nssrs 101 nebraska student staff record system
DESCRIPTION
NSSRS 101 Nebraska Student Staff Record System. Nebraska Department of Education. Outline. What’s in it for you Collaboration, Communication and Teamwork Data Management, Security and Leadership Getting the Data in…Validating the Data Where Does the Data Go Support. The Stakes are HIGH. - PowerPoint PPT PresentationTRANSCRIPT
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NSSRS 101Nebraska Student Staff Record System
Nebraska Department of Education
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Outline
• What’s in it for you• Collaboration, Communication and Teamwork• Data Management, Security and Leadership• Getting the Data in…Validating the Data• Where Does the Data Go• Support
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The Stakes are HIGH
• Funding
- State and Federal - Program $$$
- SpEd, Title, Perkins, Early Childhood
• Accreditation
- Meeting Rule 10 or Rule 14
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What’s In It For You?
• Curriculum Leadership
- Staff
- Qualified Teacher/Certification
- Students
- PLAS/Assessment/AYP
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What’s In It For You?
• Morale and Media- Published Data
- State of the Schools Report- AYP- NePAS
• Services Provided
• Community Development
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Collaboration
Communication
Teamwork
301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska
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It’s the Way Education Does Business• Whose Data is It?
– The District Owns the Data• Whose Job is It?
– Data Quality is Everyone’s Job• What are the attributes of good Data?
– Timely– Scheduled – Accurate– Secured and Confidential
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Quality Data
Culture
Factors Affecting a
Quality Data Culture
Roles in a Quality Data
Culture
Components of a Quality
Data Culture
Importance of a Quality
Data Culture
Quality Data Culture Concept Map
Quality Data
Culture
Factors Affecting a
Quality Data Culture
Roles in a Quality
Data Culture
Components of a Quality
Data Culture
Importance of a Quality
Data Culture
Accuracy
Security
Utility
Timeliness
Policies and Regulations
Standards and
Guidelines Training and Professional Development
Timelines and Calendars
Technology
Hardware
Software
Network
Data Entry Environment
Data Steward
Superintendent
Board Member
Principal
Teacher
Office Staff
Technology Support
Staff
More Effective Decision-Making
Program Funding
Achieving AYP
Other
Quality Data Culture Concept Map (expanded)
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The simplicity of this map is it comes down to one of three things:
1. People
2. Process
3. Resources
Data Concept Map
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PROACTIVE MEASURES VALUE-ADD ACTIVITYROLE-MODELING
Data Quality Cultures Take Leadership
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Safety in Numbers - Create a Team• Members of Team
– Standing Team (Leadership, including Data Steward)– Full Team (includes all contributing data owners)
• Regular Time(s) to Meet and Communicate• Appropriate levels of Access:
– SIS – Portal
• Team Review of Data– Pre Submission Audit of data – Post Submission Audit of data (Validation/Verification) –
before Collection Approval
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District Organization Example
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District Team Organization Example using the NSSRS Calendar
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• Office Staff• Parent/Guardian and Students• Teachers• ELL Director• SPED Director• Guidance Counselor• Gifted Coordinator• Food Program Coordinator• Superintendent• Building Principals• Federal Programs (Title Programs)• Curriculum Director• Assessment Coordinator• Early Childhood Director• Technology Staff• Consolidated Data Collections (CDC) Steward• Human Resources• Business Manager• Other
It Takes a Team…
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Data Management
Security
and Leadership
301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska
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District Admin Responsibility
• District Admin Login/password• District Admin Tab• Keeper of the Activation Codes for all
collections• Select and Assign Appropriate Roles Activation
Codes• Select and Assign Appropriate Modifier(s)
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NSSRS Validation Security Options
• Roles– Predefined set of data access– Differentiated between student and staff
• Modifier– Provides additional data views via:
• Student Lookups• Verification Reports
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If your role is: You will get access to: Potential Individual Modifiers:
Student Data Steward
o All Student Error information except Free & Reduced Lunch
o All Student Verification Reports except Free & Reduced Lunch
o All Toolso Assessment datao Special Education data
o Free & Reduced Lunch Program
Basic Student o All Student Error information except Free & Reduced Lunch, Special Education and Assessment
o All Student Verification Reports except Free & Reduced Lunch, Special Education and Assessment
o Enrollment Lookup by IDo Expected Graduation Year Lookupo Programs Facto Student Summary Attendance
o Free & Reduced Lunch Program
o Special Education Programo Assessment Programo Reprocess Errorso Student Demographicso Graduation Cohort Analysis
Toolo Student Lookup by ID
Staff DataSteward
o All Staff Error informationo All Staff Verification Reportso Reprocess Errors Tool
Basic Staff o All Staff Error informationo All Staff Verification Reports
o Reprocess Errors Tool
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Safeguard Sensitive Data to Guarantee Privacy and Confidentiality
“A data handler does not have the right to
look at her neighbor’s child’s grades simply
because she has access privileges to student
information.”
