IRS

Information and Reporting Services

IRS Portal Resources and Information

Overview || Resources: Logging In to IRSP | Downloading Files
Uploading Files | Permission to Access IRSP | New File Notification | IRSP Support

Overview

The Information and Reporting Services Portal (IRSP) is an online application that hosts IRS-designed data files and other documents, made available for download to authorized users via a secure online connection. This is provided through the NYSED Business Portal's single sign-on, through which the IRSP application is securely connected. User accounts are authorized by their institution's SEDDAS (SED Delegated Accounts System) Delegated Administrtor (DA), through whom access to the IRSP is initially granted and permission level is assigned.  Users are currently limited to the following school types: public schools and districts, charter schools, BOCES and RICs.

Logging In to the IRSP

  1. First navigate to the NYSED Business Portal landing page at http://portal.nysed.gov
  2. Click the Log On link located on the red banner near the upper right side of the page.
  3. When the NYSED Sign In page appears, in the designated fields type in your User Name and Password (these are assigned to you through SEDDAS, see below), then click the OK button.
  4. Once your user credentials have authenticated successfully you will be presented with the NYSED Business Portal “Welcome” page. Below the Welcome message you should see an area designated as “My Applications”. If you have been granted access to the IRSP you will see a link that says “Information and Reporting Services Portal (IRSP)”. Click that link.
  5. You should now be on the main landing page for the IRSP. The top banner, below the NYSED.gov logo, should read “Available Files from SED”.

(Please also see “Granting Access to the IRSP using SEDDAS”)

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Downloading Files from the IRSP

  1. Navigate to the IRSP as noted in “Logging In into the IRSP” steps above.
  2. You will be presented with the IRSP “Available Files from SED” Announcements page.  This page will provide new and existing information regarding available files and download links for specific files/reports. In addition, you will also have access to the upload utility where files can be uploaded.
  3. Choose the download link for the file you wish to download, and click on the download link.
  4. If your system has a default Download location set up on your computer, the file may automatically download to that location. If you do NOT have a default location set up, you should see a window asking you to Browse/choose a location to which to download the file (if so, choose a desired location on your local machine or network).
  5. Once the file download is complete (time to download varies depending on size of file and network bandwidth capacity), view the downloaded file by navigating to the location chosen by you on your local machine or network.

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Uploading Files to the IRSP

NOTE: File upload capability is only activated by the NYSED IRS Office for specific file requests and is not active at all times*. However, submitted files may be retained and available for review (and/or replacement) for For other means of sending secure files to NYSED IRS, ask your Level 1 RIC/Big 5 CSD Support Contact about using the NYSED SFTP to the IRS Office through dataquest@nysed.gov.

  1. Navigate to the IRSP as noted in “Logging In into the IRSP” steps above.
  2. You will be presented with the “Available Files from SED” Announcements page.  In addition to the information regarding available files (noted in “Downloading Files from the IRSP” above) you should also see an ‘Upload Submission’ section. Click ‘Upload Files to NYSED’.
  3. In the ‘Submission Requests’ section, ‘Upload file’ column, click ‘Browse...’.
  4. Browse/navigate to the location of the file in your local machine or network file system, select/highlight that file, and click ‘Open’.
  5. Click the‘Submit’ button.
  6. When successful, the name of the newly uploaded file will appear in the ‘Review Submitted File’ column (time to upload varies depending on size of file and network bandwidth capacity).
  7. If a submitted file needs to be replaced, return to the ‘Browse...’ button, upload the new file form your local system, and click the ‘Submit’ button again.
  8. *You can only upload a file when there is an active ‘Browse...’/‘Submit’ entry for that row in the ‘Request’ column.

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Granting Access and Delegating Rights to the IRSP application using SEDDAS

The IRSP is one of many applications made available through the State Education Department Delegated Account System (SEDDAS).

Access to IRS Portal files must be granted according to the rules set forth on the SEDDAS home page for each institution type.  Access is initially granted by an institution's Delegated Administrator (DA) for all school types* other than public districts; at the public school district level the DA is called a Super DA (school superintendent), who may then create other DAs or Entitlement Administrators (EAs) at the public school level.

*(Charter schools, BOCES and RICs have no Super DA, simply a primary executive DA (i.e., a school principal or CEO).)

Please refer to the SEDDAS home page for complete details.

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Email Notifications for IRSP-delivered Files

It is customary for the IRSP system to generate an automatic email notification to LEAs when new files are available on the IRSP.  Email notifications are distributed to the following: LEA District Data Coordinators and School Data Coordinators (as designated in the institution’s SEDREF master data file Administrative Contacts > Information Officer field). If no Information Officer has been submitted to SEDREF, the IRSP automated email notification will be sent to the Administrative Contact Chief Executive Officer (Superintendent or Principal/CEO).

NOTE: SEDREF is NYSED's core data file system, hence the IRSP email notification system sends email notifications to the individual identified in SEDREF as the institution's Information Officer (or CEO default).  For instructions on how to change your institution contacts in SEDREF please visit http://www.oms.nysed.gov/sedref/).

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IRSP and Related Support

All report- and data-related questions should first be directed to your regional Level 1 (L1) data center, generally located in the Regional Information Centers (RICs) and in some of the Big 5 City School Districts. The L1 support team points of contact for data found in IRSP reports and files will generally be the same points of contact for data found in your L2RPT reports (most L1s typically refer to these as their "State data warehousing" support teams). For data-related issues, if L1 support cannot directly resolve an issue, they will not generally ask you to contact SED directly, but will instead escalate your issues to NYSED IRS on your behalf for fastest resolution. There are some exceptions to this practice, however, but primarily only when the problem is not data-related, but rather some other (typically technical) issue. A partial list of other support scenarios follows below.

There are occasions when the primary points of contact for a given file/report posted to the IRSP is within NYSED (for example: the Information Reporting Services office, State Aid, Student Support Services, etc.); in those cases this information should be included within the report or within other communications/guides used to notify/inform users about these reports.

If you have issues with or questions about your permission level or account access to the IRSP, or are having trouble logging in to the NYSED Business Portal, contact the SEDDAS help desk by calling (518) 473-8832. General information about SEDDAS-managed applications (including the IRSP and many others) is located at http://www.p12.nysed.gov/seddas/seddashome.html.

To contact us regarding interpretation of NYSED policy or data definitions/guidelines, or for feedback or suggestions about the IRS Portal, please send e-mail to dataquest@nysed.gov with "IRSP" or "IRS Portal" in the subject, as well as the type of data or file/report name (if applicable).

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Last Updated: May 20, 2015