Student Management Systems

Provides districts access to the Regional Data Warehouse for NY State Reporting verification and student assessment data, instructional reports, and data dashboards for curriculum analysis.

• Core participation
• 605.220 NYS Reporting
• Mandatory Service

• Utilize available data to meet district needs
• Designate an individual to authorize any changes to data warehouse accounts
• Submit required authorization forms
• Notifies BOCES staff if contact person for service changes

• Provision district user accounts for access to data
• Provide end-user support via telephone, online meeting platform, and e-mail to district personnel

This service provides the data collection needed to meet the reporting requirements specified by the New York State Department of Education. Districts are given access to Level 0 along with training and support. NYS Reporting support and training are included in this service. District Data Coordinator meetings are offered to communicate NYSED reporting requirements.

• Core Participation
• 605.130 Data Warehousing
• This is a mandatory service

• Assign a dedicated District Data Coordinator (DDC) as a main point of contact
• Submit Level 0 authorization forms on an annual basis
• Attend District Data Coordinator meetings
• DDC will communicate state reporting deadlines and information to appropriate staff in district
• DDC is responsible for managing additional district accounts in Level 0
• Ensure appropriate staff availability to meet state reporting deadlines

• Ensure data collected through Level 0 are made available to load into Level 1 and the NYSED SIRS data warehouse per SED Requirements
• Provide support and training in the use of Level 0, Level 1 verification reports, and L2RPT reports for the purpose of meeting NYS collection and reporting requirements
• Provide support and training in NYS reporting rules and requirements
• Host District Data Coordinator meetings and communicate state reporting deadlines and information

NYS Data Certification Service through CertifySIRS provides daily, automated validation of Student Management System (SMS) and Special Education system data for NYS Reporting based on SIRS business reporting rules. The service enables districts to find data errors in the source system before data is imported into Level 0. Error reports can be emailed to appropriate data owners and include a Data Quality Score.

• 605.220 NYS Reporting

• Manage program settings
• Communicate needs to RIC

• Initial setup and training
• Maintain state reporting tables required for application
• Provide first-tier application support

Frontline IEP is a web-based solution for Special Education designed to manage all phases of IEP and 504 Accommodation Plans, including the ability to create IEP/504 plans, schedule meetings, and generate compliance letters and state reports. Student data can be shared seamlessly between districts and BOCES or transferred between districts using this product. Frontline IEP will generate data exports for NYS State Reporting.

Other features include Centris Sync which allows demographic and guardian data to flow from the student management system to Frontline IEP on a nightly basis. The Document Repository is an optional add-on module that enables districts to save documents used in the development of IEP and 504 plans.

• Core participation

• Designate a district Frontline IEP contact
• Ensure appropriate staff availability to meet state reporting deadlines
• Manage user access and security
• Receive and review all relevant announcements and communications from the RIC and vendor
• Create/maintain local (district) tables and field values in software
• Provide appropriate RIC staff with user accounts for software support

• Provide first-tier application support
• Serve as liaison between the district and the vendor
• Ensure vendor is aware of and responsive to NYS reporting changes and requirements
• Provide and/or facilitate training and user groups supporting product usage
• Ensure nightly sync of data from student management system to Frontline IEP
• Serve as a liaison to SED for district questions regarding state requirements related to data reporting

Frontline RTI is a web-based solution for tracking students receiving academic intervention services (AIS) or response to intervention services (RTI). The software enables districts to track, document, monitor and manage AIS/RTI services. Frontline RTI will generate reliable data exports for NYS State Reporting.

• Core Participation
• 605.230 IEP Direct

• Designate a district Frontline RTI contact
• Ensure appropriate staff availability to meet state reporting deadlines
• Manage user access and security
• Receive and review all relevant announcements and communications from the RIC and vendor
• Create/maintain local (district) tables and field values in software
• Provide appropriate RIC staff with user accounts for software support

• Provide first-tier application support
• Serve as liaison between the district and the vendor
• Provide and/or facilitate training supporting product usage
• Ensure vendor is aware of and responsive to NYS Reporting changes and requirements
• Ensure data sync flows nightly from student management system to Frontline RTI
• Serve as a liaison to SED for district questions regarding state requirements related to data reporting

Frontline Medicaid is a web-based solution that works in conjunction with 605.230 IEP Direct to streamline the Medicaid billing process and meet the compliance requirements of the NYS Preschool/School Supportive Health Services Program. The Medicaid Direct Toolkit also allows for Medicaid claiming analytics to maximize reimbursement.

• Core Participation
• 605.230 IEP Direct

• Designate a district Frontline Medicaid contact
• Ensure appropriate staff availability to meet state reporting deadlines
• Manage user access and security
• Receive and review all relevant announcements and communications from the RIC and vendor
• Create/maintain local (district) tables and field values in software
• Provide appropriate RIC staff with user account for software support

• Provide first-tier application support
• Serve as liaison between the district and the vendor
• Provide and/or facilitate training supporting product usage
• Ensure vendor is aware of and responsive to NYSSHSP changes and requirements
• Serve as a liaison to SED for district questions regarding state requirements related to Medicaid reimbursements

Student Management Systems (SMS) are software packages that centralize student information and streamline administrative tasks for schools to better equip districts to manage their extensive student information needs.  SMS liaisons are product specific, direct technical support for school districts. Supported SMS systems include SchoolTool and Infinite Campus. Both platforms include cloud hosted support.  Additional integrations and third-party connections are supported through this service and the closely aligned 605.380 Custom Data Reporting service to the extent the integration has been vetted and pre-approved by the Monroe RIC (please see your RIC project manager for more information).

• Core Participation

• Provide hardware and connectivity consistent with vendor requirements.
• Primary usage, maintenance of calendars and catalogs.
• Provide appropriate access to district-level users.
• Ingestion and maintenance of student and staff data.
• Accept responsibility for forms and paper management as well as printing of reports.
• Designate SMS Coordinator, District Data Coordinator, and building-level coordinators.
• Send appropriate representation to Monroe RIC User Group Meetings and workshops.
• Receive and review all relevant announcements, directions, and documentation from Monroe RIC staff.
• Produce and save recommended reports annually as suggested by Monroe One RIC staff.
• Maintain and update district calendar in SMS with Monroe RIC support.
• Perform annual roll-over tasks with RIC guidance.
• Submit support requests with appropriate context.
• Provide end-user training.
• Manage third-party software that integrates into Student Management Systems.
• Develop and run report cards, grading windows, etc.
• Setup and maintain individual vendor support accounts as communicated by the RIC.

• Provide Level 1 support to district office administrative system users for new users
• Provide support to district office administrative system users for level 2 and 3 issues such as:
  • Additional report and data export needs
  • Assistance with imports and exports of data
  • Provide ongoing guidance on data entry into the application, in accordance with NYS requirements
  • Assist with setting up schedules for NYS Exports
  • Provide troubleshooting support
  • Facilitate data backups as designated
  • Facilitate disaster recovery needs related to production databases
  • Manage data integration processes at year-to-year transitions
• Liaison between vendor and district for escalated support needs
• Host user meetings, workshops, and trainings
• Provide general documentation for system functionality
• Facilitate user groups and year-end processing meetings
• Maintain servers
• Maintain data backups and support disaster recovery exercises
• Contract administration, license tracking and invoicing
• Communicate vendor support account credentials to district for provisioning
• Integration of select third-party products via APIs