“Legitimate Educational Interests”
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Sensitive Data
• Special Education
• ELL
• Free/Reduced Lunch
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https://portal.education.ne.gov
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The Process
Getting Data In
Validation
Approval
301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska
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NSSRS Calendar
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CDC Calendar
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Change Management
• SIS is the Mother – SIS Updates and Patches– SIS Corrections – Clean Source
• Updates and Corrections– Expected: Changes in Student & Staff Populations – Extraordinary: Student Grades – Delivery Model
- Course Codes• Supporting Policy and Procedure
– Is it Current?– Authenticating Documentation– Intake Process – Make or Break!!
…takes Leadership
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• Every student must have a unique ID number
• Two ways to enter information into Student Uniq ID to Assign NDE ID’s–– Upload a Batch File - Upload all of your students
in one file.– Enter Individual – Enter individual students one at
a time.
Student Uniq-ID
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Student Uniq-ID
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Student Uniq-ID
• Two options to upload a batch fileBasic Advanced
Header Record and Trailer Record are required for the Basic upload on.
Example Header: TH 04/12/2013 12:15:00 12345 delimited=0X2C
Example Trailer: TT 12345 25165
No Header Record and Trailer Record are required for Advanced upload.
Detail Record is required for Basic and Advanced upload. Detail Record =16 fields
Detail Record is required for Basic and Advanced upload. Detail Record =16 fields
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Student Uniq-ID - Validating the Data
File Upload Failed Message
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Student Unique-ID – Fix Data Errors
After clicking on “Fix Errors”, the next screen will display a list of students that have errors that need to be fixed. Click on the “Edit” button to choose the record to review to make the necessary corrections.
The application will notify you of the data errors by displaying a message directly below the field.
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Student Unique-ID – Fix Data ErrorsUpdate the information on the screen and then click on “Update Student Records”.
After all validation errors are addressed, either by fixing or canceling the student record, the screen below displays NDE Student ID assignment can now be started. Click on “Assign State ID”.
If the applications does not find any Near Matches, the Status for the batch will be “ID Assigned” and the Next Action will be “Download State ID”.
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Student Unique-ID – Resolve Near MatchesIf the system finds students included in your file that match records already in the database, the system displays a message that you have ‘Near Matches/Duplicates Found”. Click on the “Resolve Near Matches”.
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Student Unique-ID – Resolve Near MatchesAll fields in which the information differs between the two students are highlighted in yellow.
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Student Uniq-ID – Enter Individual Student
All red starred fields must be entered. The “Clear’ button will remove all values from the fields. After entering the student’s information, users can click ‘Assign State ID”.
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Ensure That Quality Data is Submitted
• Work with the Data Steward and others submitting the data to complete a validation process
• Make sure data is complete and accurate• Not only can inaccurate data cost you money
but it can also lead to poor instructional decisions
• Poor data will lead you to false conclusions
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Multiple Detailed and Multiple Aggregate Reports Available for Data Quality Validation & Verification
Validation
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Static Reports Allow you to…
• Verify student counts by groups, grade, gender, ethnicity, etc.
• Check staff reported for accurate demographic information, endorsement status, multiple assignments etc.
