September 2007

Dear Nonpublic School Administrator:

The Commissioner of Education requests an annual report from every school in New York State. The enclosed Basic Educational Data System (BEDS) Report of Nonpublic Schools is the reporting form for nonpublic schools. The information we receive is used by the Department to provide services to nonpublic schools and their pupils. Submitting a completed BEDS form is necessary to participate in the State Textbook Loan program, to participate in the State testing program, and to be eligible for funds from Mandated Services. Please complete each item as accurately and completely as possible.

All nonpublic schools are being encouraged, but not required, to submit their Fall 2007 BEDS Report of Nonpublic Schools using the BEDS Online Internet application. This reporting option is in keeping with the State Education Department’s goal of using technology to share information and provide services more efficiently. All public schools and districts were required beginning in the fall of 2005 to use BEDS Online. BEDS Online provides the following benefits to users:

§ convenient access to past years' data;

§ online edits that identify errors before forms are submitted to the Department;

§ automatic calculation of totals; and

§ the ability to amend or correct data without engaging in faxes, mail or phone calls.

The BEDS Online User Manual provides detailed instructions for getting started and is available at: www.emsc.nysed.gov/irts/beds/home. Users familiar with the paper BEDS forms will find it relatively easy to navigate BEDS Online. You can view your fall 2006 forms through BEDS Online once you have received your user name and password. Those responsible for using BEDS Online should take a few minutes before BEDS day (October 3, 2007) to log on and browse through the forms to become familiar with system navigation and functionality.

To ensure security and confidentiality, users of the BEDS Online must have a registered user name and password. Every principal or other chief school officer of a nonpublic school appearing in the State Education Department Reference File (SEDREF) is entitled to a user name and password for accessing the BEDS Online. Requests for additional user accounts must come from the principal or other chief nonpublic school officer. We urge you to limit the number of users in order to protect the security of your data and to advise the Department to delete users who should no longer have access to the BEDS Online. For security purposes, requests for new user accounts must include the new user's 1) name, 2) phone number, 3) e-mail address, and 4) place of birth (city, town or village). Requests for new user accounts may be faxed to (518) 474-4351 or emailed by the principal to emscbedsonline@mail.nysed.gov. New users will receive their username and initial password via hardcopy mailed to the principal or other chief nonpublic school officer. All users will be prompted by the system to change their password upon their initial login.

If you choose to submit your BEDS Report using BEDS Online, you do not have to mail a paper copy to SED. Nonpublic school administrators should notify Cheryl Mitchell in the Office of Information and Reporting Services, by email to emscbedsonline@mail.nysed.gov or by fax to (518) 474-4351 of any changes of administrators, addresses or phone numbers.

If you choose not to use the BEDS Online, then please send one copy of the completed form to the Information and Reporting Services Office, NYS Education Department, Room 863 EBA, Albany, NY 12234 no later than October 26, 2007. Please update the address label on the front of the form. To comply with local 911 agencies and the U.S. Postal Service requirements, provide exact street numbers and the 9-digit zip code. If the address contains cross street information (e.g. Fourth and Fulton Avenues), please change the address line to reflect the actual numbered address (e.g. 320 Fulton Avenue). Please retain a copy of the form in your files in case questions arise about the report. If applicable, a copy should also be sent to your Diocesan Superintendent or other affiliation contact.

Account information for users currently on file with the Department for your school is pasted below for your convenience. The password shown is an initial password that may have been changed by the user. If a user’s password needs to be reset, it will be reset to the initial password noted below. Questions about BEDS Online or completing this form, please contact Kevin McCarthy in the Office of Information and Reporting Services at (518) 474-7965 or send an email to emscbedsonline@mail.nysed.gov. Thank you in advance for your cooperation and promptness in getting this information to us.

Sincerely,

Martha P. Musser, Ph.D.

Enclosure

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