New York Statewide Data Warehouse Guidelines for Extracts ...



Assessment and Reporting Timelines

2011–12 Student Information Repository System

Note that revisions to the initial release are highlighted in blue.

Revisions since the last release are highlighted in green.

Assessment Timeline

|New York State Alternate Assessment for Students with Severe Disabilities — All Grades |

|Administration |October 3, 2011 – February 10, 2012 |

|Scoring |March 12 – May 3, 2012 |

|Final Date To Submit Answer Sheets to Scanning Centers |May 3, 2012 (close of business) |

|New York State English as a Second Language Achievement Test – Grades K-12 |

|Speaking administration |April 18 – May 18, 2012 |

|Listening, Reading, and Writing administration |May 7 – May 18, 2012 |

|Scoring of Listening, Reading, and Writing |May 21 – May 31, 2012 |

|Final Date To Submit Answer Sheets to Scanning Centers |May 31, 2012 (close of business) |

|Scanning Centers Must Submit File to Level 1 |June 7, 2012 |

|Scanning Centers Must Submit File to Level 2 |June 8, 2012 |

|Scanning Centers Must Submit Straggler File to Level 1 |June 21, 2012 |

|Scanning Centers Must Submit Straggler File to Level 2 |June 22, 2012 |

|New York State Testing Program Test in English Language Arts — Grades 3–8 |

|Administration |April 17 – April 19, 2012 |

|Make-up administration |April 20 – April 24, 2012 |

|Scoring of Constructed Responses |April 20 – May 2, 2012 |

|Final Date To Submit Answer Sheets to Scanning Centers |May 2, 2012 (close of business) |

|Scanning Centers Must Submit File to Level 1 |May 24, 2012 |

|Scanning Centers Must Submit File to Level 2 |May 25, 2012 |

|Scanning Centers Must Submit Straggler File to Level 1 |June 7, 2012 |

|Scanning Centers Must Submit Straggler File to Level 2 |June 8, 2012 |

|New York State Testing Program Test in Mathematics — Grades 3–8 |

|Administration |April 25 – April 27, 2012 |

|Make-up administration |April 30 – May 2, 2012 |

|Scoring of Constructed Responses |April 30 – May 9, 2012 |

|Final Date To Submit Answer Sheets to Scanning Centers |May 9, 2012 (close of business) |

|Scanning Centers Must Submit File to Level 1 |May 31, 2012 |

|Scanning Centers Must Submit File to Level 2 |June 1, 2012 |

|Scanning Centers Must Submit Straggler File to Level 1 |June 7, 2012 |

|Scanning Centers Must Submit Straggler File to Level 2 |June 8, 2012 |

|New York State Grade 4 Elementary-Level and Grade 8 Intermediate-Level Science Tests |

|Performance Test Administration |May 23 – June 1, 2012 |

|Written Test Administration |June 4, 2012 |

|Written Test Make-up Administration |June 5 – June 6, 2012 |

|Scoring of Constructed Responses and Performance Test |Following administration, but no later than June 14, 2012|

|Final Date To Submit Answer Sheets to Scanning Centers |June 14, 2012 (close of business) |

|Scanning Centers Must Submit File to Level 1 |June 26, 2012 |

|Scanning Centers Must Submit File to Level 2 |June 27, 2012 |

|Regents Examinations and Regents Competency Tests |

|Administration |August 17 – August 18, 2011 |

| |January 24 – January 27, 2012 |

| |June 13 – June 22, 2012 |

|Scan sheets or test scores to scan centers |Determined by scan centers |

Timeline for Submitting Data to the Level 2 Repository

(Level 1 Repositories may establish earlier deadlines for submitting data to them.)

|Certification, Deadline, or Target |Category |

|Date | |

|Deadline for inclusion in press |August 2011 credentials awarded. |

|release on graduation rate: | |

|December 2, 2011 | |

|Target for inclusion of majority of |Student demographic, enrollment, and program service data for students in preschool, preK–12, and ungraded |

|data: |students enrolled on or before BEDS day of the current year. Each student must have a unique identifier (NYSSIS|

|November 1, 2011 |ID). |

|Deadline: |All limited English proficient (LEP) students must be reported with a program service code 0231 for the testing |

|February 3, 2012 |contractor to produce NYSESLAT field test materials for the students. |

|Target for inclusion of majority of |Program service data are needed for disability, LEP eligibility and services, poverty, and free- or |

|data: |reduced-price lunch eligibility for all preschool, preK–12, ungraded students (with and without disabilities), |

|April 6, 2012 |and Coordinated Early Intervening Services. |

| |August 2011 and January 2012 secondary-level examination results and January 2012 credentials awarded. |

|Deadline: |The following types of data must be provided for ALL students, including preschool, pre-K, and school-age |

