friday, January 8, 2016*

• Staff Snapshot and ePMFDeadline for teachers to submit data and complete ePMF forms is

Friday, January 29*

• Staff Assignment Data in Staff Snapshot & Staff Assignment for non-teaching

professional staff due to Level 2 by Friday, January 29, 2016*

http://www.p12.nysed.gov/irs/beds/2014/PMF/documents/ePM

FandSIRSStaffCollectionTimelinefor2015-16.pdf

*Check with your Level 1 center for your local data submission deadline.

Upcoming Deadlines

• SIRS-312 – BEDS Day Enrollment for State Aid

• SIRS-313 – BEDS Day Enrollment by Location and

Subgroup

• SIRS-314 – BEDS Day Enrollment by District of

Residence

• SIRS-316 – BEDS Day Enrollment for District Pre-K

• SIRS-319 – BEDS Day Enrollment in Public and

Charter Schools by Resident District

• SIRS-323 – Free and Reduced Price Lunch Eligible

Students Enrolled on BEDS Day

January Verification of BEDS

Day Enrollment

January Confirmation of BEDS

Day Enrollment

BEDS Enrollment Verification

Report Guides

http://www.p12.nysed.gov/irs/level2reports/SIRS-312-313-314-316-

319ReportGuide.pdf

BEDS Enrollment Verification

Report Guides

http://www.p12.nysed.gov/irs/level2reports/SIRS-323ReportGuide.pdf

BEDS Verification: Going Beyond the “What”

We know what reports need to be verified

The real questions are:

Who?

Identifying the staff who are/should be involved in the

verification process

How?

Establishing verification procedures & internal timelines

Today’s Discussion

The “Who” will differ depending upon the

BEDS Report being verified.

So, let’s first discuss the “How” in relation to

all the BEDS Verification Reports.

Considerations

Accessing & Disseminating Report Data

Identifying Errors and Making Corrections

Establishing verification procedures & internal timelines

Cannot Rely Solely on Source System(s)

How is this accomplished in your district?

Today’s Discussion

SIRS-312 BEDS Day Enrollment for State Aid

This report displays district‐level student counts that are used in State aid calculations. This report

does not apply to charter schools. The majority of students in this report fall into two general

categories: 1) resident students who are enrolled outside of the district, and 2) non‐resident students who

are enrolled in the district. General examples of such students are:

• Resident students placed outside of the district by staff in the district of residence, including

special‐education placements and students enrolled full‐time at BOCES

• Resident students unable to attend school and served by the district in home or hospital settings

• Non‐resident students who are enrolled in the district either by CSE or parental choice

• Incarcerated youth in correctional facilities served by the district.

SIRS-312 BEDS Day Enrollment for State Aid

Who?

Pupil Personnel Services/Special Ed Staff

Registrar

Others?

When verifying subgroups, who are the

additional staff members to include in the

verification?

LEP Coordinator

Homeless Liaison

Others?

SIRS-312 BEDS Day Enrollment for State Aid

SIRS-313 BEDS Day Enrollment by Location

of Enrollment & Student Subgroup

Who?

Principals

Counselors

Registrar

Others?

SIRS-313 BEDS Day Enrollment by Location

of Enrollment & Student Subgroup

SIRS-314 BEDS Day Enrollment by

District of Residence

This report displays counts of enrolled students by grade and by their District of Residence. The

District of Residence is the district that a school‐age child is entitled to attend based on the location

of the child’s residence. District of Residence is used in calculations for textbook and

transportation aid.

Who?

Counselors

Registrar

Others?

District of Residence Guidance

SIRS-314 BEDS Day Enrollment by

District of Residence

This report displays district totals for pre‐kindergarten and will differentiate half‐ and full‐day pre‐kindergarten as well as Universal Pre‐K (UPK) versus Other Pre‐K students. Data in this report are

used to monitor Universal Pre‐kindergarten programs and for “maintenance of effort” and other

funding considerations. This report does not apply to charter schools.

The district total for pre‐kindergarten will be a sum of pre‐kindergarten students reported as

enrolled in any school in the district (district UPK plus other PK that is not UPK funded) plus the

Universal Pre‐kindergarten (UPK) students who are in Community‐based Settings (CBOs) and who

have been reported with a Location Code ending in “0666”.

SIRS-316 BEDS Day Enrollment for District

Pre-K

SIRS-316 BEDS Day Enrollment for District

Pre-K

It is important for funding received under a State Universal Pre‐K grant that Pre‐K students are

reported with a correct Program Type and UPK Provider Type, if the Program Type is UPK:

• Pre‐K students who are supported by Universal Pre‐K funds and located in district‐operated

classrooms must be reported with a Pre‐K Program Type of 902 and a UPK Provider Type of 1309.

• Pre‐K students who are supported by Universal Pre‐K funds and located in classrooms operated by

Community‐based Organizations (CBO) must be reported with a Pre‐K Program Type of 902 and

ONE of the UPK Provider Types of 1320 through 1419.

• If the program type is not UPK, Pre‐K students who are not supported by Universal Pre‐K funds

should be reported with a Pre‐K Program Type of 990 and NO UPK Provider Type.

Who?

Pre-K/UPK Coordinator

Registrar

Others?

Guidance on Reporting Pre-K Children in SIRS

SIRS-316 BEDS Day Enrollment for

District Pre-K

SIRS-319 BEDS Day Enrollment In Public and

Charter Schools by Resident District

This report displays counts of resident students by grade and by their charter school or school

district of enrollment. Schools in the District of Residence as well as schools outside of that district

where a particular student is enrolled are counted. This report is provided as an informational

report as charter school and non resident student enrollment counts have financial implications for

resident district student aid distribution. Questions about the accuracy of these counts should be

directed to the charter school where the students are enrolled, or to the district with reporting

responsibility.

In this report, if no resident students are enrolled in charter schools or school districts other than

the district of residence, then the report will be blank.

Who?

SIRS-319 BEDS Day Enrollment In Public and

Charter Schools by Resident District

SIRS-323 Free and Reduced Price Lunch

Eligible Students Enrolled on BEDS Day

This report displays district‐ and school‐level counts of students by grade cluster: for Pre‐Kindergarten

alone; for Grades K‐6 and ungraded elementary together; and for Grades 7‐12 and ungraded secondary

together. While the FRPL eligible count is as of BEDS Day, subgroup status is determined using program

service data reported anytime during the school year (using the SIRS school year snapshot). The report

also displays district‐ and school‐level “Total Eligible” counts excluding Pre K, in Column “l”, which is the

count recognized as the official FRPL eligible count for all public schools and districts.

Free & Reduced SIRS Guidance

In addition to excluding Pre‐Kindergarten students from the FRPL Total Eligible counts, these counts also

do not include preschool (PS) students, AHSEP enrolled students (GD), homebound students (Location

Code ending in “0777”), home schooled students (Location Code ending in “0888”).

NOTE: Access to the SIRS-323 report requires specific entitlement through SEDDAS

SIRS-323 Free and Reduced Price Lunch

Eligible Students Enrolled on BEDS Day

Who?

Food Services Director

Technology Director

Others?

SIRS-323 Free and Reduced Price Lunch

Eligible Students Enrolled on BEDS Day

• Verification & Confirmation of BEDS Day

Enrollment

• Data due to Level 2 by Friday, January 8,

2016

• Check with your Level 1 Center for your

local data submission deadline

Reminder

Current Issues for the

District Data Coordinator

DATAG

Friday, December 11, 2015

Presented by

Karen Bartash & Michelle Ruggio

Mid-Hudson Regional Information Center

© 2012 Mid-Hudson Regional Information Center