NYSSB End-of-Year Data Form
The purpose of the End of Year Data form is for schools to track and report students who earn the NYSSB each year, along with their NYSSIS number, some demographic data, and the criteria they met in English and one or more world languages to satisfy the requirements of the NYSSB. The current End of Year Data Form is an Excel workbook with two tabs:
- School information & summary; and
- End of Year Data Form.
Click here to access the End of Year Data Form.
Module 8 of the NYSSB Guidance Toolkit, Completing the End-of-Year Data Form, guides participants through the process of filling out this form, including how to submit one that is error-free. (Please be sure to use the most current year's EOY Data form.)
The School Information and Summary tab contains four sections:
- School Information section (orange) - district and school names, address to which the Seals/medallions should be sent, total number of Seals/medallions being requested (based on students who have met criteria), and date by which they are needed
- Electronic Signature of Building Administrator Designee (purple) - signatory information.
- Data Summary (green) - This section automatically calculates various values to help Seal Coordinators ensure the data is accurate.
- Error Codes (pink) - This section automatically identifies and reports errors in both tabs. When all errors have been corrected, the phrase "Form correctly filled in" will appear for each category in the Error Code section.
The End of Year Data Form tab is where Seal Coordinators will enter the information required for each student. It is recommended that Seal Coordinators begin by gathering the following information on all eligible students:
- Student name and internal ID number
- NYSSIS number (This is a 10-digit number issued by NYSED that is unique to every student; it often does not appear on student management systems but can be found on the NYSED Portal to which Data Coordinator have access.)
- Graduation month/year
- Age is 21 or less
- ELL status
As students begin to earn points towards the Seal, the Seal Coordinator can mark the criteria met on the End of Year Data Form tab.
The entire workbook must be submitted as an Excel file via email to email@example.com between May 5th and July 15th so that NYSED can verify the data and send Seal stickers and medallions to schools in time for them to be distributed to students who have met the criteria at May or June awards ceremonies. Only the Excel file will be accepted; PDFs will not be accepted. Seals/medallions will only be sent for those students who have successfully met all criteria by the submission date of the form (May 5th-July 15th). Seals/medallions for "Anticipated" students (those who are waiting for Advanced Placement (AP) or International Baccalaureate (IB) exam scores) can be requested by the Seal Coordinator through the submission of an amended End of Year Data Form once scores are available. The amended file must be emailed to firstname.lastname@example.org as an Excel workbook by no later than July 15th.
New York City public schools do not need to fill out this form, but rather will work with the Division of Multilingual Learners to gather this data to be submitted on their behalf by the same deadlines. All other schools outside of the New York City area (including charter and non-public schools in New York City) must follow the previously explained submission process.
Seals and medallions for candidates who have met the requirements will only be mailed (or in the case of New York City public schools, made available for pick-up) when the full End of Year Data workbook is submitted error-free. NYSED will only send two mailings to schools, one in early May for those students who have met the requirements and are listed on the End of Year Data Form submitted by May 5th and one additional mailing by mid-July for those students who were anticipated at the time of the original form submission, but who have since met all of the Seal requirements. For schools with Seal earners that graduate in August, an additional mailing following verification of graduation will be permitted.
Q: When should the NYSSB End of Year Data Form be submitted?
A: Schools must submit the NYSSB End of Year Data Form between May 5th and July 15th of every year.
Q: What must schools consider when deciding when (within the submission window) to submit the End of Year Data Form?
A: Since the Seals and medallions are shipped once a correctly completed End of Year Data form is submitted, schools should determine when they need the Seals and medallions (to prepare for graduation) and then submit the EOY Data form at least two weeks prior to the date the items are needed. For example, if a school will hold its graduation on June 21st and they need the Seals and medallions by June 14th (1 week ahead of graduation in order to prepare the diplomas), they would count back two additional weeks from June 14th (= May 31st) and that is the last date that hte school should submit their EOY Data form.
Q: The first gray column of the End of Year Data Form is labeled “Total number of Seals earned by student”. How is this number calculated?
