the new york city department of education
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THE NEW YORK CITY DEPARTMENT OF EDUCATION. ATS Data Overview. Data Management. School data is vital for improving student learning and for compliance purposes Inaccurate data compromises our ability to improve student learning and may lead to less favorable school accountability outcomes - PowerPoint PPT PresentationTRANSCRIPT
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THE NEW YORK CITY DEPARTMENT OF EDUCATION
ATS Data OverviewATS Data Overview
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Data Management
• School data is vital for improving student learning and for compliance purposes
• Inaccurate data compromises our ability to improve student learning and may lead to less favorable school accountability outcomes
• The Data Specialist is expected to become familiar with ATS, CAP, and HSST reports and functions in order to help maintain the integrity of our data
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ATS Portal - http://portal.nycboe.net/sites/FinanceAdmin/DIIT/AppDev/ATS/
Main Menu
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ATS Wiki - http://wiki.dev.doe.local/display/ATSWiki
Main Menu
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Managing Our Data – School Status Reports
• Each function provides areas where likely changes or corrections can be made
Register Reports
RREG Register Reports
RDGS NCLB Disaggregation Report
RSSS Ethnic Summary Report
Attendance Reports
RYIS YTD Attendance Interval Report
RGST Register and Attendance Report
R4RR R407 Report
RPPS Period Attendance Summary Report
RSAL School Attendance List
Special Education Reports
R201 Incomplete Evaluation Report
RFAD Awaiting First Attend Report
Accountability Reports
RCOS Regents Cohort Roster and Summary
Special Categories
RMEL Meal Code Category Report
RBPS BESIS Participation Report
RSNR Net Register Report
CAP Program
Student Inquiry
Referral/Evaluation
Placement
Data Entry Main Menu
The STAT Screen – Your School At A Glance
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ATS STAT SCREEN
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Overview of The Data Stored in ATS
• Student data categories– Biographical– Adult– Exam– Attendance– Health– Marks– Transportation
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ATS PRIMARY MENU
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Managing Our Data – Biographical
• NYC ID#• First Name• Last Name• Address• Date of Birth• Place of Birth• Gender• School• Phone Number• Ethnicity (Indicator Field)• Immunization Status• Meal Code• Gifted • ESL
• Off. Class • LEP• AIDP• Grade Code• Speech Services• Funded Programs• Grade Level• Temporary Housing• Chapter 53• Off. Room• Physically Challenged• Special Education• Bilingual• Resource Room
• The biographical data includes the following fields:
• There are many other fields available for the storage of student biographical data. An indicator field is usually a one character field that can be used to print reports of students with the same indicator designation
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STUDENT INDICATORS
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FIRST TIME ADMIT SCREEN
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ATS BIO UPDATE SCREEN
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Managing Our Data – Adult
• Name • Address• Home Phone• Work Phone• Authority Code• Employer Address• Relationship Code
• The related adult data includes the following fields:
• There are many other fields available for the storage of adult data. Up to 12 adults in relationship to the student may be input (e.g., mother, father, aunt, uncle, baby sitter, etc.)
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UPDATE ADULT INFORMATION
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Managing Our Data – Exam
• Exam Name• Exam Season• NCE Score• Exam Description
• Exam Year
• The exam data includes the following fields :
• The exam data is sent to ATS by the Office of Accountability after the test grids are scanned.
• The exam data that is available on ATS is for inquiry only! It may NOT be input or changed at the school or district level.
• Percentile• Scale Score• Exam Grade• Exam Form• Raw Score
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EXAMINATION SCORES
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Managing Our Data – Attendance
• Attendance data is stored twice daily for each student, even in schools where attendance is taken once a day
• Students are marked absent, late or released (e.g., clerical half-day)
• Reason codes should be entered to explain student attendance/absence.