|August 24, 2012 |students with disabilities for whom a school district or another educational program has CPSE or CSE |

| |responsibility. |

| |Remaining student demographic, enrollment, and program service data, including Poverty Status, Migrant Status, |

| |and Program Service records for all federally funded programs under which the student was served. |

| |Remaining grades 4 and 8 science, and NYSAA. |

| |Remaining secondary-examination results. |

| |Enrollment data with Reason for Ending Enrollment and end enrollment date for students discharged during the |

| |school year. |

| |Approved alternative assessment scores used to meet graduation requirements for the 2011–12 school year. |

| |June 2012 credentials awarded and postgraduate plans. |

| |All test scores not previously reported for students in the 2004 or later cohorts must be reported. |

| |Reasons for ending disability Programs Fact records during the school year must be submitted for all preschool |

| |and school-age students. All students receiving Coordinated Early Intervening Services must be reported. These |

| |students will be displayed in the VR16 report (Program Service Code 5753). |

Special Education Certification and Due Dates

|These forms are entered directly into the PD Data System[ 1 ] |Due Date |

|PD 6: Personnel Form |February 1, 2012 |

|PD 8: Suspension Data |August 3, 2012 |

|These forms are sent directly to your Local Education Agency[ 1 ] |Due Date |

|SEDCAR 1: Request for IDEA Sub Allocation |November 28, 2011 |

|SEDCAR 2: Request for IDEA Sub Allocation for Students Receiving Services Pursuant to Article 81 Only (This form is |November 28, 2011 |

|also sent to SEDCAR in NYSED) | |

|These data are populated from SIRS and are certified in the PD Data System[ 1 ] |Date Data Must Be Certified By |

|VR 1: Preschool Child Count Report by Race/Ethnicity |January 11, 2012 |

|VR 2: School Age Child Count by Age and Disability |January 11, 2012 |

|VR 3: School Age Students by Disability and Race/Ethnicity |January 11, 2012 |

|VR 4: Preschool LRE Setting Report |January 11, 2012 |

|VR 5: School Age LRE Setting Report |January 11, 2012 |

|VR 6: District Report of Preschool Students by Primary Service Provider |January 11, 2012 |

|VR 7: Provider Report of Preschool Students[ 2 ] |** |

|VR 8: District Report of School Age Students by Building Where Enrolled |January 11, 2012 |

|VR 9: Provider Report of School Age Students[ 2 ] |** |

|VR 10: District Report of School Age Students Exiting Special Education |August 27, 2012[ 5 ] |

|VR 11: Notification to School District of Compliance Rate on SPP #11[ 3 ] |October 1, 2012[ 5 ] |

|VR 12: Notification to School District of Compliance Rate on SPP #12[ 3 ] |October 1, 2012[ 5 ] |

|VR 13: Preschool Children Provided Programs and Services during 2011-12 School Year |October 1, 2012[ 5 ] |

|VR 14: District Report of Parentally Placed Students in Nonpublic School Who Were Evaluated |October 1, 2012[ 5 ] |

|VR 15: Preschool Outcomes Report[ 3 ] |October 1, 2012[ 5 ] |

|VR 16: Students Receiving Coordinated Early Intervening Services |August 27, 2012[ 5 ] |

|These data are entered directly into the PD Data System under Self Review Checklists[ 4 ] |Date Checklist Must Be |

| |Completed By |

|Indicator 4A: Suspension Rate for Students with Disabilities |May 31, 2012 |

|Indicator 4B: Suspension Rate for Students with Disabilities by Race and Ethnicity |May 31, 2012 |

|Indicator 9: Disproportionate Identification of Racial and Ethnic Groups for Special Education and Related Services |October 15, 2012 |

|Indicator 10A: Disproportionate Representation of Students with Disabilities by Classification |October 15, 2012 |

|Indicator 10B: Disproportionate Representation of Students with Disabilities by Placement |October 15, 2012 |

|Indicator 13: Secondary Transition IEP Review for Students with Disabilities |August 31, 2012 |

1 For further information on any of the forms or data in the above table, please visit IRS Special Education’s data collection requirements page located at: .

2 Verification reports 7 and 9 are provider reports that do not require certification.

3 See the schedule of submission to find the school year in which your district is required to submit data for these indicators:

4 For further information on SPP Indicators, please visit:

5 Please note for all due dates in red: Enrollment, demographic and disability program service records for those students who are potential submission records for the VR 10-16 reports must be migrated to the Level 2 Student Data Repository by no later than August 24, 2012. Data will be reviewable in the PD data system as the List of Potential Student Records to ascertain that all students eligible to be included in these reports are on the list with accurate information. The L2 data repository will be frozen with regard to new or changes in the enrollment, demographic, and disability program service records after this date in order to do accountability calculations after the July 27, 2012 deadline.

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