A: In order to earn the NYSSB, a student must earn three points in English and three points in a world language. It is possible for the student to earn the seal in English and more than one world language. For instance, a student who is proficient in Hindi and Punjabi from prior residency and school attendance in India, may earn the NYSSB in English, Hindi, and Punjabi. If this student, while in high school, pursues a course of study in Spanish through the Checkpoint C level, the student can also earn the NYSSB in Spanish provided they earn three points in Spanish. The first grade column of the end of year data form automatically calculates the total number of seals earned by the student. The first Seal is awarded after the student earns three points in English and three points in a world language. Subsequent seals can be awarded to students who earn three points in one or more other world languages.
Q: If a student earns the NYSSB in English and more than one world language, what do they receive?
A: Students who earned the NYSSB in English and more than one world language receive a seal sticker and a medallion for each of the world languages in which they have earned the NYSSB. One medallion will be the standard medallion and another will have a special lanyard (blue & gold striped) that designates earning the NYSSB in two or more world languages. For example, a student who earns the NYSSB in English, Hindi, Punjabi, and Spanish would receive three seal stickers and three medallions. Such a student can also receive a certificate signed by the Associate Commissioner for the Office of Bilingual Education and World Languages attesting to the multiple seals earned.
Q: The instructions indicate that the Seal Coordinator should delete the first three columns of the End of Year Data Form (student names, internal student ID numbers) prior to submitting this form to NYSED? Why is this? If the columns are to be deleted before submission, why are they included in the first place?
A: The first three columns of the End of Year Data Form are designated for the students’ first and last names and any internal student ID numbers. These columns are provided for the convenience of the Seal Coordinator while tracking student progress throughout the year. In order to protect students’ privacy, NYSED asks that the Seal Coordinator remove any personally identifiable information (including student names and internal ID numbers) prior to submitting this form. The NYSSIS number is a secure means to track and report data on students relative to the NYSSB, while protecting their privacy.
Q: What is a student's NYSSIS number, how do I find them, and why are they used instead of a school's internal student ID number?
A: NYSSIS stands for the New York State Student Information System. When a student enters any New York State school, NYSED issues them an official, 10-digit NYSSIS number that is unique to the student and follows them throughout their academic career. NYSSIS numbers are not always available to teachers and counselors on the district’s student management system. The district Data Coordinator will be able to access the NYSSIS numbers using the NYSED portal. When the Seal Coordinator knows which students will be pursuing the NYSSB, they should reach out to the district Data Coordinator with a list of student names and ask that person to provide the NYSSIS numbers so that they can be added to the End of Year Data Form. NYSSIS numbers are used on the End of Year Data Form instead of internal school ID numbers because they are unique to the student and allow NYSED to cross check students who have earned the NYSSB with the number reported to he Student Information Repository System (SIRS).
Q: Why does NYSED collect demographic data on students pursuing the seal (E. G., gender, race, ethnicity) ?
A: NYSED collects basic demographic data on students pursuing the NYSSB in order to better understand trends in student participation in this program as well as to ensure equity and access for all students.
Q: What is the difference between race and ethnicity for the purposes of the End of Year Data Form and why is “Hispanic, Latino, or of Spanish origin” listed from both of these categories?
A: Race generally refers to a category of humans that share specific physical traits, while ethnicity can refer to groups of humans classified by common racial, national, tribal, religious, linguistic, or cultural origin or background. There are five official federal race designations that are typically used to track educational data :
- American Indian or Alaska native;
- Asian, native Hawaiian, or other Pacific Islander;
- Black or African American;
- Multiracial; and
In an effort to be as inclusive as possible and to allow students to self-identify as they so choose, we have included Hispanic Latino or of Spanish origin as both a race and an ethnicity. People who identify their origin as Hispanic, Latino, or Spanish may be of any race. Some students will identify their race as White, but their ethnicity as Hispanic, while others will consider their race as Hispanic. The design of the End of Year Data Form allows for the flexibility for each student to identify themselves as they choose.
Q: Why does the end of year data form ask in which month in the current year the student will graduate?
A: The End of Year Data Form asks for the month (January, June, August) in the current year that the student is graduating senior because the NYSSB can only be awarded to a graduating senior. The month of graduation is collected to ensure accurate reporting of the information reported to NYSED through the aforementioned form and the information uploaded to the Student Information Repository System (SIRS) by the district Data Coordinator.
Q: Why does the end of year data form ask if the student is 21 years of age or less at the time of graduation?
