IRS

Information and Reporting Services

Level 1 Host-Child (L1HC) application and L1HC relationships processing

Overview | Technical procedures || Resources: Level 1 Hosts defined
Hosted LEAs defined | L1HC file specs | L1HC FAQ | Support

Overview

A Level 1 Host-Child (L1HC) "relationships file" contains a list of every LEA* (Local Education Agency, or "child" entity) within a given Level 1 (L1) regional data center (or "parent" host entity) where that Level 1 data center claims to host each such "child LEA" for the entirety of that school year (see also Level 1 Hosts defined below).

*(LEAs are the administrative institutions ultimately responsible/accountable for educational services provided to their students, whether at their own locations or at external placements. LEAs include Public districts, BOCES, Charter schools, Nonpublic schools, and State Agencies or State-operated facilities that provide educational services. See also Hosted LEAs defined below.)

"Hosting" is the act of collecting, validating and moving of LEA data from the local level, Level 0 (the LEA's student management system), to be collected by the Level 1 (host site) in their regional data warehouse, and then moved to Level 2 (L2), NYSED's statewide data repository (also known as the student information repository system, or SIRS). The L1 Host goes through a series of steps to collect and move LEA records to Level 2. An L1 data center will collect student (and staff) records from the LEA (usually through the "Level 0 Application" file validation process), make sure that each student is assigned a unique statewide NYSSIS ID, then submit records on the LEA's behalf to be stored in the SIRS.

At the beginning of each school year, each L1 submits an "L1HC relationships file" to NYSED with the SED code/BEDS code (Basic Education Data System identification number) of every LEA whose data they will be responsible for submitting to SIRS that year.

An L1HC relationship is used to:

  • establish Level 1 access to the NYSSIS application, so that the L1 Host can request NYSSIS IDs on behalf of their "child" LEAs for the current school year, assist L1s in troubleshooting NYSSIS ID-related data issues, and make updates as needed to LEA records in the NYSSIS database;
  • establish Level 1 access to the Level 0 Historical application, so that the L1 Host can view ("read-only") their current "child" LEAs' historical (prior school year) records and assist LEAs in troubleshooting data issues; and
  • grant permission to select Level 1s (see Level 1 Hosts defined for details) to load data for hosted LEAs into L2's staging platform (called the Level 1 Container, or L1C), from which L2 then pulls data into the statewide data warehouse.

Technical procedures

  1. A request for the first L1HC file submission of the school year is sent to each L1's designated L1HC Point of Contact (PoC). (L1HC PoCs are designated by each RIC/Big5 statewide data warehouse Project Manager.) This request usually occurs just after the close of SIRS data collection for the most recently ended school year, and just prior to the opening of SIRS for the new school year. If an L1 does not submit a new file at the beginning of a school year, the L1's "child" LEAs are "rolled over" ... in other words, assumed to remain exactly as it was in its last successful file submission, until a new file is otherwise submitted.
  2. When a Level 1 host submits a file of SED/BEDS codes for "child" entities (hosted LEAs), a series of validation checks is performed:
    • 1 L1s must post files to their NYSED SFTP "L1HC" drop location
      • An automated process runs nightly at midnight to check for newly submitted files
        • If multiple files are present in the L1HC drop location, the newest file is moved and all others are deleted
        • Files are retrieved if named according to L1HC file specifications
      • Latest files with valid names are removed to the L1HC application for processing on the next scheduled weekly run date
    • Files are validated against NYSED databases and L1HC business rules
    • Files are checked against the latest Level 2 ACL (Access Control List) table
  3. When all validation checks have been performed and passed, sets of records are submitted to the following locations for further processing:
    • At NYSED, a current school year relationship record is created (or updated) in the NYSED SEDREF Relationships table (called SED_RELATIONSHIPS). This includes a value of type "1" for access to the NYSSIS application and a value of type "2" for Level 0 Historical and all other P-12 SIRS applications. The L1HC process populates both types 1 and 2 for every host-child relationship pairing.
    • At Level 2, a current school year relationship record is created (or updated) in the Level 2 Access Control List (ACL) table. The ACL table includes a unique access control value that determines which L1 center is allowed to load data into the L1C staging tables for each LEA (see Level 1 Hosts defined for further details).

Level 1 Hosts defined

A Level 1 Host Site is any regional data warehouse to whom an LEA first sends its data (to then be submitted to the SIRS on its behalf), or any Big 5 City School District that submits to SIRS directly (on its own behalf), or any other party who may be contracted to move data.

Of the Big 5 CSDs, only NYC submits its own data, therefore NYCDOE is its own "L1". eScholar moves Yonkers data, and is thus the "L1" for Yonkers; Yonkers' record in the L2 ACL table (see technical procedures above) has a distinct code identifying eScholar as the Host allowed to load the L1C on Yonkers' behalf. Syracuse's record in the L2 ACL table shows Eastern Suffolk RIC as its host; Buffalo's and Rochester's show WNYRIC as theirs.

Even some RICs do not move their data directly, and contract with another center to act as their "L1" ... The distinction in this case means that while the SED_RELATIONSHIPS table will show that all their LEAs "belong" to them for the purposes of maintaining current access to the NYSSIS and L0H applications' features and/or functions, their LEAs' records in the L2 ACL table will instead show the unique identifier of their chosen "proxy" site, so that the proxy L1 can effectively move the primary RIC's LEAs' data on their behalf.

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Hosted LEAs defined

A hosted LEA (the "child" institution in the so-called "host-child" relationship) is an LEA who is administratively responsible, or accountable, for its students' participation in NYS assessments and whose students' data are collected in the NYSED SIRS data warehouse. LEA "A" submits student records (demographic, enrollment, program services, assessment data, etc.) from its student management system (SMS) to its Level 1 Host Site so that host can, in turn, move the LEA's data into the SIRS.

When an LEA ("B") provides educational services for students sent to them by another LEA (say, LEA "X"), but for such students LEA "B" is not otherwise responsible (i.e., under the terms of NYS Accountability, where the sending LEA – LEA X – is responsible), and when LEA "B" is NOT otherwise administering NYS assessments for its own students, such an LEA is NOT considered a Hosted LEA.

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L1HC file specification documentation

Detailed instructions for L1s on:

  • how to format submission files,
  • how to determine valid "child" entities by Institution Type and Subtype, and
  • how to obtain SFTP access for submissions.

L1HC file specifications documentation MS Word doc (60KB) (updated 2/22/2016)

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Frequently Asked Questions (FAQ)

Q.01: Questions and answers will be posted here as they arise.

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Further L1HC Support

Most questions about L1HC file processing should be answered by reading the L1HC file specifications documentation. This is a concise list of requirements for data values expected in L1HC submission files and business rules behind them. In addition, some of the most common questions about error notifications may be answered in the L1HC FAQ.

If the file specifications documentation or FAQ do not answer your question, please go to datasupport.nysed.gov and click on the "Systems" area link, then find the "L1HC" section. If there is no article there that addresses the question, use the HELP link to submit an inquiry. In the Help form, please reference the date/time of any error notification email (if you received one), and/or any other applicable details.

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Last Updated: June 12, 2017