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Deadlines for reports, certifications & more

 

Important Dates - 2023-2024


Updated October 18, 2023

Important Note
OCM BOCES and the Central New York Regional Information Center compiled this spreadsheet for school district officials to use as a helpful resource.

Reporting requirements, deadlines and other information are subject to change and are ultimately the responsibility of each district. Please contact an OCM BOCES or CNYRIC representative with questions or concerns or email ocmbocescommunications@gmail.com.

Directions
The spreadsheet below can be sorted by category, date and description. Simply click on a column heading to sort the information accordingly.

To download a Google spreadsheet with the same information, click on the “Copy & Download a Google Spreadsheet” button above." You will then have to click on “File” and “Make a Copy” to create a version you can use. The Google spreadsheet offers an additional column to assign people who are responsible for each task. If you prefer to use Excel or other formats, the Google spreadsheet can be downloaded as an Excel file, a CSV (text) file, a PDF and more.

Directions
The spreadsheet below can be sorted by category, date and description. Simply click on a column heading to sort the information accordingly.

 
Category Due Date Description
PD system gJanuary 1, 2024
Special Ed Data Due (VR1-9)
Collection opens October 2024. Last date to submit data populating the VR1-9 reports. Official child count and LRE (Least Restrictive Environment) will be reported to USED.
https://www.p12.nysed.gov/sedcar/
SIRS gJanuary 4, 2024
BEDS Day Enrollment and FRPL(Free and Reduced-Price Lunch)
BEDS Day Enrollment and FRPL (Free and Reduced- Price Lunch) FRPL, enrollment by grade, district of residence, and supplemental enrollment counts submitted via SIRS are collected for calculating preliminary State Aid allocations.

Enrollment counts are used to create the USED EDFacts Directory, which is the official directory of all schools and districts for federal reporting, 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. FRPL data is reported to USED and used primarily for the Non-Fiscal Survey of the CCD and other USED offices.
https://www.p12.nysed.gov/irs/level2reports/
Corporal Punishment gJanuary 15, 2024
Complaints of Corporal Punishment
This is a semi-annual report due in July and January.
https://www.p12.nysed.gov/sss/ssae/schoolsafety/CorplPunish/CorporalPunishment.html
PD system gJanuary 16, 2024
Special Ed Certification Due (VR1-6,8)
Districts and nonpublic schools are required to certify data in the PD System as Accurate or Not Accurate. Data reflects official child count and LRE reported to USED. Status will be defaulted to Not Accurate for entities that do not certify. (VR7 and VR9 do not need to be certified.)
https://www.p12.nysed.gov/sedcar/
Assessments gJanuary 23-26, 2024
January 2024 Regents
January 2023 Regents Examination Schedule
https://www.nysed.gov/sites/default/files/programs/state-assessment/regents-exams-schedule-january-2024.pdf
SIRS gJanuary 25, 2024
Student Digital Resources Data Due
This collection helps identify specific needs and target resources and funding opportunities when they become available.
https://www.p12.nysed.gov/irs/level2reports/
SIRS gJanuary 25, 2024
Preliminary Course Instructor Assignment, Student Class Entry Exit Data Due.
All student course data must be up to date in Level 2 and will be used by the Office of State Assessment for determining counts of students enrolled in courses leading to state assessments.
https://www.p12.nysed.gov/irs/level2reports/
SIRS hFebruary 9, 2024
NYSESLAT Pre-ID Data Due
Level 1s must have Student Enrollment, Program Service and Demographic data in L2. L2 then creates the extract of 0231 Program Service Codes for schools administering the NYSESLAT SAFT.
CRDC hFebruary 26, 2024
Civil Rights Data Collection
The purpose of the U.S. Department of Education (ED) Civil Rights Data Collection (CRDC) is to obtain data related to the nation's public school districts and elementary and secondary schools’ obligation to provide equal educational opportunity. To fulfill this goal, the CRDC collects a variety of information, including student enrollment and educational programs and services data that are disaggregated by race/ethnicity, sex, english learners, and disability. The CRDC is a longstanding and important aspect of ED’s Office for Civil Rights overall strategy for administering and enforcing the civil rights statutes for which it is responsible. This information is also used by other ED offices as well as policymakers and researchers outside of ED.
https://www2.ed.gov/about/offices/list/ocr/data.html
https://surveys.nces.ed.gov/crdc/UserAccount/Login?ReturnUrl=%2Fcrdc%2F
PD System iMarch 1, 2024
PD6: Personnel Form
The PD6 form must be completed by all school districts including Special Act School Districts, Boards of Cooperative Educational Services (BOCES), Charter Schools, selected State agencies, State-operated schools, State-supported schools, and approved private schools for preschool and school-age students with disabilities. This report collects full-time equivalent (FTE) data for special education personnel who are employed or contracted to provide special education and related services to preschool and school-age students with disabilities on October 4, 2023. The New York State Education Department is required to report these data to the United States Department of Education (USDOE) pursuant to the Individuals with Disabilities Education Act (IDEA) [P.L. 108-446, Section 618(a)(3)].