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STUDENT ATTENDANCE
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INDIVIDUAL STUDENT ATTENDANCE
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ATTENDANCE – PREVIOUS TERMS
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Managing Our Data – Health
• Calc. Immunization Status
• Warning Date• Exclusion Date• Immunization Type• Exemption Code• Exemption Date
• Health data includes the following fields:
• Follow-up Date• TB Status• Admit Immunization Status
• TB Immunization Types
• Chest X-Ray Date• Immunization Dates
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IMMUNIZATION DATA
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Managing Our Data – Marks Data
• Course Codes• Teacher's Name• Subject Marks• Exam Marks• Teacher Comments
• Report card marks data includes the following fields:
• Major Status• Minor Status• Promotional Requirements
• School Message
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MARKS DATA – MIDDLE SCHOOL
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Managing Our Data – Transportation
• Transportation Status
• Distance Code • Line Number • Metro Card No.• Eligibility
• Transportation data includes the following fields :
• Note that the field lists are partial lists and don't include all of the data fields that are contained in the ATS system. Other fields do appear in the various ATS reports and on ATS data entry screens.
• Bus Stop • Handicap Code • Pick-up Time• Drop-off Time • Vendor Code
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TRANSPORTATION DATA
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What Does Clean Mean?
• It is important that school staff have an understanding of what the data mean and how it is used for state and city accountability
– “Clean” refers to data in the source systems that have been reviewed by school personnel and is consistent with the documentation on file at the school
• Areas to be aware of includes: LEP (ELL) Status, Ethnic Code, Grade 9 Entry, Grade Levels, OSIS duplication,
Exam Errors, Cohort
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Data Fields To Be Monitored
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Standards and Guidelines
• In maintaining the integrity of the data in the source systems, standard procedures for changing/editing information in DOE systems must be followed
• The following screens provide a summary of the Guidelines and Standard Procedures governing the changes
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Managing Our Data - Student Name
• Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form
Field Name Source Valid Values Description
Student Name ATS
Student Last Name, First Name. There is a maximum of 17 characters for the last and first name. If the name exceeds this part of the first name will be truncated
John Q Public
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Managing Our Data - Student Address
• Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form
Field Name Source Valid Values Description
Student Address ATS Student address14 Belloc AveApt 20Brooklyn NY 11420
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Managing Our Data - Gender
• Using the BIOU screen, most student biographical information can be updated at anytime by authorized users with information from the Admission/Discharge Form
Field Name Source Valid Values Description
Student Gender ATSM Male
F Female
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Managing Our Data - Ethnic Code
• To change a missing code or ethnic code (6) use the UPEC function in ATS. To change an incorrect ethnic code fax PSE form to (718) 935-5874/5192
Field Name Source Valid Values Description
Ethnicity ATS
1American Indian/Alaskan Native
2 Asian/Pacific Islander
3 Hispanic
4Black, Not of Hispanic Origin
5White, Not of Hispanic Origin
6 Parent Refused to Choose
7 Multi-Racial
If the parent/guardian continues to refuse to sign the form the school can populate based on a visual observation of the student
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TABLE DISPLAY
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Managing Our Data - Meal Code
• Using the Application for Free & Reduced Price Meals on file in the school updated via the BIOU screen in ATS
Field Name
Source
Valid Values
Description
Meal Code ATS
1 Free Lunch
2 Reduced Price Lunch
3 Full Price Lunch
4Parent Refused to Sign Survey
5 Full Price – No Form
A Free Meal - HRA
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ENTERING / UPDATING MEAL CODES
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Managing Our Data - Date of Birth
• A copy of the student’s birth certificate with student name and OSIS faxed to DIIT –