A: The End of Year Data Form asks if the student is 21 years of age or less at the time of graduation to ensure accurate reporting of the information reported to NYSED through the aforementioned form and the information uploaded to the Student Information Repository System (SIRS) by the district Data Coordinator.
Q: Does every student have an ELL status? What are the four ELL statuses? Why is this information collected on the End of Year Data Form?
A: For the purposes of the End of Year Data Form, every student pursuing the NYSSB must have an ELL status. There are four possible options:
- Current ELL - a student who, by birth or ancestry, speaks or understands a language other than English and who scores below a NYS designated level of proficiency on either the NYSITELL or the NYSESLAT exam.
- Former/Ever ELL - a student who was once an ELL, but who has demonstrated the NYS designated level of proficiency in English to exit ELL status.
- A Never ELL is a student who was never identified as an ELL. For the purposes of the required NYSSB forms, there are two types of Never ELLs: those whose home language is English and those whose home language is other than English. A Never ELL whose home language is English may earn the Seal by learning another language through a course of study in school, while a Never ELL whose home language is other than English may earn the Seal in their home language.
The form requires schools to identify eligible students in each subgroup to ensure that schools are making the NYSSB available to all eligible students (Current ELLs, Former/Ever ELLs, World Language students, and Heritage Language Speakers).
Q: What does it mean when a student is "anticipated" to earn the NYSSB?
A: Most students will complete all work to meet the criteria to earn the NYSSB by mid-spring of their senior year. These students are marked "Criteria already met" on the End of Year Data Form before it is submitted. Students who take one or more Advanced Placement (AP) or International Baccalaureate (IB) exams in the spring of their senior year will not have the scores available at the time the form is submitted and therefore are marked as "Anticipated". Scores for the AP and IB exams are generally released in July. When scores for these exams become available to the school, the Seal Coordinator will amend the End of Year Data Form and resubmit it to NYSED so that the additional Seal(s)/medallion(s) can be sent to the school for distribution to the student(s). Although infrequent, it is also possible for students to be "anticipated" if they are retaking the ELA Regents exam in June of their senior year to achieve a score of 80% or better for a point toward criterion 1A. By the same token, ELLs who are taking or retaking two Regents exams not in translation (other than the ELA Regents exam) in June of their senior year to achieve a score of 75% or better on both exams toward criterion 1A can be considered "anticipated". Whenever a student is anticipated (because they are waiting to take a Regents exam, AP exam, or IB exam, or are waiting for the scores for said exams, the Seal Coordinator should amend the End of Year Data Form when scores become available and resubmit the form to NYSED so that the remaining Seals/medallions can be sent to schools for distribution to students.
It should be a rare occurrence to mark a student as "anticipated" because they have not completed their Culminating Project Presentation or because the student did not take an approved English or World Language assessment (other than AP or IB exams) in time to receive their score. It is the responsibility of the Seal Coordinator to ensure that each student pursuing the NYSSB has a plan to earn all required criteria by mid-spring, with the exception of AP, IB, or Regents exams taken in the spring of the senior year. Either the Seal Coordinator or the student's advisor (if they are completing a Culminating Project) should make sure that the student remains "on-track" to complete the criteria required to earn the Seal by mid-spring.
Q: On the End of Year Data Form, there are two columns for English assessments and two columns for World Language assessments. How are these columns completed?
A: Criteria 1D and 2D allow students to take approved assessments in English and World Languages to earn points toward the NYSSB. These are national exams that have been approved by NYSED to evaluate a student’s proficiency level in the language being assessed. In order to earn a point for an exam, a student must earn at least the required score as listed in the NYSSB Handbook to demonstrate the required proficiency level for the NYSSB. Both the English and World Languages criteria sections allow for two exam entries because students are able to take up to two of the listed exams to earn one point for each exam toward the NYSSB. For instance, a student seeking to earn 3 points in English may do so in the following way:
- Achieve an average of 85% or better in their 11th and 12th grade ELA course (criterion 1C – 1 point)
- Earn a score of 3 on the AP English Language and Composition exam (criterion 1D – 1 point)
- Earn a score of Intermediate High (I-5) on the AAPPL exam in English (criterion 1D – 1 point)
By the same token, a student seeking to earn 3 points in Spanish may do so in the following way:
- Achieve an average of 85% or better in their Checkpoint C Spanish course (criterion 2A – 1 point)
- Earn a score of 3 on the AP Spanish Language exam in junior year (criterion 2D – 1 point)
- Earn a score of 3 on the AP Spanish Literature exam in senior year (criterion 2D – 1 point)
New York State’s points matrix system provides multiple pathways for students to earn the NYSSB.
