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Government Reports - SIRS

Navigation:    Report Menu »» Government »» SIRS

 

Applies To:    Enterprise   


Overview

Prints or exports raw data for the SIRS report.  The SIRS report is used primarily in NYS.

  • Choose the template report option to switch between the Fact File or Assessment File report.

  • For both report templates, only clients with an Assignment in a course that has a CIP Code will be included.  Courses without a CIP are ignored.

  • The following Client Assignment Enrollment Status values are included in the reports:

    • Enrolled/Active

    • Enrolled/OnHold

    • Completed-Satisfactory

    • Completed-Unsatisfactory

    • Did Not Complete-Other

    • Did Not Complete-Incomplete

    • Did Not Complete-Dropped

    • Did Not Complete-Transferred

  • The following Client Assignment Enrollment Status values are excluded from the reports:

    • Applicant/Waiting List

    • Applicant/Inquiry

    • Applicant/Registered

    • Applicant/Incomplete Application

    • Applicant/Declined Application

    • Approved Visitor

    • Did Not Complete-No Show

    • Did Not Enroll

    • Did Not Enroll-Course Cancelled


Fact File Data Details

  • The Location Code field is agency specific and is entered on the search screen before previewing or exporting the report.  This field is optional and you may choose to enter it only when preparing your final submission.

  • Fields on the Fact File report are derived from the following sources: 

    • Location Code:  User defined from report search screen.

    • Student ID#:  Client ID from Client Info screen.

    • Student Name:  Client First and Last Name from Client Info screen.

    • BEDS Code:  User defined from report search screen or if left blank, pulls from the State Code field in the School District table.

    • Start Date:  Select from Start/Exit Date Location report option.

      • If Assignment:  Uses Assignment Start Date from Client Assignment screen unless blank, then uses Course Start Date.

      • If Client Info:  Uses Original Entry Date from Client Info screen (Intake/Exit tab) unless blank, then uses Assignment Start Date.

    • End Date:  Select from Start/Exit Date Location report option.

      • If Assignment:  Uses Assignment End Date from Client Assignment screen unless blank, then uses Course End Date.

      • If Client Info:  Uses Termination Date from Client Info screen (Intake/Exit tab) unless blank, then uses Assignment End Date.

    • Name of Program:  Course Title of Assignment.

    • CIP Code:  CIP Code as identified in Course screen.

    • Approved Program:

      • If Method 1:  If the CTED field in the Course Section (Other tab) is checked, the value will be Yes.  Otherwise the value will be No.

      • If Method 2:  If Course (not Section) has an assigned Program Group = "NYSED Approved Program", the value will be Yes.  Otherwise the value will be No.

    • Exit Reason:  Select from Program Exit Method report option.

      • If Method 1:  If the Termination Reason in Client Info (Intake/Exit tab) contains the word "Graduated" or "Completed Objective" then the value will be "646".  If the Termination Reason has any other value, the report will display "663".  Next, if the Client Assignment Status contains the words "Did Not Complete" then the value will be "636".  Lastly, if the Termination Reason is blank, the display value will be blank.

      • If Method 2:  If the Client has a Classification that contains the words "Program Completer" then the value will be "646".  Next, if the Client Assignment Status contains the words "Did Not Complete" then the value will be "636".  Lastly, if the Termination Reason is blank, the display value will be blank.

      • If Method 3:  Same as Method 2 except first checks to see if Client Assignment Grade/GPA field has a value.  If grade is less than 65, then the value will be "636".

    • Intensity:  Select from Program Intensity Method report option.

      • If Method 1:  Seeks a value from the SIRS Status field in the Client Assignment table.  If no value, then "Unknown" is displayed.

      • If Method 2:  Using the Number of Years field in the Client Info screen (Demographics tab), the following scale is used:

        • Blank = Unknown

        • 1 = Enrollee

        • 2 = Participant

        • 3 or greater = Concentrator

        • Else = Unknown

      • If Method 3:  Using the Number of Years field in the Client Info screen (Demographics tab) and the Number of Years to Major field in the Course screen, the following calculation is used:

        • If either field is blank or zero = Unknown

        • Client Number of Years / Number of Years to Major > .67 = Concentrator

        • Client Number of Years / Number of Years to Major > .34 and <= .67 = Participant

        • Client Number of Years / Number of Years to Major > 0 and <= .34 = Enrollee

        • Else = Unknown

      • If Method 4:  Using the Number of Attended (Client Attendance) and Scheduled Days (Calendar), the following calculation is used:

        • If either field is blank = Unknown

        • Client Number of Days > 120 = Concentrator

        • Client Number of Days > 60 and <= 120 = Participant

        • Client Number of Days <= 60 = Enrollee

    • Type of Program:   Seeks a value from the SIRS Status field in the Client Assignment table.  If no value, then "CTE" is default.