(718) 935-5874/5192
Field Name SourceValid Values
Description
Date of Birth ATS
19990131January 31, 1999
20021114November 14, 2002
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Managing Our Data - Admit Date
• Updates using the ATS request form found online at – http://www.nycboe.net/adminorg/Divisions/diit/ats/requests/ Field Name Source
Valid Values
Description
Admit Date ATS
20060702 July 2, 2006
19981031October 31, 1998
• This is the most recent date the student entered the current school
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Managing Our Data - Grade Code
• Updated by school personnel using the SIGT function in ATS
Field Name SourceValid Values
Description
Grade Code ATS
310 Kindergarten
110 First Grade
190 Ninth Grade
442 GED
951Ungraded Special Education
Other Values
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Managing Our Data - Grade Level
• Updated by school personnel using the SIGT function in ATS
Field Name SourceValid Values
Description
Grade Level ATS
0K Kindergarten
01 First Grade
02 Second Grade
03 Third Grade
04 Fourth Grade
05 Fifth Grade
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Managing Our Data - Home Language
• Updated using the Home Language Identification Survey (HLIS) signed by parent/guardian upon admission via the BIOU screen in ATS
Field Name SourceValid Values
Description
Home Language ATS
SP Spanish
NO English
UR Urdu
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Managing Our Data - LEP/ELL
• To request changes, schools submit request to Office of Accountability for review and resolution
Field Name
SourceValid Values
Description
LEP/ELL Status ATS/BESIS
E Eligible for testing on the LAB-R, Home Language is other than English
S Entitled based on IEP
Z No LABR exam; not recommended by CSE; school says entitled
Y Entitled based on the LAB-R exam
X Previously not entitled based on IEP. THESE STUDENTS ARE now ENTITLED
P English Proficient
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Managing Our Data - LAB-R Decision
• To request changes, schools submit request to Office of Accountability for review and resolution
Field Name
SourceValid Values
Description
LAB-R Decision
ATS/Office of
Accountability
YStudents who scored at the lowest cutoff
X
Students who are transitional, and who are close to attaining English Proficiency
NStudents who scored above the cutoff and are deemed to be English Proficient
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Managing Our Data - NYSESLAT
• To request changes, schools submit request to Office of Accountability for review and resolution
Field Name
SourceValid Values
Description
NYSESLAT Proficiency
ATS/Office of
Accountability
BBeginning level of progress toward English Proficiency
IIntermediate level of progress toward English Proficiency
A Advanced level of progress toward English Proficiency
PEnglish Proficient/ No long entitled to ELL/LEP services
BlankBeginning level of progress toward English Proficiency
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Managing Our Data - Years of SCVS
• To request changes, schools submit request to Office of Accountability for review and resolution
Field Name SourceValid Values
Description
Years of Service ATS/BESIS
1Students who are in their first year of receiving services
2Students who are in their second year of receiving services
3Students who are in their third year of receiving services
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Managing Our Data - Cohort Year
• To request changes, schools submit request to Office of Accountability for review and resolutionField Name
Source
Valid Values
Description
Cohort Year ATS
HFirst entered Grade 9 in 2002-03 school year.
IFirst entered Grade 9 in 2003-04 school year.
JFirst entered Grade 9 in 2004-05 school year.
KFirst entered Grade 9 in 2005-06 school year.
LFirst entered Grade 9 in 2006-07 school year. Ungraded students are placed in a cohort based on their AGE.
Students with a GED grade code, such as 442 are placed in a cohort following their matriculation from middle school (eighth grade)
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Managing Our Data - CAP REC PGM
• Contact CAP/CSE Office
Field Name SourceValid Values
Description
CAP Recommended Program
CAP/SEC
RS Related Services
SESpecial Class Recommendation
SSSpecial Class Recommendation D75
STSpecial Education Teacher Support Services (SETSS)
TTCollaborative Team Teaching
Others
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Managing Our Data - Test Scores
• Check ATS exam-error screen for missing inaccuracies, and follow ATS procedures to correct. If score is missing contact Office of Accountability.
