The job of a Data Administrator can be a difficult one. Here you will find tools and resources that can make the job easier.
- Data Warehouse Evolution
- Data Warehouse Evolution.pdf. This timeline chronicles data flow changes since NYS data reporting started in 2006.
- SIRS Data Flow Diagram - That Was Then - This is Now- These diagrams illustrate how verification reporting has changed since the beginning of SIRS.
- Data Warehouse Data Responsibility Guide.xlsx - An Excel-based planning and task-tracking tool for data administrators. It documents reporting tasks that need to be completed and district personnel responsible for each. Provided in an editable format so districts can customize it to local needs.
- English Language Learners (ELLs) Screening Help Document.pdf - For data reporting purposes, ELL students refer to English Language Learners (or ELL - English Language Learners). New York State (NYS) must collect and report data on several accountability groups, including LEP Students, in order to meet the requirements of the federal No Child Left Behind (NCLB) Act and New York’s Elementary and Secondary Education Act (ESEA) waiver. Annual Yearly Progress (AYP) and Performance Indices (PI) are determined for LEP Students.
- Beginning of Year Check List Generic (edit by district).docx - A check list of data to review at the beginning of each school year.
Accountability Verification Timeline
2025-26 Accountability Verification Data Reporting Timeline.pdf - Deadlines for verification and certification of 2025-26 school year data in SIRS.
BARS
The Building Assessment Reporting System allows district data administrators to locally generate test-scoring reports, including subgroup disaggregation and side-by-side data comparisons. Access request forms must be submitted to the regional contact.
Click here for the BARS District Data Administrator application.
Completed forms should be faxed to Jeremy Dodds at 315-433-2221
Business Portal
The NYSED Application Business Portal (https://portal.nysed.gov) is a secure online platform used by New York State school districts, BOCES, and charter schools to submit financial data, audit reports, and grant applications (e.g., ESSA-funded programs) to the New York State Education Department. It acts as a central hub for various applications, including SED Monitoring, Vendor Performance, and the Data Exchange (IDEx).
Cognos Analytics
IBM Cognos Analytics (version 11) is a data analysis and reporting application used to run reports and conduct validation analysis against the Level 1 Data Warehouse. Requires an access request form.
Click here for the Cognos user application.
Completed forms should be faxed to Jeremy Dodds at 315-433-2221
Course Code Mapping
This link provides information about the process of linking a district's local course codes to New York State's standardized statewide course catalog. Although districts are not required to adopt state codes for internal use, local codes must be mapped to state codes before course data can be submitted to SIRS.
English Language Learners (ELLs) Screening Help Document.pdf
NYS must collect and report ELL data to comply with federal requirements under the federal No Child Left Behind Act (NCLB) and the New York's Elementary and Secondary Education Act (ESEA waiver), and to calculate AYP and Performance Indices for this group. For state data reporting purposes, ELL students are tracked as part of the LEP accountability subgroup.
IMF - Institutional Master File
The Institutional Master File is a comprehensive NYSED database containing records for every public school district, private school, and BOCES in New York State. This includes basic institutional information, enrollment statistics, professional and paraprofessional data, limited facilities data, and information on special education programs.
Level 0
A district-facing web application through which data administrators add, verify, edit, and export student data before transmitting it to the Level 1 Data Warehouse.
Requires an access request form.
Click here for the Level 0 / ASAP user application.
Completed forms should be faxed to Jeremy Dodds at 315-433-2221.
NYSAA
The New York State Alternate Assessment is an alternate assessment for students with disabilities who are unable to participate in the standard NYSTP assessments even with accommodations. Resources available in this memo provide information about the chronological age ranges aligned to content grade levels.
NYSED Accountability
Resources from the Office of Accountability (OA) intended to support districts in the implementation of New York State's Every Student Succeeds Act (ESSA).
PD System
The Pupils with Disabilities Data System is an online tool for the collection, verification and certification of Special Education data. The majority of data in the PD System is drawn from SIRS, though some data may be entered directly.
SEDREF
The SED Reference File is a web application used to look up institutions by name and BEDS code (Basic Educational Data System Code).