Q: Can students retake one of the approved assessments for either English or world languages if they do not get the score required to earn a point for criterion 1D or 2D?
A: Yes, students can retake any of the approved assessments for either English or world languages if they do not get the score required to earn a point for criterion one day or 2D. It is also possible for a student to retake a section of an approved assessment if they achieve the required score in the other sections.
Q: Who bears the cost for a student to take or retake any of the approved assessments (other than AP or IB) for either English or world languages?
A: The NYSSB should be offered at no cost to student. The Seal Coordinator will work with each student to determine the best pathway to the NYSSB. If that pathway necessitates the taking of an approved assessment in either English and/or world languages, then the school will make the arrangements for the student to take the assessment, including paying the fee for said assessment. This is not applied to AP or IB exam fees , which are part of a larger course and which often grants students college credit based on the exam score. There are a number of low cost assessments available and different languages. The Seal Coordinator should consult the NYSSB handbook for a list of approved assessments.
Q: If my student is taking an AP or IB exam in the spring of their senior year and wishes to use the score from that exam as a point toward the NYSSB, when will the NYSSB be awarded and when will the student receive their Seal sticker and medallion?
A: Students who take an AP or IB exam in the spring of their senior year who wishes to also use the score from this exam as a point towards the NYSSB will be marked as “anticipated” on the End of Year Data Form that is submitted by May 5th. Scores for these exams are generally available in early July. Upon receipt of the score from these exams, the Seal Coordinator will submit an amended End of Year Data Form to notify NYSED that the student has met all of the requirements to earn the NYSSB. After the data on the form has been verified by NYSED, the Seal sticker and medallion will be sent to the Seal coordinator for distribution to the student.
Q: What happens if a student was supposed to complete all criteria to earn the NYSSB by April, but failed to complete one or more points? For example, what if a student does not finish or present their Culminating Project by the time the End of Year Data Form is submitted (May 5th)? Is the student still eligible to earn the NYSSB if they eventually earn all required points?
A: A student who has not earned the required number of points by the time the End of Year Data Form is submitted (by May 5th) can be marked anticipated on the form, however, the student will have to complete all NYSSB requirements by the time the amended End of Year Data Form is submitted (by July 15th). Seals/medallions will not be sent out piecemeal for students to fail to adhere to the deadlines established. All Seals/medallions included in an amended End of Year Data Form will be sent out together, which may mean the student(s) will not receive them until after graduation.
Q: Can students who received an exemption from an ELA Regents exam during the COVID-19 pandemic use the exemption as a point toward criterion 1A?
A: Yes, students who received an exemption from an ELA Regents exam during the COVID-19 pandemic, including June 2020, August 2020, January 2021, June 2021, and August 2021 administrations of the exam, have earned a point toward criterion 1A of the NYSSB.
Q: How are such exemptions noted on the End of Year Data Form for reporting purposes?
A: There is no special notation for NYSSB criteria that are met by exemptions. Seal Coordinators will marked the criterion met on the End of Year Data Form as normal.
Q: What are the Gray columns that follow each of the criteria sections and why can't I edit them?
A: There are two great columns that follow each of the language criteria sections :
- Raw points earned
- Criteria met
These gray columns automatically calculate based on the information entered by the Seal Coordinator in the criteria sections. They serve as a double check that the information is entered properly. When a Seal Coordinator has entered the criteria for a student, but sees that the gray criteria met column shows “no”, that is an indication to the Seal Coordinator that they must go back to the criteria section and adjust the information entered.
Q: What information needs to be entered into column H labeled “1st World Language” on the End of Year Data Form?
A: In column H, the Seal Coordinator will enter the first world language in which the student is earning the NYSSB in addition to English. For this reason “English” should not be entered into this column as there is a separate English criteria section that precedes column H. Seal coordinators must enter the name of the world language in which the student is earning the NYSSB. Seal coordinators should avoid entering language categories (e.g., “Creoles and Pidgins” instead of “Haitian Creole”) as well as abbreviations or codes for languages (e.g., “SPA” instead of Spanish).