Log into the PD Data System and select the PD6 from the “PD Forms” menu. Manually enter your data and then click on the button to save and submit the report. If there are no FTE personnel to report, save and submit with zeroes in the cells.
Assessments iMarch 11 - June 7, 2024
New York State Alternate Asssessment (NYSAA)
The NYSAA is part of the New York State testing program that measures the attainment of the State’s learning standards in the areas of English language arts (ELA), mathematics, and science for students with the most severe cognitive disabilities.
https://www.nysed.gov/state-assessment/new-york-state-alternate-assessment
SIRS iMarch 14, 2024
BEDS Day Enrollment and FRPL Data Due
FRPL, enrollment by grade, district of residence, and supplemental enrollment counts submitted via SIRS are collected for calculating preliminary State Aid allocations. FRPL data is reported to USED via EDFacts. All entities need to show FRPL counts in the March snapshot to be included in FRPL data submitted to USED.FRPL data is reported to USED and used primarily for the Non-Fiscal Survey of the CCD and other USED offices.
https://www.p12.nysed.gov/irs/level2reports/
SIRS iMarch 13, 2024
UPK Annual Enrollment Data Due
Counts of UPK students enrolled through March 15, 2024, collected for calculating UPK grant funding.
https://www.p12.nysed.gov/irs/level2reports/
SIRS iMarch 21, 2024
MBK Grants Program Service records and Liberty Partnership Programs Preliminary Data Due.
All recipients of My Brother’s Keeper with active grants must report complete data to SIRS using program service codes 4005–4009. Liberty Partnerships Program code 4004.
https://www.p12.nysed.gov/irs/level2reports/
Assessments jApril 8 - May 17, 2024
Grades 3-8 English Language Arts - Paper-Based Tests
Grades 3,4,6,7 only
Assessments jApril 10 - 17, 2024
Grades 3-8 English Language Arts, Mathematics, and Grades 5 & 8 Science - Computer Based Testing
Assessments jApril 13, 2024-May 24, 2024
New York State English as a Second Language Achievement Test (NYSESLAT)
The New York State English as a Second Language Achievement Test (NYSESLAT) is designed to annually assess the English language proficiency of all English Language Learrners (ELLs) enrolled in Grades K-12 in New York State schools.
https://www.nysed.gov/state-assessment/nyseslat-general-information
BOCES jApril 14, 2024
Final BOCES CoSer Requests
Final requests from school districts due to OCM BOCES. (Component districts must notify of intent to participate in specific services.
https://www.ocmboces.org/tfiles/folder461/2023-2024%20OCM%20BOCES%20Budget%20Calendar%20-%20MASTER%20FOR%20WEBSITE.pdf
BOCES jApril 17, 2024
Annual Election and Budget Vote
Annual election and statutory budget vote on Administrative Budget (Election of BOCES board members/vote of administrative budget must take place between 16th – 30th per BOCES Reform Act, Chapter 295, 1993)
https://www.ocmboces.org/tfiles/folder461/2023-2024%20OCM%20BOCES%20Budget%20Calendar%20-%20MASTER%20FOR%20WEBSITE.pdf
BOCES jApril 18, 2024
Submittal to OCM BOCES - Administrative Budget Vote and Board Elections
Component districts must transmit Board resolution approving/disapproving the tentative OCM BOCES administrative budget and election of Board members.
Assessments jApril 30, 2024
Grades 3-8 English Language Arts - Paper-Based Tests