Field Name SourceValid Values
Description
Test Scores ATS
ELADocumentation must be maintained at the school for possible audit purposes
Math
Science
Social Studies
Performance Level
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Monitoring The Data
• The school data specialist monitors the accuracy of the data entered by the school data management team using reports in ATS/HSST/CAP
• Suggested timetable– Beginning of the School Year– Daily– Weekly– Monthly– End of the school year– Ad hoc, as required
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Managing Our Data – Timetable
• Beginning of Year Reports – ATS Report Description
ROCL Official Class List
RMSR Exam Report
RBIR Biographical Roster
RLAB LAB Scores Report
RCRL Cross Reference List
ROCR Official Class Registers
RCON Emergency Contact Report
RADR Address Report
RHIL Immunization Status List
RCR1 Clearance of Register Report
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Managing Our Data – Timetable
• Daily Reports – ATS Report Description
RDAL Daily Attendance/Lateness List
RNOC Non-Compliance Report
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Managing Our Data – Timetable
• Weekly Reports – ATS Report Description
RADP (Option U) Unconfirmed Discharge List
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Managing Our Data – Timetable
• Monthly Reports – ATS Report Description
RPAR Period Attendance Report
RWCL Working Class List
RCSL Class Summary List
RADP Admission List
ROCR Official Class Register
RADP Discharge List
RBIR Biographical Roster
RCRL Cross Reference List
RCON Emergency Contact Report
RCUA Cumulative Absence Report
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Managing Our Data – Timetable
• End of School Year Reports – ATS Report Description
PLNT Print List Notice
RFCL Future Class List
PSPE Special Education Checklist
RMIN Missing Information Report
RLNB Biographical Roster of List Notice
RSUM Summary Reports
RORL Official Class Reorganization List
RHLD Holdover Report
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Managing Our Data – Timetable
• Ad Hoc Reports – ATS Report Description
RFTF Face to Face
RMEL Meal Category List
RHIL Immunization Status List
RISA Individual Student Attendance
RTRR Ridership Report
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Managing Our Data – CAP Reports
• There are many, many Special Education reports that the field uses to monitor workload. The most common are posted on the RMDS system and are also re-hosted on ATS to ensure that schools have the local data that they need.
Special Education Reports
RGFM Form G/ Class Profile Form
RART Articulation Report
RSPE Testing Mods Report (CAP)
R201 List of Incomplete Evaluations
RFAD First Attend Date Report
RSHL SE Historical Holdover Report
RSCP SE Promotion Criteria Report
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SPECIAL EDUCATION REPORTS
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Managing Our Data – CAP Reports
• There are many, many Special Education reports that the field uses to monitor workload. The most common are posted on the RMDS system and are also re-hosted on ATS to ensure that schools have the local data that they need.
Special Education Reports
R326 Students In Need of Annual Review
R313 Students Awaiting Place Auth
R671 Students Awaiting Site
R672 Students Awaiting Consent
R674 Students Awaiting First Attend
RACP CAP / ATS Discrepancies
RSEP Students in Evaluation / Placement Process
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Managing Our Data – CAP/ATS
•The ATS (Automate the Schools) system is linked to the CAP (Child Assistance Program) system enabling users in both systems to share data in selected fields•The link permits the immediate assignment of New York City student identification numbers for all new students entered into both the CAP and ATS systems.
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Managing Our Data – CAP/ATS
• First attend dates are automatically transferred from ATS into CAP during the months of September to November.
• ATS passes LAB scores to the CAP system twice a year that will enable CSE personnel to readily obtain this information.
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Managing Our Data – CAP/ATS
•The Form G/Self Contained Class Profile Form (RGFM) is an ATS report used by Special Education staff in the CAP articulation process. While designed to reflect "future" CAP class placements during the end-of-year procedures, it can also be produced throughout the school year for current CAP classes.
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Managing Our Data – CAP/ATS
•The Annual Review Tracking Form (RATF) is an ATS report used to manually enter Type 1, 2 or 3 changes for Special Education students in Self-Contained, Related Services or Resource Room programs.
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RATF – ANNUAL REVIEW TRACKING
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Managing Our Data – CAP/ATS
• The ACP link generates an Admit/Discharge form from ATS which is used by both CSE (Committee on Special Education) staff and pupil accounting secretaries to track the admits and discharges of special education students.
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ATS – CAP DISCREPANCY REPORT
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Managing Our Data – CAP/ATS
• ATS receives weekly updates of special education indicators from CAP. These indicators are: – Mainstreamed– Resource Room– Additional Related Services– Testing Mod – Counseling – Speech Services – Consultant Teacher– These indicators are entered into the system by CAP and are useful in printing reports by indicator for any of the students receiving these services.