SIRS - Staff Evaluation Report

All Local Education Agencies (LEAs) must submit staff evaluation data to the Student Information Repository System (SIRS). The data includes staff evaluation ratings for each teacher and principal subject to evaluation under Education Law Section 3012-d. It also consists of the Overall Evaluation rating categories, such as Highly Effective, Effective, Developing, or Ineffective.

Menu path

From the Human Resources menu, select State. From the State - NY menu, select SIRS - Staff Evaluation Report.

Submission period

Annually

Selection rule

Employees meeting the following criteria are selected, and their evaluation information is reported:

Paid in the selected year
Have Evaluation information records for the reporting year
The date in the SCHOOL YEAR END field on the employee’s Activity Tracker is within the current year range (School Year Start Date and School Year End Date) on the NY SIRS - Staff Evaluation Report - Load page.

Prerequisites

Enter the SIRS Teacher ID in the Staff State ID field on the Personnel tab of the Employee Information page.
Set up Locations.
Set up Evaluation records in the Activity Tracker.

Load data

On the NY SIRS - Staff Evaluation Report page, select Load.
Select the Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.
Select the School Year Start Date and School Year End Date.
The default School Year Start Date is July 1 of the year before the one in the Year field.
The default School Year End Date is June 30 of the year in the Year field.
Enter the SIRS District Code. The value is stored and displayed when you load data for subsequent years.
Select Load, then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.

Maintain data

You can correct loaded data before submitting the report. However, any corrections must also be made to the source data.

On the NY SIRS - Staff Evaluation Report page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
- To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.
- To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
- To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
- To download the information, click Download, and then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the Staff Information form of the NY SIRS - Staff Evaluation Report page.

Field	Description	Load logic - Data source and Valid values
School Year	The reporting fiscal year.	The default is retrieved from the Year field on the Fund Accounting Profile page.
Employee Number	The employee number. Select Lookup to search for and select an employee number.	The field value is retrieved from the Employee Number field on the Employee Information page.
Last Name	The employee's last name.	The field value is retrieved from the Last Name field on the Employee Information page.
First Name	The employee’s first name.	The field value is retrieved from the First Name field on the Employee Information page.
Staff ID	The employee’s staff ID.	The field value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page.
Evaluation Criteria Code	The criteria code for the employee’s evaluation. The drop-down list values are retrieved from the User Defined Table EV.	The field value is retrieved from the EVAL CRITERIA field in the Activity Detail section of the Activity page. Valid values: OCR01 - Overall-Ineffective OCR02 - Overall-Developing OCR03 - Overall-Effective OCR04 - Overall-Highly Effective OPTOB - Opt Teacher Observation OPTSP - Opt Student Performance REQOB - Rqd Teacher Observation REQSP - Rqd Student Performance
Evaluation Rating Points	The rating points for the employee’s evaluation.	The field value is retrieved from the RATING POINTS field in the Activity Detail section of the Activity page.

Create file

On the NY SIRS - Staff Evaluation Report page, select Report.
Select the Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.
The School Year Start Date and School Year End Date are retrieved from the NY SIRS - Staff Evaluation Report - Load
page.
Create a hard copy of the report to verify data before you create the electronic file:
1. Select Hard Copy.
2. Select PDF or Excel.
3. Select Create, then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
1. Select Electronic File.
2. Select Create, and then Yes.
3. Save the file and select OK.

The default file name is NY SIRS Staff Evaluation Electronic Report_<Year>.csv.

Follow the state's submission procedures.

Purge data

If you need to correct setups or employee data, purge the existing records and reload the data.

On the NY SIRS - Staff Evaluation Report page, select Purge.
Select the School Year.
Select Submit.
Select Yes, and then OK.