2015-16 SIRS Timeline

DEADLINES FOR VERIFICATION AND

CERTIFICATION OF 2015–16 SCHOOL YEAR DATA IN SIRS

Date/ Estimated Date:	Data Extract or Certification:	Purpose of Collection:	Applicable To:	Notes:	Last Updated:
January 8, 2016	2015–16 BEDS Day Enrollment Data Extract	Counts of UPK students are collected for the purpose of calculating UPK grant funding as well as eligibility for mid-year expansion funding. Enrollment by grade, district of residence, district Pre-K, and supplemental enrollment counts are collected for the purpose of calculating preliminary State Aid allocations Enrollment counts are also used to create the USED Directory, which is the official directory of all schools and districts for federal reporting and which serves as a sampling frame for federal statistical studies, defines the universe for the CRDC, and populates, the list of schools used on the FAFSA.	Public School Districts, Charter Schools
January 11, 2016	2015-16 Data Certification of Special Education Data Elements VR 1-9 through PD Data System	Districts and nonpublic schools are required to certify data as Accurate or Not Accurate. Status will be defaulted to Not Accurate in the PD system for entities that do not certify.	Public School Districts, Special Acts, Article 81, State Agencies, State Operated
February 26, 2016	2015-16 Staff Snapshot Data Extract 2015-16 Staff Assignment Data Extract	Deadline for teachers to submit data (complete ePMF forms). All non-teaching professional staff data due from Staff Snapshot and Staff Assignment for PMF purposes.	Public School Districts, BOCES, Charter Schools		February 25, 2016
March 4, 2016	2015-16 Certification of Non-teaching Data from Staff Snapshot and Staff Assignment	Certification of non-teaching data from Staff Snapshot and Staff Assignment for PMF purposes. Certification form will be posted to the NYSED Business Portal. PMF Teacher data will be certified in the TAA system based on the ePMF collection.	Public School Districts BOCES, Charter Schools		February 25, 2016
March 25, 2016	2015–16 BEDS Day Enrollment Data Extract	Enrollment by grade, district of residence, district Pre-K, and supplemental enrollment counts are collected for the purpose of calculating preliminary State Aid allocations.	Public School Districts, Charter Schools
March 25, 2016	2015–16 BEDS Day FRPL Data Extract	Used for calculating preliminary State Aid allocations. Also reported to USED via EDFacts (due March 31, 2016).	Public School Districts, Charter Schools (USED only)	All entities need to show FRPL counts in the March snapshot in order to be included in the FRPL data submitted to USED.
March/April 2016	2015–16 BEDS Day ELL Counts Data Extract	Reported to USED via EDFacts. Supplies part of the Title III Biennial Evaluation Report.	Public School Districts, Charter Schools	All entities with ELL enrollment need to report these students in SIRS with the appropriate LEP Eligible program service code in the March/April BEDS Day Enrollment snapshot in order to be included in the ELL data file submitted to USED.
April 6, 2016	2015-16 Count of Children with Disabilities Ages 3 Through 5 and Ages 6 through 21 Data Extract	Required by the IDEA, Section 618, and used for monitoring the programs and activities under the IDEA.	Public School Districts, Charter Schools, BOCES	BEDS enrollment as certified in the PD System VR1-6 and VR 8 are reported to USED.
June 3, 2016	2015-16 Staff Assignment (Principals only) Data Due	Used for 2015-16 teacher and principal State-provided growth score calculation purposes.	Public School Districts, BOCES, Charter Schools		February 26, 2016
June 3, 2016	2015–16 Staff Student Course (TSDL records) Data Due	Submit final TSDL (Staff Student Course) and Staff Assignment data, including linkage and duration, for all teachers and principals to be used for 2015-16 teacher and principal State-provided growth score calculation purposes. Staff Student Course records should be verified using the Level 2 SIRS-315 Teacher Student Data Linkage (TSDL) Verification Report.	Public School Districts, BOCES, Charter Schools***		February 26, 2016
June 10, 2016	2015-16 Staff Student Course (TSDL) & Staff Assignment Data Statement of Certification	Certify the accuracy of the data submitted as of the reporting deadline. (Principals only in Staff Assignment.) in the NYSED Business Portal. Staff Assignment records should be verified using the Level 2 SIRS-318 Staff Assignment Verification Report.	Public School Districts, BOCES, Charter Schools***		February 26, 2016
July 8, 2016	2015-16 Regents Exam Scores Data Extract	2015–16 scores for Regents exams (including June 2016 records) and approved alternatives to Regents exams to be used in principal evaluation growth score calculations.	Public School Districts and Charter Schools		May 12, 2016
August 2016	2015-16 Data Certification of Special Education Data Elements: VR13, VR15, and VR16 through PD Data System	Information relating to each VR is posted at: http://www.p12.nysed.gov/sedcar/data .htm#sirs	Public School Districts
August 24, 2016 (Due: October 28, 2016)	Start of collection for 2015-16 Evaluation Composite Ratings and Scores, Category Ratings, and Subcomponent Scores and Ratings	Evaluation Composite Ratings, Category Ratings, and Subcomponent Scores and Ratings for districts implementing an APPR plan under Education Law 3012-d. Evaluation Composite Ratings and Scores, Subcomponent Scores, and Ratings for districts implementing an APPR plan under Education Law 3012-c. Eligibility for 2016-17 State Aid is dependent upon submission of Staff Evaluation data for school districts only.	Public School Districts, Charter Schools***, BOCES	Further information regarding Staff Evaluation data submission will be available in the fall of 2016. The Staff Evaluation Rating template will be modified to facilitate submission from LEAs implementing APPR plans under Education Law 3012-d and those implementing APPR plans under Education Law 3012-c.	May 23, 2016
August 26, 2016	APPR Implementation Certification Form Due to NYSED’s Application Business Portal at http://portal.nysed.gov.	Used as a component to demonstrate implementation of approved APPR plan for the 2015–16 school year and to determine eligibility for 2016–17 State Aid for school districts only.	Public School Districts, Charter Schools***, BOCES	The APPR Implementation Certification Form must be signed by the Superintendent/ District Superintendent and Board President. The updated form will be posted this spring on the Department's web site at: http://usny.nysed.gov/rttt/teachers-leaders/appr-implementation-certification.html
August 26, 2016	All Final 2015-16 SIRS Data Extract (except for Special Education Events, Staff Evaluation)	Used for federal and State reporting purposes, for State Aid allocations, and to make 2016–17 accountability status determinations.**	Public School Districts, Charter Schools, State Agencies, BOCES , Nonpublic Schools	Data must be submitted to Level 2 by 11:59 p.m. on due date.	May 26 , 2016
August 26, 2016	2015-16 Staff Tenure Data due 2015-16 Staff Attendance Data due		Public School Districts, BOCES, Charter Schools***
September 9, 2016	2015-16 SIRS Data Statement of Certification Form (except for Special Education Events, Staff Evaluation)	Certify the accuracy of data submitted as of the end of year reporting deadline.*	Public School Districts, Charter Schools (all reports); BOCES (Staff Assignment and TSDL only); Nonpublic Schools		May 26, 2016
September 9, 2016	2015-16 Staff Tenure Certification 2015-16 Staff Attendance Certification		Public School Districts, BOCES, Charter Schools***
September 26, 2016	2015-16 Data Certification of Special Education Data Elements: VR 11-12 and VR 14 through PD Data System	Information relating to each VR is posted at: http://www.p12.nysed.gov/sedcar/data .htm#sirs	Public School Districts
October 28, 2016	2015-16 Evaluation Composite Ratings, Composite Scores, & Subcomponent Scores Data due	2015-16 Staff Evaluation scores and ratings to fulfill data reporting requirements under Education Law 3012-d. Eligibility for 2016-17 State Aid is dependent upon submission of Staff Evaluation data for school districts only.	Public School Districts, Charter Schools***, BOCES	Further information regarding Staff Evaluation data submission will be available in the fall of 2016. The Staff Evaluation Rating template will be modified to facilitate submission from LEAs implementing APPR plans under Education Law 3012-d and those implementing APPR plans under Education Law 3012-c.	May 23, 2016
November 4, 2016	2015-16 Statement of Confirmation of Staff Evaluation Rating Verification Report	Certify the accuracy of the Staff Evaluation Rating data submitted as of the October 28 deadline.*	Public School Districts, Charter Schools***, BOCES		May 23, 2016
November 18, 2016	August 2016 Graduates for 2015-16 Cohort Graduation Rate Data Release	Submission of August 2016 diplomas for students in the 2011 and 2012 total cohorts for reporting 2011 and 2012 total cohort graduates as of August 31, 2016 for the 2015–16 graduation rate release.	Public School Districts and Charters		October 3, 2016

