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Data Help Center

Welcome to the Office of Community Schools Data Help Center. This web page is designed to empower you to use the Data Tools to their highest abilities. You can visit this page to find tutorials, 1-pager training, and other resources to use the Data Tools, so make sure you bookmark it! 

You can reach out for additional help or training from the Data Help Center at:
(718) 915-7232

Student Data Tools

Returning Community Schools are each equipped with Data Tools provided by New Visions for Public Schools. These Data Tools encourage proactive decision-making to keep students on track academically, develop targeted supports and interventions, and plan for Regents completions and graduation.

PLEASE NOTE: Community Schools that started in 2017-18 or have a new DBN in 2017-18 will have access to their Data Tools in the winter/spring of 2017-18 and will receive notification once tools are available.

Student Data Tools are specific to each school and provides both student-level data on attendance and academic performance, school-wide dashboards. 

 Why use Student Data Tools?

Student Data Tools pulls together critical data points to help school leader understand a more complete picture of students' needs. Because it is a cloud-based spreadsheet, it is regularly updated and can be shared by multiple collaborators within the school.
What is included? 
  • Student demographics, including SPED and ELL status

  • Historical and current YTD attendance

  • Credit accumulation by subject area

  • Regents data, including number of attempts and highest score by subject area

  • Columns that highlight potential programming gaps based on credits earned and students’ current schedules.

  • School and student level dashboards

How are Student Data Tools populated?

Reports pulled from ATS and STARS are used to populate variables and feed metrics used in the Data Tool. A complete list of source files for each variable can be found in the Technical Documentation tab of the Data Tool.

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Strategic Data Check-ins

Strategic Data Check-ins are the backbone of student success in Community Schools. These check-ins offer an opportunity for school leaders to build technical and analytical capacity in their use of the data sorter. The schedule and frequency for check-ins varies slightly by the grade bands represented in a school. Each semester, schools may complete the following data check-ins:

 High School  Elementary/Middle School
 Graduation Planning and Programming   Attendance
 Credit Gaps Analysis  Supports and Referrals
 Attendance  Formative Assessments
 Regents Planning and Preparation  
 Marking Period Grade Analysis  

If you are unfamiliar with using Google G-Suite and Sheets(the basis for your schools Data Tools) you might want to visit the New Visions Resource page. You can find various videos, slides and 1-pagers across a variety of topics and grade levels related to Strategic Data Check-ins.

RESOURCE PAGE: Strategic Data Check-ins

Weekly Data Meetings

As a best practice in educating the whole child, Community Schools are encouraged to hold a weekly meeting to discuss bright areas in student successes and identify places in need of additional support. These Student Success Summits are centered around student data. The student data sorter allows schools to access real-time academic, behavioral and attendance for all students. Using this data tool during the weekly meeting and regularly through the school year allows provides school leadership to quickly identify opportunities for improving outcomes for students.

The Weekly Meeting - Student Success Summit Sample Agenda

Use the Attendance Heat Map to:
      • Identify trends
      • Create Targeted Groups of Students
      • Conduct and Manage outreach

Weekly Attendance Meeting: Helping High School Students Stay on Track from Magic Box Studios on Vimeo.

Learn more about using the Data Tools

1. Student Sorter for Elementary and Middle Schools:

3. High School Portal
2. Attendance Heat Map for all Schools

How to access your Data Tools:

  • Go to 
  • Sign into your account using your Schools GAFE provided E-mail and password
  • Your Schools Data Tools will be in your Drive
  • Click “Shared with me” → Search for you school by name or DBN
  • 1-Pager:Tutorial on how to find your Data Tools
Additional information on using Google Drive:

Learn more about using Google Drive and Sheets

Google Sheets are the foundation of the Data Tools. Knowing how to use Google Sheets is essential in using the Data tools! Please find various instructional videos below.

General Overview

1-Pager: Google Sheets Cheat Sheet

VIDEO: Working with a dynamic shared spreadsheet

Filtering and Sorting

VIDEO: Sorting vs. Filtering a spreadsheet 

VIDEO: Google Sheet Filtering how-to



Additional information