NY State Regents Examinations

The Jewish Education Project has partnered with Eastern Suffolk BOCES (BOCES) to assist the Jewish (and other non-public) day schools in all processes related to Regents answer sheets which are no longer provided in the Regents test booklets.


ORDERING ANSWER SHEETS

A school must order answer sheets if any of its students will be taking any Regents Exams.  To completely place its order, a school must submit 3 items: 1) a contract; 2) a pre-print file; and 3) payment.

Required Item 1 - Contract:

  • To submit the June 2019 contract, click here.
  • The deadline to submit the contract is Friday, May 3, 2019.

Required Item 2 - Pre-Print File:

  1. Click here to view/download and print the State Course Code Chart.

    • Note: There is a different code for the new Global History - New Framework exam.

  2. Click here to view/download the June 2019 pre-print file template.  

  3. Complete the template and save it as a regular Excel file (.xls or .xlsx).  Please add your school name to the title.

  4. Save the file again in the .csv format. DO NOT REOPEN the .csv file in Excel. If you must make changes, edit the regular Excel file and then re-save it as a .csv file.

  5. E-mail the .csv file to Shelley Hill.

  6. The deadlines are:

    • Friday, April 12, 2019 - if you will require the new Global History-New Framework exam answer sheets

    • Friday, May 3, 2019 - if you will not require the new Global History-New Framework exam answer sheets


FEES

  • Overall Service Fee - $ 6.50 per answer sheet

    • Invoices are based on the totals submitted in the pre-print file (not the contract) and will be e-mailed to the school after its pre-print file has been processed.

    • The deadline is Friday, May 31, 2019.

    • Even if the answer sheet is not used, the fee must be paid.

    • Schools will be invoiced $ 6.50 for each additional answer sheet scanned above the total number of answer sheets ordered.

  • Quality Control Fee - $ 2.00 per answer sheet

  • Late Fee - $ 16.50 per answer sheet ordered after the deadline has passed

    • If a school does not order answer sheets but its students take exams and the answer sheets are submitted for scanning, the school will be invoiced $ 16.50 per sheet.


PARTICIPATING SCHOOL RESPONSIBILITIES INCLUDE:

  • Full payment of all fees (overall, quality control, and/or late).

  • Entering new students and locking data into Level 0.

    • Click here to view/download a document on maintaining Level 0 data.

    • Each Fall, The Jewish Education Project Day School Team begins the process of promoting the schools’ previous year’s students by requesting verification from each school.

    • Level 0 must be properly locked with the files created for Level 1 to ensure that the data is uploaded and processed.

    • Records added or changed after Level 0 closes for the school year will not be processed. Level 0 closes for the year on August 24th so the data must be entered by end of business day on August 23rd.

      • A note of caution: Entering data the week of the deadline means there will not be any opportunity to review the Level 2 reports to make sure the data entered at the last minute was properly processed. 

  • Submitting pre-print files of students requiring answer sheets.

    • The sheets will be pre-printed with the data included in the pre-print file.

  • Scoring the answer sheets.

    • Each school must log into the Online Exam Ordering System in the NYSED Portal to view the list of exams the school ordered.

    • The passwords for each exam will be listed next to the name of that exam.  The password should be selected and copied.

    • The school must then go to the NYSED's Office of State Assessment's Scoring Information page and click on the link for the correct Regents administration.

    • Each exam will be linked to the scoring key.  Paste the copied password to open the appropriate scoring key.

  • Performing quality control on the scored answer sheets.

  • Submitting the scored answer sheets for scanning.

  • Entering graduation data in Level 0 for high school students who have earned their Regents diploma.

  • Reviewing ASAP and Level 2 reports for accuracy.


BASICS

The NYSED stopped providing answer sheets with the NYS test booklets in 2011. To receive answer sheets and access to the Student Information Repository System (SIRS), schools must partner with a Regional Information Center (RIC).

Data

  • SIRS / Level 0 – the warehouse/database where all student data is maintained. For the Regents Exams, schools will create 1 Demographic Record and 1 Enrollment Record for each student.

  • Level 1 – where the processed data from Level 0 is stored (schools do not have access).

  • Level 2 – where all processed Level 1 data for each school is stored and what NYS Mandated Services will access for reimbursing schools’ claims. In Level 2, schools can access their:

    • Regents Score Reports

    • Graduation Reports

      • In June 2016, NYSED stopped requiring schools to submit paper graduation reports for 12th graders. Instead, schools must change specific fields in each graduating student’s Level 0 Demographic and Enrollment Records which will then be processed into the Level 2 report.

Test Booklets

Test booklets for all Regents Exams must be ordered via the NYSED Portal. Schools are notified directly from NYSED when the ordering period begins and ends. Login data is assigned by the State Education Department Delegated Account System (SEDDAS). When placing the order, please select Eastern Suffolk BOCES as your RIC. If you have trouble accessing the Portal, please contact SEDDAS.

Answer sheets

Guidelines for ordering sheets can be found in the above section - Ordering Answer Sheets. In general, the notification for ordering answer sheets is e-mailed to schools in:

  • Mid-November – for January Regents Exams administration (deadline in Mid-December)

  • Mid-March – for June Regents Exams administration (deadline mid-April)

  • Late-June – for August Regents Exams administration (deadline mid-July).


RESOURCES

BOCES Website - From the Secure menu, each of the following can be selected:

NYSED Office of State Assessment Website – Memos related to all aspects of the administration of Regents Exams can be found on the site, including:

NYSED Office of Curriculum & Instruction Website – Memos related to all aspects of the administration of Regents Exams can be found on the site, including:

EngageNY – created and maintained by the New York State Education Department (NYSED) to support the implementation of key aspects of the New York State Board of Regents Reform Agenda.

 

If you have questions about the Regents process, please contact Shelley Hill, Project Manager.