* Certification of Verification Report(s) form will be distributed via the Information and Reporting Services Portal (IRSP) file distribution application, which is available (if approved and assigned) through secure single sign-on accounts via the NYSED Application Business Portal at portal.nysed.gov and must be submitted via upload to the New York State Education Department, Information and Reporting Services.

** Enrollment, demographic, assessment (including COSF), Special Education End of Year (EOY) Snapshot, and disability program service records for those students who are potential submission records for the VR 11-16 reports must be submitted by August 2016. Districts should use the List of Potential Student Records report contained in the PD Data System to determine that all students eligible to be included in these reports have been reported with accurate information.

*** Charter schools with an APPR plan approved by the Commissioner must follow the same reporting requirements as public school districts and BOCES. All other charter schools must report overall rating categories but are not required to report subcomponent scores. Charter schools that are not required to implement the §3012-c-d evaluation rating categories (i.e., highly effective, effective, developing, ineffective) must map their local evaluation rating categories to the State rating categories for State reporting purposes.

Notes:

BEDS enrollment as certified by January 11, 2016 in the PD System VR1-6 and VR 8 are reported to USED.
A staff record must be present in Staff Snapshot before it can be loaded into other staff templates.
BOCES district superintendents, superintendents and charter school leaders may impose a shorter timeframe for ePMF submissions by teachers.
Your regional informational center may require an earlier deadline to allow for processing.
For additional information, refer to http://www.p12.nysed.gov/irs/beds/home.html.
For additional information including certifications, refer to the school year reporting memo http://www.p12.nysed.gov/irs/memos/.

Acronyms:

APPR = Annual Professional Performance Review

BEDS = Basic Educational Data System

BOCES = Board of Cooperative Educational Services

COSF = Child Outcomes Summary Form

CRDC = Civil Rights Data Collection

ELL = English Language Learners

FAFSA = Free Application for Federal Student Aid

FRPL = Free and Reduced-Price Lunch

IDEA = Individuals with Disabilities Education Act

LEP = Limited English Proficient

PMF = Personnel Master File

SIRS = Student Information Repository System

TAA = Teacher Access and Authorization

TSDL = Teacher-Student Data Linkage

UPK = Universal Prekindergarten

USED = Unites States Education Department

VR = Verification Report