    • Qualify Endorsed:  If the Client has a Classification called "CTE Qualified" or "Endorsement Received" the value will be "Yes".  Otherwise, the value will be "No".


Assessment File Data Details

  • There are two methods for the Assessment File report.

Method 1

  • A Test Name must be selected from the available list to instruct the report which user defined test was used for this Assessment File report.

  • Based on a matching Test in the Client's Test records, fields on the Assessment File report are derived from the following sources: 

    • BEDS Code:  User defined from report search screen or if left blank, pulls from the State Code field in the School District table.

    • Took Assessment:  If Client has a test record matching the Test name selected, the value will be "Yes".  Otherwise, the value will be "No".

    • Test Description:  Name of the test.

    • Test Location:  A concatenation of the Location Code (search screen) and Parent Organization Name (Admin Menu > Settings > Parent Organization).

    • Test Date:  Date from Client test record.

    • Item Description:  Will always display "Teaching Skills Assessment".

    • Test Language:  Will always display "English".

    • School Year Date:  The Program Year End Date from the Branch Unit (Admin Menu > Settings > Branch  Units).

    • Standard Achieved:  Will always display "N/A".

    • Test Modification:  Value from the Test Modifications field from the matching Client Test Record.

    • Score:  Value from the Test Status field from the matching Client Test Record.

Method 2

  • If a Test Name is not selected from the report screen, fields on the Assessment File report are derived from the following sources based on the Client having a Classification record called "Technical Assessment - Failed" or "Technical Assessment - Passed".

    • BEDS Code:  User defined from report search screen or if left blank, pulls from the State Code field in the School District table.

    • Took Assessment:  If one of the Classification record listed above exists, then the value will be "Yes".  Otherwise, the value will be "No".

    • Test Description:  Will always be "00199".

    • Test Location:  A concatenation of the Location Code (search screen) and Parent Organization Name (Admin Menu > Settings > Parent Organization).

    • Test Date:  Will always be blank.

    • Item Description:  Will always display "Teaching Skills Assessment".

    • Test Language:  Will always display "English".

    • School Year Date:  The Program Year End Date from the Branch Unit (Admin Menu > Settings > Branch  Units).

    • Standard Achieved:  Will always display "N/A".

    • Test Modification:  Will always be blank.

    • Score:  If Classification is Passed the value will be "P".  If Classification is Failed the value will be "F".


Exporting

The Fact file or Assessment file data can be exported to an Excel, comma delimited, or tab delimited file.  The fields and field names have been selected based on an import function known to exist at some schools.

 

To Export SIRS data

  • Select from the export templates available.

  • Enter any search field or report options desired.

  • Click the Export button.  A popup window will appear.

  • Highlight the fields to export.  By default, all fields are highlighted.

  • Choose from one of the three export formats.

  • Click the Export button.

  • From the Download window, click the Save button.

  • Choose the location and enter a filename.

  • Click the Save button to complete the process.

Fact Export Fields

  • disStateCode:  From Beds Code field on report screen

  • LocationCode:  From Location Code field on report screen

  • SchoolYearDate:  From Branch Program Year End Date

  • StudentID:  From Client ID

  • ProgramServiceCode:  CIP Code Name

  • ProgramServiceEntryDate:  Uses same rule as above for printed report

  • ProgramServiceExitDate:  Uses same rule as above for printed report

  • StateLocationID:  From Branch State Code

  • ProgramIntensity:  Uses same rule as above for printed report

  • ExitReason1:  Uses same rule as above for printed report

  • ParticipationCode:  Uses same rule as above for printed report

  • all other fields will be blankk

Assessment Export Fields

  • disStateCode:  From Beds Code field on report screen

  • AssessmentMeasureCode:  Will always be CTE

  • SchoolYearDate:  From Branch Program Year End Date

  • ItemDescription:  Uses Test Name or defaults to 00199

  • LocationCode:  From Location Code field on report screen

  • StudentID:  From Client ID

  • AssessmentDateofAdministration:  Uses maximum Test Date or is blank<

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  1. Rick Stern

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