Data Warehouse Resources

Data Warehouse Coordination

Overview of Service

Using the eScholar state-standardized Data Warehouse solution, data elements from multiple information systems (including student information systems, special education systems, nutrition systems and human resource systems) are integrated into a single data repository, from which districts have direct access to a comprehensive district profile.

This service provides districts with an accurate and consistent means of importing district data extracted from various information systems. Subscribers of NERIC–supported information systems, which have approved eScholar data extracts, will have an assurance that data is available for import in the standard format as prescribed by the Student Information Repository System (SIRS).

Data validation rules are run against district data throughout the submission process to identify potential errors in data reporting and state reports are generated for district review prior to the district’s final certification of data accuracy. Some of the domains included at this time are demographic, enrollment, program services, assessments, special education, teacher student data linkage, final grade, course credit, attendance, courses, staff assignment, staff attendance, staff tenure and staff evaluation.

Guidance and interpretation of policy and accountability as it relates to the Student Information Repository System (SIRS), as well as training and support, are also provided.

Service Benefits

• Provides a method of uploading and correcting state reportable information
• Provides cheat sheets and interpretation/guidance for state reporting
• Provides database and web server maintenance and support
• Provides meetings and trainings by knowledgeable trainers on the use of multiple related systems and data reporting requirements
• Multi-mode approach for support and training (phone, email, webinar, documents, etc.)
• NERIC-hosted districts, and non-NERIC-hosted districts who opt in at a fee, can utilize NERIC DataFlow service to automate importing of some of their extracts
• Provides access to Cognos Level 1 instructional and Level 2 state verification reports

Service Provider and Subscriber Responsibilities

	NERIC Responsibilities	LEA Responsibilities
District Data Coordinator	Act as liaison to NYSED	Ensure key LEA staff are identified as a single point of contact (DDC) and a backup (Alt DDC) for both LEA internal staff, NERIC Data Warehouse staff and New York State Education Department Provide appropriate SEDDAS and other entitlements to district staff
Data Loading	Load NYS assessment results, accommodations and item responses for 3-8, NYSITELL and Regents (except for August Regents and January Physics Regents assessment results)	Import and upload all other required data
Data Accuracy	Provide error identification reports as well as support for troubleshooting errors	Review data reports and correct data at the source Coordinate district response to data errors in a timely manner Import and upload the corrected data
NYS Accountability Reporting	Provide access to NYSED online reports Interpret NYSED reporting and accountability rules	Review reports and certify/sign-off to NYSED Maintain familiarity with NYS reporting requirements and accountability
Level 2 Verification and PD System Reports	Provide training on accessing reports and assist with questions Inform LEA of the certification deadlines	Run and verify all Level 2 and PD System Reports Make corrections as needed Meet required certification deadlines Provide appropriate SEDDAS entitlements to district staff
TSDL Verifications	Provide clarification of rules governing TSDL reporting	Communicate roles and procedures to district staff Oversee the entire verification process
Staff Data Upload	Provide clarification of rules governing Staff Data reporting	Import and upload Staff files Work directly with Human Resources vendor support for training and problem solving Review and verify data in the L2RPTs, TAA & TSRV
Training, Documentation & Support	Provide trainings on NYS Data Reporting rules, regulations and requirements. These trainings may be in-person, via webinar or video Organize and provide regular DDC meetings, located regionally (BOCES) Provide updates via the DW Listserv Provide webinars, video tutorials and documentation Create Cheat Sheets to assist in understanding complex topics Publish Reporting Calendar	Attend all required trainings and DDC meetings Identify staff to receive training on use of Source Systems Designate central contact person to receive and disseminate all correspondence and communications relating to training offerings Ensure proper LEA staff are in attendance at relevant on-site, web-based and/or centralized training sessions
NYSSIS ID Near Match Resolution	Troubleshoot and assist with NYSSIS issues LEA is unable to resolve	Resolve NYSSIS near matches to the best of their ability
UIAS Reports – False Dropouts, False Transfers, Simultaneous Enrollment, and Disappearing Student	Troubleshoot and assist with NYSSIS issues LEA is unable to resolve	Engage in due diligence to determine the actual status of each student on report Work within district and with other districts if necessary Modify Student Information System if necessary
Data Confidentiality	Maintain Data Confidentiality	Submit Personally Identifiable Information (PII) only through the secure FTP site Link to upload PII data to NERIC provided upon request by district

Support/Service Request Procedures

The process for all subscriber incidents and service requests begins by making contact with a member of the NERIC Data Warehouse Team, 518-862-5409, or email dwhelp@neric.org.

Contact and Escalation Procedures

Mary McGeoch, Managing Program Coordinator I, Data Warehousing, 518-862-5318 or mary.mcgeoch@neric.org.

Jeffrey Luks, Managing Program Coordinator II, Student Services, 518-862-5381 or jeffrey.luks@neric.org.

Filicia D’Aversa, Deputy Director, 518-862-5337 or filicia.daversa@neric.org.