Enhanced Data Support for ClearTrack Tier 1

Enhanced Data Warehouse Service support for ClearTrack 200 includes assisting the district data coordinator and the district department of special education in timely and accurate submission of special education data to NYSED for certification in the PD Data System. WNYRIC staff will work directly with the district data coordinator and the special education department to resolve errors in Level 0. In addition, WNYRIC staff will facilitate communication with other WNYRIC application support teams and with district staff to ensure consistency and best practice for maintaining data between systems while being mindful of data security best practices.

Please refer to service code 650.680 for full service details.

Workstation Requirements

PC Software

1. Firefox (latest version)
2. Google Chrome (latest version)
3. Adobe Acrobat Reader 9 or newer to view PDF reports
4. Word 2010 or later to view letters created

MAC Software

1. Mac OS (latest version)
2. Apple Safari (latest version)
3. Firefox (latest version)
4. Adobe Acrobat Reader 9 or later to view PDF reports
5. Word MAC (latest version) to view letters created

District agrees to:

1. Appoint a contact person to work with the WNYRIC staff to help resolve ClearTrack 200 errors.
2. Review the data prior to certification. 
3. Assures the district data coordinator pushes the data in Level 0 to Level 1 to meet WNYRIC and PD System deadlines. 
4. Verify the Special Education Director has certified the data on the PD Data system.

WNYRIC agrees to:

1. Run the following extracts from ClearTrack 200 per the specified annual guidelines from SED:
   1. BEDS Day Snapshot (VR 1-9)
   2. End of Year Snapshot (VR 13)
   3. Automate Program Services Extract, including CDOS designation, weekly for districts with a WNYRIC student management system
      1. Load monthly for districts without a WNYRIC supported student management system
   4. SE Events (VR 11 and 12) per NYSED submission schedule
   5. SE Events for Nonpublic School Students (VR 14)
   6. Childhood Outcome Summary Form Assessment (VR 15), per NYSED submission schedule
   7. PD-08
2. Load extracts to Level 0 and communicate with district data coordinator.
3. Resolve all errors and check all exclusions in ClearTrack 200 prior to loading to Level 0
4. Communicate with district DDC to resolve all special education errors in Level 0, including correcting errors in the source systems.
5. Work with district data coordinator to make sure the data is locked in a timely manner so that it can be certified per the guidelines for PD certification.
6. Check the data loaded on the PD Data system for accuracy.
7. Provide a written report to the Director of Special Education or designee to review the data on the PD Data system.
8. Follow up with district to ensure data is certified.
9. Run the PD-08 report in ClearTrack 200 and resolve any errors or exclusions. 
10. Provide a copy of the PD-08 report prior to transmission.
11. Once the district has confirmed the data accuracy, WNYRIC will transmit the PD-08 report from ClearTrack 200.
12. Verify that the PD-08 transmission was successful and that the data is in the PD Data System for district certification.
13. Maintain strict confidentiality.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780, by email at servicedesk@e1b.org, or via live chat by clicking here. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.