Schools administering Paper-Based Grades 3-8 English Language Arts Tests must submit their answer sheets to their Regional Information Center (RIC)/scanning center by May 4.
https://www.nysed.gov/sites/default/files/programs/state-assessment/ei-test-schedule-2024.pdf
Assessments kMay 7 - 14, 2024
Grades 3-8 Mathematics - Paper-Based Tests
Grades 3,4,6,7 only
SIRS kMay 16, 2024
Day Calendar, Student Daily Attendance, Course Instructor Assignment, and Student Class Entry Exit Data Due.
Student Daily Attendance, Day Calendar, and course data must be current through May 3rd and in Level 2 by 11:59pm and will be extracted for the Office of Accountability on May 20, 2024, for growth purposes.
https://www.p12.nysed.gov/irs/level2reports/
SIRS kMay 17, 2024
Final Teacher Out of Certification data Extract Taken
The official NYS (New York State) Out of Certification match is performed at Level 2 based on data through May 17, 2024. SIRS-328 Out of Certification report will be frozen as of this date.
https://www.p12.nysed.gov/irs/level2reports/
Assessments kMay 22, 2024
Grades 3-8 Mathematics - Paper-Based Tests
Schools administering Paper-Based Grades 3-8 Mathematics Tests must submit their answer sheets to their Regional Information Center (RIC)/scanning center by May 22.
https://www.nysed.gov/sites/default/files/programs/state-assessment/ei-test-schedule-2024.pdf
SIRS kMay 31, 2024
Summer EBT 2024 benefits initial pull Data Due
Initial student enrollment, address and FRPL eligibility data due to L2 to calculate Summer EBT 2024 benefits.
SIRS kTBD Late-May, Early-June 2024
ELL (English Language Learners) Counts and Immigrant Student Counts Data Due (final).
Counts at time of final data pull of ELL students enrolled in district (for Title III ELL allocations) and immigrant students enrolled in district (for Title III immigrant allocations).
https://www.p12.nysed.gov/irs/level2reports/
SIRS lJune 3, 2024
Summer EBT 2024 benefits initial pull Extract Taken
Initial student enrollment, address and FRPL eligibility data pulled to calculate Summer EBT 2024 benefits
Assessments lJune 4, 2024 /June 14 - 25, 2024
June 2024 Regents
Schools administering Regents Examinations must submit their answer sheets to their Regional Information Center (RIC)/scanning center by Rating Day, June 26.
https://www.nysed.gov/sites/default/files/programs/state-assessment/regents-exams-schedule-june-2024.pdf
SIRS lJune 6, 2024
UPK Annual Enrollment Data Due (final)
Counts of UPK students enrolled through March 13, 2024, collected for calculating UPK grant funding. L1s must have data in Level 2. on the due date.
https://www.p12.nysed.gov/irs/level2reports/
Assessments lJune 7 - 14, 2024
Grades 3-8 Mathematics - Paper-Based Tests
Grades 3,4,6,7 only
Assessments lJune 22, 2024
Grades 3-8 Mathematics - Paper-Based Tests
Schools administering Paper-Based Grades 3-8 Mathematics Tests must submit their answer sheets to their Regional Information Center (RIC)/scanning center by May 22.
https://www.nysed.gov/sites/default/files/programs/state-assessment/ei-test-schedule-2024.pdf
SIRS lJune 28, 2024
Summer EBT 2024 benefits FINAL pull Data Due
FINAL student enrollment, address and FRPL eligibility data due to L2 to calculate Summer EBT 2024 benefits.
Data Authorization Forms mJuly 1, 2024
CNYRIC Data Authorization Forms
This authorization grants the CNYRIC permission to collect,transmit, and share data on your district's behalf. This is required annually.
