State 糖心少女 Data Reference File (SEDREF)
Overview:
The State 糖心少女 Department Reference File (SEDREF),听is the official database maintained by the 糖心少女 (NYSED). It provides authoritative information on all educational institutions and organizations that interact with NYSED including:
- Public schools and districts
- Charter schools
- Nonpublic schools
- Other education-related entities
SEDREF supports communication, data collection, and access to NYSED鈥檚 secure online systems.听
SEDREF Database Queries:
Use this public search tool to lookup institution information:
SEDREF Public Reports Portal
SEDREF Public Reports Portal (data refreshed nightly)
- SEDREF data reports are available for public use at听.
- Information on how to used these data reports is available at听.
Institution Data Contained in Reports:
- Contact information 鈥 phone, fax, email, URL
- Administrative contact information 鈥 phone, fax, email, URL
- Physical and mailing addresses along with GIS info for Institutions
Data Report Categories:
- 鈥Active/Inactive Institutions
- Institution Type and Subtype
- Schools by Grade Organization and more.
Additional Information:
- Please be aware these reports use pop ups 鈥 so adjust your browser settings accordingly (follow directions the end of the听.
- Please remember to rerun a report each time you need it since the database is refreshed nightly and information changes frequently.
- Due to the large size of some of these reports, please be patient while the data is dynamically pulled from the database.
SEDREF Data Dictionary
SEDREF Data Dictionary. This dictionary identifies the Field name, a brief explanation of the field and the SEDREF table that the field is in.
| FIELD | EXPLANATION | TABLE |
| INST ID | 12 digit unique identifier for each institution 鈥 the numbers in this code have no corresponding sub meaning such as digits indicating county or other facts about the institution. It is simply a unique identifier for each institution. | INSTITUTIONS |
| LEGAL NAME | Legally authorized name of the institution, e.g. that which appears on a charter or license | INSTITUTIONS |
| CORPORATE NAME | The Institution's Corporate Name | INSTITUTIONS |
| INC TYPE CODE | The type of incorporation for the institution. (see descriptions PDF on info page) | INSTITUTIONS |
| POPULAR NAME | Colloquial or familiar name of the institution | INSTITUTIONS |
| LABEL NAME | 29 character length version of institution name used by the SED Printing and Inserting room systems | INSTITUTIONS |
| MEDICAID PN | Medicaid Provider Number | INSTITUTIONS |
| SED CODE | 12 digit BEDS code number assigned by the SED P-12/IRS program office OR the Inst ID code populated in for all other Institutions | INSTITUTIONS |
| COMM TYPE CODE | Type of community the institution resides in (see descriptions PDF on info page) | INSTITUTIONS |
| NEEDS RESOURCE CODE | Needs category of the Institution (see descriptions PDF on info page) | INSTITUTIONS |
| COUNTY CODE | SED's Code number of the county that the institution's main office is physically located within | INSTITUTIONS |
| INACTIVE INDICATOR | Indicates whether the institution is active or inactive. | INSTITUTIONS |
| ESTABLISHED DATE | Date the institution officially was established - this date may be very different from the "active date" below. | INSTITUTIONS |
| SEDFIN ID | ID number from SEDFIN | INSTITUTIONS |
| HISTORY IND | Indicates whether any history records exist for the institution | INSTITUTIONS |
| SDL CODE | Six digit identifier for the school district that the institution physically resides within. | INSTITUTIONS |
| ACTIVE DATE | Date this institution became active for SED purposes | INSTITUTIONS |
| INACTIVE DATE | Date this record became inactive for SED purposes. | INSTITUTIONS |
| INST PARENT ID | 12 digit INST_ID of parent organization if this institution is a child of a parent - e.g. a school in a school district. | INSTITUTIONS |