• Review the accuracy and completeness student grade reports
• Monitor the status of your graduation cohort four years in advance
• Verify special education counts• Check your ADA/ADM for state aid purposes
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Dynamic Look Up Tools
• Search for students by name and examine demographic characteristics
• Identify, by name, special education services being delivered
• If you find extra or missing students on verification reports you can search by specific student names for groups in which they are included
• Create files that can be matched to assessment data files and files from other sources allowing student level data analysis
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Membership and Attendance
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Membership By Grade, Race and Gender
1125
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STUDENT
GROUP
COUNTS
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Student Summary Attendance
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Validation/Verifications need to talk to CDC
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Data Collections Tab
• CDC • Request to Submit Data Late or Make Data Changes **NEW**• Graduation Cohort Resolution Request• Elementary Class Size• Days in Session and Instructional Program Hours
…and many more• Preview: SOSR• Data Reporting System (DRS)
…and many more
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Consolidated Data Collection
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Gotchas!Summer Exiters (after June 30)Dropouts (202)Completers (203, 204, 208)
◦ Cohort RamificationsCollisions with CDC
◦ Days in Sessions◦ Norm Referenced Assessment◦ Range of Grades (PK by ESU)
(Warning: List is not a complete list…)
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Collection Approval
• Purpose: Superintendent’s (District Admin) Digital Signature
• Signifies Approval of Data for State and Federal Use
• Locks Data (*)• Done at the completion of Validation and
Verification Activities• Found within “Data Manager”(*) Can be unlocked prior to close of data collection
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Collection Approval
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Due Dates
AUDIT WINDOW CLOSE DATE: The Audit Window allows District and NDE staff to review the submitted data and make necessary adjustments. Districts must ensure final approval occurs during the Audit Window.CDC – Collections must be approved locally on or before the Audit Window Close DateNSSRS – Collections must be approved locally on or before the Audit Window Close Date. After the Audit Window Closes the data becomes available for official reports and calculations.
DUE DATE: A date when data must be submitted. CDC – Collections need to be Submitted and ApprovedNSSRS – All required templates must be submitted during the collection window
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Make Changes
• Need to make changes BEFORE the Audit Window Close Date and you have already approved?Contact the NDE Helpdesk at 888-285-0556 or [email protected]
• Need to make changes AFTER the Audit Window Close Date?Requests to change data, after the Audit Window Close Date, require submission of “Request to Submit Data Late or Make Data Changes” available within the Consolidated Data Collection.
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Master Calendar
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NSSRS & CDC Calendars
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Where does the data Go?
301 Centennial Mall South • P.O. Box 94987 • Lincoln, Nebraska
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Federal Programshttp://www.education.ne.gov/federalprograms/
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State of the Schools Report (SOSR)
http://reportcard.education.ne.gov
Reports approximately 70 data points for performance comparison
Includes both State and Federal reportable data Includes Teacher and Student populations Can be previewed well in advance of publication – Preview: SOSR found in Portal under Data Collections Tab – 24 hours after filing
data in NSSRS
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Nebraska Performance Accountability System (NePAS)
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Support for Data QualityInstructions and Program Linkso http://www.education.ne.gov/nssrs
◦ Template Instructions for data requirements by field◦ “Who Reports What” ◦ Guidance documents◦ Course Codes and Clearing Endorsements Document
NDE Submissionso https://portal.education.ne.gov
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Support for Data Quality
NDE Research Analysts:
◦ Ben Baumfalk…402.471.3697◦ ESUs 1, 2, 3, 7, 18 & 19
◦ Matt Heusman…402.471.3696◦ ESUs 4, 5, 6, & 9
◦ Rachael LaBounty…308.631.5117◦ ESUs 13, 15, 16 & 17
◦ Kathy Vetter…308.730.1949◦ ESUs 8, 10 & 11
• WORKDAYS @ ESU FOR EACH COLLECTION• SPECIAL PROGRAM EVENTS• TRAINING: CENTRALIZED AND ON-LOCATION
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How to contact the NDE Helpdesk
There are three ways to contact the NDE Helpdesk with questions. All three ways get to the same place, so please only use one of these options.1. Submit a “Helpdesk Request” from your portal account.
After logging into the NDE Portal, it is available in the upper right corner of the Collection Announcement page. This will be the fastest way to get your request to the NDE Helpdesk.
2. Email: [email protected]. Call Toll Free: 888-285-0556 Please leave your full name,
organization, call back number and a brief description of your question.
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