https://docs.google.com/document/d/1ni4vG3Xwq-WPmv1Hv3Sssp1fOIi8rnarkW-xkHhf7gI/edit?usp=sharing
SSEC mJuly 1, 2024
School Safety and the Educational Climate (SSEC)
School Safety and the Educational Climate (SSEC) incident data for schools and districts may be submitted to the Department via the NYSED Application Business Portal between June 26, 2023 and July 24, 2023.
https://www.p12.nysed.gov/irs/school_safety/school_safety_data_collection.html
SIRS mJuly 1, 2024
Summer EBT 2024 benefits FINAL pull Extract Taken
FINAL student enrollment, address and FRPL eligibility data pulled to calculate Summer EBT 2024 benefits.
https://www.fns.usda.gov/sebt/state-implementation-of-summer-ebt-2024
Assessments mJuly 4, 14-25, 2024
June 2024 Regents
Schools administering Regents Examinations must submit their answer sheets to their Regional Information Center (RIC)/scanning center by Rating Day, June 26.
https://www.nysed.gov/sites/default/files/programs/state-assessment/regents-exams-schedule-june-2024.pdf
SIRS mJuly 11, 2024
Regents Assessment Data Due
Regents data for State-provided Growth results.
https://www.nysed.gov/information-reporting-services#qlinks
PD System nAugust 1, 2024
Special Ed Data Due VR 3,15,16
Special Ed EOY PD data system reports Collection Opens (VR11-16) June 2024. Last date to submit data populating VR13,15,16 reports.
https://www.p12.nysed.gov/sedcar/
http://pd.nysed.gov/
PD System nAugust 5, 2024
Special Ed Certification Due (VR13,15,16)
Districts must certify data as Accurate or Not Accurate in the PD System. Status defaults to Not Accurate for entities that do not certify.
SIRS nAugust 15, 2024
Special Ed EOY (End of Year) Data Due.
Last date to submit Special Ed enrollment, demographic, assessment (including COSF), Special Ed EOY Snapshot, and disability program service records for students with potential submission records for VR11-16 reports. LEAs use PD System List of Potential Student Records report to confirm all eligible students are reported accurately.
https://www.p12.nysed.gov/sedcar/
SIRS nAugust 15, 2024
FINAL SIRS EOY Data Due
Used for federal and State reporting, State Aid allocations, and to make accountability status determinations.
https://www.p12.nysed.gov/irs/level2reports/
SIRS nAugust 30, 2024
SIRS EOY Data Certification Due
Statement of Certification certifies accuracy of data submitted by EOY reporting deadline,
http://portal.nysed.gov/ portal.nysed.gov
PD System oSeptember 12, 2024
Special Ed Data Due VR 11,12,14
Special Ed EOY PD data system reports Collection Opens (VR11-16) June 2024. Last date to submit data populating VR11,12,14 reports.
https://www.p12.nysed.gov/sedcar/
http://pd.nysed.gov/
PD System oSeptember 16, 2024
Special Ed Certification Due (VR11,12,14)
Districts must certify data as Accurate or Not Accurate in the PD System. Status defaults to Not Accurate for entities that do not certify.
https://www.p12.nysed.gov/sedcar/
http://pd.nysed.gov/
SIRS pOctober 3, 2024
August Grads, Total Chort, Grad Rate Data Due
Last day to submit August 2024 diplomas for the 2018, 2019, and 2020 total cohorts.
https://www.p12.nysed.gov/irs/level2reports/
SIRS pOctober 17, 2024
Staff Evaluation Scores and Ratings Due
Staff Evaluation Rating Collection Opens July 2024. Overall ratings & subcomponent scores for districts and BOCES implementing an APPR (Annual Professional Performance Review) plan under Education Law 3012-d.