| INST_SUB_TYPE_CODE | 5 digit code indicating the minor type or sub-type of the institution (See descriptions PDF on info page) | INSTITUTIONS |
| INST_TYPE_CODE | 5 digit code indicating the major type or type of the institution (See descriptions PDF on info page) | INSTITUTIONS |
| INST_SUCCESSOR_ID | 12 digit INST_ID indicating the successor of a superseded institution. | INSTITUTIONS |
| SDW INDICATOR | There will be a 'Y' in this field for those Institutions that are part of the Student Data Warehouse (SDW) extract but do not fall under select types/subtypes recognized for the extract. | INSTITUTIONS |
| CSE PLACEMENT ELIGIBLE | There will be a 'Y' in this field for those Institutions that are approved to receive and educate students with disabilities through placement by a public school district. | INSTITUTIONS |
| 听 | The next 6 fields are part of EDEN and NCES. EDEN stands for 糖心少女 Data Exchange Network. EDEN is a set of k-12 statistical reports gathered from state agencies by the US Department of 糖心少女.The National Center for 糖心少女 Statistics (NCES) is the part of the US Department of 糖心少女's Institute of 糖心少女 Sciences (IES) that collects, analyzes, and publishes statistics on education and public school district finance information in the United States. | 听 |
| EDEN_NCES_LEA_ID
听 |
The 7 digit unique identifier assigned to the local education agency (LEA) by the NCES. All NY NCES LEA IDs start with 36 - this is the FIPS (Federal Information Processing Standards) code for NY state. | INSTITUTIONS |
| EDEN_LEA_TYPE_CODE | The classification of the education agency within the geographic听 boundaries of a state according to the level of administrative and operational control granted by the state. | INSTITUTIONS |
| EDEN_LEA_OP_STATUS_TYPE | The classification of the operational condition of an LEA at the start of the school year. | INSTITUTIONS |
| EDEN_NCES_SCH_ID | The 5 digit unique identifier assigned to the school by the NCES. | INSTITUTIONS |
| EDEN_NCES_SCH_TYPE_CODE | The type of education institution as classified by its primary focus. | INSTITUTIONS |
| EDEN_SCH_OP_STATUS_TYPE | The classification of the operational condition of a school. | INSTITUTIONS |
| GRADE ORG CODE | Code indicating the grade organization of the institution. Data represents information collected from the last completed year on the Institution Master File (IMF) database (see descriptions PDF on info page) | INSTITUTIONS |
| APPROVAL CODE | The code representing the Entities in charge of approving Charter Schools.(see descriptions PDF on info page) | INSTITUTIONS |
| SORIS INST ID | For nonpublic schools. This SORIS Inst ID is the same as the Institution ID for all nonpublic schools with one building/location. For those nonpublic schools with more than one building/location, the schools have selected a parent site. The Institution ID for that parent site will serve as the SORIS Inst ID for all nonpublic school buildings in that same organization. This will enable NYSED to recognise these school locations as belonging to a single organizational entity. | INSTITUTIONS |
| OSE REPORTING INST ID | For Office of Special Ed affiliated institutions, this institution id is the overarching institution for their reporting needs. | INSTITUTIONS |
| 听 | 听 | 听 |
| PAYEE_ID | 12 digit unique identifier assigned to each payee record. | PAYEE_INFOS |
| PAYEE NAME | Name of the payee - this is the name that OSC has for a vendor | PAYEE_INFOS |
| EFT IND | Indicates whether the institution receives payments via ACH | PAYEE_INFOS |
| VENDOR ID ON SEDREF | This is the NY State Vendor ID that is assigned to an Institution once approved by the OSC/SFS agency. | PAYEE_INFOS |
| VENDOR LOCATION ON SEDREF | This is one of the fields needed as the key to the vendor's record on the vendor master file. If this is filled in, SED has approved an alternate address for payments to this Institution. | PAYEE_INFOS |
