SIRS - p-12 - New York State Education Department

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Chapter 5: Reporting Rules Services (NYSA GRS) division, using records retention schedule ED-1. Context for ED-1 is posted at http://www.archives.nysed.gov/a/records/mr_retention.shtml, with a link to ED-1 at: http://www.archives.nysed.gov/a/records/mr_pub_ed1.shtml. NYSA GRS will provide support and guidance to educational entities by e-mail at recmgmt@mail.nysed.gov or phone at (518) 474-6926. Additional contacts may be found at http://www.archives.nysed.gov/a/directories/dir_staff.shtml. Additional information on records retention is available at http://www.archives.nysed.gov/a/records/mr_retention.shtml. Responsibility for Reporting Student Records Through the SIRS Responsibility for the education of students falls in three categories: responsibility for providing general instruction, accountability for performance, and responsibility for determining eligibility for special education and providing appropriate special-education services. For the vast majority of students — those who attend a public school in the district in which their parent or guardian resides — all three responsibilities reside with the district of residence. In these cases, the school district must provide all required student records to the SIRS. When a student attends a school that is not a component of the public school district of residence, education and reporting responsibility may be divided among educational institutions. The institution responsible for reporting records for those students is determined by the following factors: • whether the parent or guardian, the public school district, another agency, or the court placed the child, and • in the case of students with disabilities, which institution has CSE or Committee on Preschool Special Education (CPSE) responsibility. The district of residence must report all records for students whom district officials or the district CSE or CPSE placed in educational programs outside the district (such as, BOCES, approved private schools for students with disabilities, or other educational programs). The district of residence is not responsible for reporting academic records for students placed by parents or legal guardians or by the court or a social service agency in educational programs outside the district of residence, unless it retains CSE responsibility for those students. Each public school district must report special-education records as well as demographic, enrollment, and program service records for all students for whom they have CSE or CSPE responsibility. Each public school district has CSE responsibility for students with disabilities parentally placed in nonpublic schools located within their district and for providing special-education services to those students. Districts must submit all required special-education records for these students. Every institution with CSE or CPSE responsibility for preschool or school-age children must report special-education records for those children regardless of where they attend school or receive services. Public school districts are responsible for providing general instruction, determining eligibility for special education, and providing appropriate special-education services for students in the categories listed below. In addition, public school districts are accountable for the performance of these students. Therefore, districts must report all required records for resident students in these categories. 48 Student Information Repository System Manual for 2010–11 Version 6.2
Chapter 5: Reporting Rules • Public school students with disabilities in preschool and all public school students in grades preK–12 — and ungraded students with disabilities of equivalent age — enrolled at any time during the 2010–11 school year, including students who left school for any reason or were suspended from school; • Resident students of compulsory age who were not in attendance in a public school, nonpublic school, or approved home schooling program in the 2010–11 school year. These students must be reported until they exceed compulsory school age, they no longer reside in the district, or until the district has documentation that the student has entered another educational program leading to a high school diploma with a Reason for Beginning Enrollment Code 8294 – School age children on the roster for census purposes only. Once the student exceeds compulsory school age, end the “8294” enrollment record using Reason for Ending Enrollment Code 136 – Reached maximum legal age and has not earned a diploma or certificate. If the 8294 student ends enrollment for any other reason, use the appropriate Reason for Ending Enrollment Code in Appendix 8. To use the 8294 code, districts must first conduct due diligence to ensure, to the best of their ability, that the students are in fact still in residence in the district. If the district determines the students are no longer in residence, the district should end enrollment with an appropriate Reason for Ending Enrollment Code. For students who drop out before they reach compulsory school age, the 8294 Reason for Beginning Enrollment Code should be entered immediately after entering the appropriate Reason for Ending Enrollment Code that indicates that the students dropped out. • Students who reside in the district and attend or transfer to an Alternative High School Equivalency Preparation Program (AHSEPP) or High School Equivalency Preparation Program (HSEPP) approved under Section 100.7 of the Regulations of the Commissioner of Education. (See http://www.p12.nysed.gov/ssae/AltEd/ for a list of approved high school equivalency preparation programs.) Such students must be reported with an AHSEPP or HSEPP enrollment record (Reason for Beginning Enrollment Code 5654 – Enrollment in a AHSEP or HSEP program) until they earn the high school equivalency diploma, transfer to a diploma-granting program, or leave the AHSEPP or HSEPP; • Students placed out-of-district by the CSE or a district official, including students with disabilities attending approved private schools for students with disabilities, Statesupported schools (Section 4201), a special act district, or a component school of another district; • Resident students attending a BOCES on a full-time basis; • Resident students in equivalent-attendance programs operated by the district or BOCES; • Resident students receiving homebound instruction who were not reported as enrolled in a district school; • Students placed by a court or a social service agency in a residence in the school district; and 49 Student Information Repository System Manual for 2010–11 Version 6.2