https://www.nysed.gov/educator-quality/resources-educator-evaluation-data-collection-and-submission
SIRS pOctober 25, 2024
Staff Eval Ratings Verification Report Certification Due
Certify accuracy of Staff Evaluation data by the due date.
The form is accessed and must be submitted via SEDMON in NYSED’s Application Business Portal.
portal.nysed.gov
SED Monitoring and Peformance
SIRS qNovember 2024
BEDS Day ELL Counts Data Extract
ELL data reported to USED via EDFacts supplies part of the Title III Biennial Evaluation Report. All entities with ELL enrollment must report all students with the appropriate ELL Eligible program service code in SIRS to be included in the file.
Professional Learning wwOngoing
CTLE Approved Sponsors
Approval is for a period of five years - Vendor/Sponsor lists are updated.
https://www.highered.nysed.gov/tcert/certificate/reissuanceinitial.html
https://www.highered.nysed.gov/tcert/resteachers/ctlesponsors.html
APPR - Lead Evaluator wwOngoing
Lead Evaluator
The State Education Department requires all evaluators of teachers and principals to be certified through an appropriate training process. Lead evaluators are those who conduct summative annual professional performance reviews of teachers. Each district must certify that these lead evaluators have been trained in the minimum requirements as outlined in the APPR regulations. New administrators participate in a 27-hour, first-year lead evaluator training and those that completed this training participate in a yearly recertification session.
http://www.nysed.gov/educator-quality/ss3012-d
Erin's Law wwOngoing
Erin's Law - Child Abuse Prevention
New York State’s law, (Chapter 187 of the Laws of 2019 - known as Erin's Law - requires public schools to teach child sexual abuse and exploitation prevention classes to students in kindergarten through eighth grade. The law is intended to help children, teachers, and parents in New York State schools identify sexual abuse, and to provide awareness, assistance, referral, or resource information for children and families who are victims of child sexual abuse.
http://www.nysed.gov/curriculum-instruction/erins-law#:~:text=Erin%27s%20Law%20is%20intended%20to,victims%20of%20child%20sexual%20abuse
Required Trainings wwOngoing - Annual
Dignity Act Coordinator Training
New York State requires annual refresher training for each Dignity Act coordinator within a school district.
COVID-19 wwOngoing
COVID-19 Guidance & Resources
NYSED offers a wealth of information on COVID-19, including the latest guidance and federal funding.
http://www.nysed.gov/coronavirus
Building Condition wwOngoing
Building Condition Survey & Visual Inspection
NYSED Business Portal - MVPS
https://www.p12.nysed.gov/facplan/BldgCondSurv.htm
https://www.p12.nysed.gov/facplan/documents/2020BCSInstructions10-06-20.pdf
https://www.p12.nysed.gov/facplan/documents/BCSAssignments-Copy_07-28-2020.pdf
https://www.p12.nysed.gov/facplan/documents/VisualInspectionAssignments.pdf
Fire Safety wwOngoing - 11 months
Annual Building Fire Safety Verification & Certification
NYSED Business Portal Complete and/or certify data Print Certificates of Occupancy
https://www.p12.nysed.gov/facplan/documents/UpdatedFireSafetyProcessPresentation.pdf
https://www.regents.nysed.gov/common/regents/files/616p12a3.pdf
https://www.p12.nysed.gov/facplan/FireSafety.htm
https://www.p12.nysed.gov/facplan/articles/H03_procedures_for_filing_fire_safet.html