| ADDRESS SEQUENCE NUMBER ON SEDREF | This is one of the fields needed as the key to the vendor's record on the vendor master file. Like the vendor_location, if this is filled in, SED has approved an alternate address for payments to this Institution. | PAYEE_INFOS |
| VENDOR STATUS ON SEDREF | OSC vendor status for this Institution | PAYEE_INFOS |
| EFT INDICATOR ON SEDREF | Indicates whether a School District or BOCES receives payments via ACH | PAYEE_INFOS |
| SED NOT FOR PROFIT | Yes if SED designates this Institution as Not for Profit | PAYEE_INFOS |
| INTEREST ELIGIBLE | Indicates whether this institution is eligible to receive interest payments | PAYEE_INFOS |
| OSC ADDRESS LINE 1 | Address line 1 from OSC vendor file | 听 |
| OSC ADDRESS LINE 2 | Address line 2 from OSC vendor file | 听 |
| OSC ADDRESS LINE 3 | Address line 3 from OSC vendor file | 听 |
| OSC CITY | City from OSC vendor file | 听 |
| OSC STATE | State from OSC vendor file | 听 |
| OSC ZIP | 5 digit zip code from OSC vendor file | 听 |
| OSC COUNTRY | Country from OSC vendor file | 听 |
| SED APPROVED FOR PAYMENT | Indicates whether this payee is approved by SED to receive payments | PAYEE_INFOS |
| DUNS Number on SEDREF | A DUNS (Data Universal Numbering System) number is a unique nine-digit number issued by Dun & Bradstreet that identifies an agency. This number is needed to report on money received by the federal government. | PAYEE_INFOS |
| CCR/ Expiration Date on SEDREF | The expiration date with the federal Central Contractor Registration (CCR) - now part of the System for Award Management(SAM). CCR is a government-wide registry for organizations doing business with the federal government. | PAYEE_INFOS |
| DUNS VERIFIED | This is set to 'Y'es after the DUNS number has been verified and approved by authorized SED staff. | PAYEE_INFOS |
| 听 | 听 | 听 |
| ADMIN_POS_ID | Unique 12 digit identifier for an administrative position associated with an institution. Any single institution may have one or more administrative positions. | ADMIN_POSITIONS |
| TITLE | Title of the administrative officer | ADMIN_POSITIONS |
| MAIL_STOP | Mail stop of address for administrative officer | ADMIN_POSITIONS |
| ACTIVE_DATE | Date this administrative position became active | ADMIN_POSITIONS |
| INACTIVE_DATE | Date this administrative position became inactive | ADMIN_POSITIONS |
| SAL_CODE | Code indicating which salutation is associated with the individual filling this administrative position (see descriptions PDF on info page) | ADMIN_POSITIONS |
| FNAME | First name of the individual filling this administrative position. | ADMIN_POSITIONS |
| MI | Middle initial of the individual filling this administrative position. | ADMIN_POSITIONS |
| LNAME | Last name of the individual filling this administrative position | ADMIN_POSITIONS |
| GENERATION | Generation (Junior, Senior, etc) of the individual filling this administrative position. | ADMIN_POSITIONS |
| ADMIN_POS_INST_ID | 12 digit INST_ID of the institution that this administrative position is associated with. | ADMIN_POSITIONS |
| ADMIN_POS_ ADDR_ID | 12 digit ADDR_ID of the address where this administrative position receives its mail or can be contacted. | ADMIN_POSITIONS |
| ADMIN_POS_TYPE_CODE | 5 digit code representing the type of administrative position (see descriptions PDF on info page) | ADMIN_POSITIONS |
| ADMIN_HISTORY_IND | Indicates whether any history records exist for the admin position | ADMIN_POSITIONS |
| 听 | 听 | 听 |
| ADDR_ID | 12 digit unique identifier assigned to each address. An institution may have one or more addresses. Each administrative position has one and only one address. Addresses may be of one and only one type. | ADDRESSES |
| ADDR_ADDR_LINE1 | Line one of address | ADDRESSES |
| ADDR_ADDR_LINE2 | Line two of address | ADDRESSES |
| ADDR_CITY | City of address | ADDRESSES |
| ADDR_STATE_CODE | Code of the state of the address | ADDRESSES |
| ADDR_ZIPCD5 | 5 digit zip code of the address | ADDRESSES |
