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New York SIRS Reporting

Jupiter Ed exports the files required for New York state SIRS, including grades, special ed, programs, courses, staff, and marking periods (but not assessments yet).

Note: Please see the SIRS documentation for questions about your state requirements.

Staff

On the screen, click the SIRS button to enter the required employee information.

District & Building Codes

On the screen, enter your 8-digit District number, and the BEDS code for each school. The Building Code may be any unique ID for each building; it is required.

If your district reports for students who are attending other schools outside your district, we recommend you create a separate "school" for those students. Click the "New School" button on the screen to add a new school to your account. You may create a separate school for each school you report for, or use a single school for all outside students, whichever you prefer.

Attendance

On the screen, select Daily or Period attendance for each school, and define your attendance codes.

Race/Ethnicity

On the screen, no special setup is required. The default settings are fine, or you may customize them, as long as it still contains the six required races/ethnicities with recognizable keywords like Hispanic/Latino, Black/African, Asian, Pacific/Hawaiian, Native/Indian/Alaskan, and White. Any unrecognized race/ethnicity will not be reported.

Special Programs

By default, the screen includes checkboxes for IEP, 504 Plan, ELL, Migrant, Homeless, Free Lunch & Reduced Lunch. But these checkboxes are not used for SIRS, and they are redundant with the more specific settings on the screen. So to avoid confusion, erase those items from the screen. You may keep any other special groups, like Athletes.

Marking Periods

On the screen, define your marking periods.

If you typically include the Regents exams in your course grades, we recommend you define a separate track called "Regents" for that purpose. To do that, select "Some students have different grading periods". The Regents track should include a Year Average, like one of these examples:

1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Regents Exam
Year Average
1st Quarter
2nd Quarter
Midterm Exam
1st Semester
3rd Quarter
4th Quarter
Final Exam
Regents Exam
2nd Semester
Year Average

See Schedules for more help.

Courses

On the screen, click each course to edit it and select the State Course Code and other settings if applicable.

Check "R. Show on report cards" for courses that should be exported. Uncheck this for Teacher Aide, Student Aide, Study Hall, Free Period, etc.

Assessments

Currently Jupiter does not export Assessment data. If you would like to add that capability, please send us data files containing your student assessment data for us to study. (It must be a data file intended for machines to import, not a spreadsheet intended for people to read.)

Student Data

On the screen, enter the student's gender, birthdate, race/ethnicity, parent names, phone number, and address. You may leave the NYSSIS number blank; it is not required.

See the screen for information specific to New York state, like enrollment and programs.

Use the "Add Program" menu to add programs to the student's record, like LEP, Special Ed, etc. You may add multiples of the same program if applicable — e.g., one for each time period if the student stops and restarts a program. To remove a program, set the dates and menus blank where possible.

If a student withdraws then later reenrolls in the same school, click the link "Add Reenrollment".

Note: For high school students, you may leave the date blank for "Started 9th grade", and it will automatically generate the date when the record is saved.

Note: When you add a student to a new school year or summer school, it copies the student's information from the previous year, and it resets the dates.

Note: Some items on these screens are somewhat redundant:

The "Grade Level" menu on the Add/Edit screen is adequate for grades 1-12, but see the SIRS screen for the complete set of grade level options. (Changing the grade to 1-12 will update both screens.)

The "Language" on the Add/Edit screen is not reported; it's used only for reports and the parent/student login. See the SIRS screen to report the "Home language".

The "Graduated" date on the Add/Edit screen is not reported; it's used only for transcripts. See the SIRS screen to report the exit date.

If the Add/Edit screen still has checkboxes for IEP, Migrant, etc., they are not the same as the SIRS screen. Go to the screen to erase those.

The "Goal" menu on the Guidance > Plan screen is not reported. Use the "Postgraduate plan" menu on the Add/Edit screen.

Exporting

Go to the screen to select a SIRS file to export. Pay attention to which year you have selected at the top of the webpage. It downloads CSV files.

Select "This school only" to export one school, or select "Entire district".

If the file fails to download, see Export for troubleshooting.

Other Errors

Open the CVS file in Excel or any spreadsheet to verify it contains the correct data - but do not edit it! Spreadsheets alter the date format, leading zeros, and delimiters, making files invalid for state reporting.

If you need to edit the file, use a text editor like Notepad or TextEdit. Try copying just a few rows to a new file and upload that to see if you can isolate the error. Please contact us if you need further help.