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Basic Educational Data System (BEDS)

In order to help charter schools navigate the BEDS survey, the Charter Center collaborates with the Office of Information and Reporting Services at the NYSED to present an annual webinar.

BEDS Day is officially October 5, 2016, schools will report school year 2015-16 data and some information for 2016-17 as of that date though the reports are due later. The BEDS Institutional Master File (IMF) forms are due on November 18, 2016 and the electronic Personnel Master File (ePMF) forms must be submitted by teachers by January 29, 2017. Teachers can only access the ePMF, through their individual accounts after the Staff Snapshot and Staff Assignment reports are completed.

Access the 2016 BEDS Webinar for detailed information
Click here for a full audio/visual recording
You can access a copy of the Presentation here

The Staff Snapshot is entered through an on-line portal supported by Eastern Suffolk BOCES. BOCES link: BOCES help desk number: (631) 218-4134

Task Teachers Non-Teachers Recommended Timeline
Staff Snapshot Level 0 Level 0 Complete by early January
Staff Assignment TAA Level 0 January - early February
Review/Verify Data TAA L2RPT: SIRS 318 IRSP: Non-Teaching Profile Report Check early February & make corrections as needed
Certification March 3, 2017
Extract: no certification  

Additional Resources:

IMF – Institutional Master File; Deadline November 18, 2016

The process remains essentially the same as previous years. On-line form available through the NYSED Business Portal

Access the guiding memo, notes on changes to the IMF forms and a template for gathering and preparing, not submitting data at

ePMF – Teacher Professional Reporting; Deadline January 29, 2016

  1. Complete the Staff Snapshot through the BOCES portal for those classroom teachers employed by your school on BEDS day, October 5, 2016. You can use the TEACH ID in the staff ID field. If you need to find a teacher's TEACH ID, you can refer to this "how to" document.
  2. Once the Staff Snap Shot is submitted through the BOCES portal, new teachers will be able to create accounts in TAA. Returning teachers will use the same access provided in the previous school year. Teachers who cannot recall their user ID and password will be able to reset them through TAA
  3. Teachers will create or reopen an account in the NYSED Teacher Access and Authorization Website (TAA)
  4. Teachers complete their ePMF forms in TAA January 29, 2017. More details are available at:
  5. Your school's "CEO" on record in SEDREF will be able to verify this information for final submission to NYSED by the end of February, 2016
  6. You can determine your school's "CEO" on record in SEDREF by looking up your school's "Institutional Data" at To update your school's contact information in SEDREF follow the guidelines found here Updating SEDREF Information

The Charter School Certification Exemption (also known as the 5-30 Exemption)

There is a drop-down in the BOCES Staff Snapshot application to allow charter schools to identify instructors covered by this exemption.

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