| ADDR_ZIPADD4 | 4 digit zip plus four of the address | ADDRESSES |
| ADDR_COUNTRY_CODE | Country of the address (see descriptions PDF on info page) | ADDRESSES |
| ADDR_FOREIGN_POSTAL_CODE | Foreign postal code of the address | ADDRESSES |
| ADDR_TYPE_CODE | Type of address (see descriptions PDF on info page) | ADDRESSES |
| ADDR_INST_ID | 12 digit INST_ID of the institution that this address is associated with. | ADDRESSES |
| GIS_LONGITUDE_X | GIS Longitude (X) coordinate for physical location of building | ADDRESSES |
| GIS_LATITUDE_Y | GIS Latitude (Y) coordinate for physical location of building | ADDRESSES |
| OITS_GIS_ACC_CODE | Accuracy code for GIS coordinates (see descriptions PDF on info page) | ADDRESSES |
| 听 | 听 | 听 |
| CONTACT_ID |
Unique 12 digit identifier assigned to each contact. An institution may have multiple contacts and an administrative position may have multiple contacts. Contacts are phone, fax, e-mail or web URL. |
CONTACT_INFO |
| CONTACT_TYPE | Code representing the type of contact (see descriptions PDF on info page) | CONTACT_INFO |
| CONTACT_VALUE | Value associated with the contact (e.g. phone number or e-mail address) | CONTACT_INFO |
| CONTACT_ADMIN_POSITION_ID | 12 digit ADMIN_POS_ID of the administrative position this contact is associated with. | CONTACT_INFO |
| CONTACT_INST_ID | 12 digit INST_ID of the institution this contact is associated with. | CONTACT_INFO |
| CONTACT_EXTEXSION | Extension for phone number | CONTACT_INFO |
Code Descriptions
Descriptions for various codes and information on SEDREF:
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Update Administrative Contact Information in SEDREF
Records Owned* by the Office of Information and Reporting Services (IRS)
*Please check the 鈥淥wner鈥 field on your institution鈥檚 public page for this information.
Eligible SEDDAS users for the Institution Types below can directly update SEDREF administrative position information using the My Contacts form within the IRS Data Exchange (IDEx) application via the NYSED Application Business Portal ().
- Public School Districts and Public Schools
- Charter Schools
- Religious & Independent Schools
- BOCES
- Regional Information Centers (RICs)
(For other IRS-owned institution types 鈥 Submit a datasupport ticket at )
Important: Do not update a position until the new staff member has officially assumed the role. This is particularly important for CEO roles, as changes affect system access.
Please note that any SEDREF updates for NYC public schools and districts should be coordinated through NYC DOE.
If you are a representative from a Nonpublic School with an Approved Special 糖心少女 Program (853 School or Approved Preschool Special 糖心少女 Program (4410 Program)),听and you need to update your CEO you must submit a Notification of Change of Chief Executive Officer to the Office of Special 糖心少女. The application is available at:听Frequently Used Special 糖心少女 Applications听(see CEO Change Notification).
Please submit notification (as MS Word or pdf document) or email questions to:听OSEAPPLICATIONS@NYSED.gov
For more information, refer to the .
Update Institutional Information in SEDREF
Records Owned by IRS
- Update Institutional Contact Information
Inst Phone, Fax, Email, URL 鈥 Submit a datasupport ticket at
- Update Institution Information
The following update types must be approved by the appropriate program office before changes can be made in SEDREF:
- School name听
- School address听
- Open or reopen a school听
- Close a school
Please refer to the information below and submit your update request or application to the appropriate program office based on the school type.
Religious and Independent Schools
Public Schools
Charter Schools
Additional Information
- If your agency receives federal funds, or wishes to do so, please refer to the following site for information and guidance with regards to Federal Reporting requirements at NYSED:听听听
- 听