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New York State Student Information
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Table of Contents iii Table of Cont
Page 5 and 6: Table of Contents NYSAA- and NYSESL
Page 7 and 8: Table of Contents Special Education
Page 9 and 10: Introduction Introduction The New Y
Page 11 and 12: Introduction New York State Educati
Page 13 and 14: Introduction Select Federal and Sta
Page 19 and 20: Chapter 1: Accountability in New Yo
Page 35 and 36: Chapter 2: Student Information Repo
Page 37 and 38: Chapter 2: Student Information Repo
Page 39 and 40: Chapter 3: nySTART Administrator: A
Page 41 and 42: Chapter 3: nySTART protocol (or mai
Page 43 and 44: Chapter 3: nySTART not case sensiti
Page 45 and 46: Chapter 4: Testing Rules Chapter 4:
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Page 51 and 52: Chapter 4: Testing Rules Speaking/L
Page 53 and 54: Chapter 4: Testing Rules The school
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Page 81 and 82: Chapter 6: Data Reporting in the SI
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Chapter 6: Data Reporting in the SI
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Field Number Chapter 6: Data Report
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Field Number Chapter 6: Data Report
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Field Number 33 (cont.) Chapter 6:
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Chapter 7: Data Element Definitions
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Chapter 8: Reporting Enrollment Rec
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Chapter 9: Reporting Program Servic
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Chapter 10: Reporting Students in S
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Chapter 11: Verifying Data in the S
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Appendices Appendices 199 Student I
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Appendix 1: 2010-11 Assessment and
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Appendix 1: 2010-11 Assessment and
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Appendix 3: Language Codes and Desc
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Appendix 4: Postgraduate Plan Codes
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Appendix 6: Country of Origin Codes
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Appendix 7: Reason for Beginning En
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Appendix 7: Reason for Beginning En
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Appendix 8: Reason for Ending Enrol
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Appendix 9: Program Service Codes A
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Appendix 9: Program Service Codes
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Appendix 9: Program Service Codes T
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Appendix 9: Program Service Codes P
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Appendix 9: Program Service Codes e
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Appendix 9: Program Service Codes I
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Appendix 9: Program Service Codes d
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Appendix 10: Career and Technical E
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Appendix 11: Assessment Measure Sta
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Appendix 13: Standard Achieved Code
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Appendix 14: Course Codes, Grade Ty
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Appendix 15: Preschool Students wit
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Appendix 16: Preschool and School-A
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Appendix 16: Preschool and School-A
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Appendix 18: Special Education Even
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Appendix 18: Special Education Even
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Appendix 19: Use of SIRS Data for N
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Appendix 20: High School Cohort Def
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Appendix 21: Anticipated Changes fo
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Appendix 22: Glossary of Acronyms S
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Appendix 23: Glossary of Terms Inte
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Appendix 23: Glossary of Terms •
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Appendix 23: Glossary of Terms Neg
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Appendix 23: Glossary of Terms a li
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Index HSEPP, 8, 17, 58, 185, 197, 1
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SIRS - p-12 - New York State Education Department

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