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EMIS 101

EMIS 101. Presented by: Nancy Haefeli May 2, 2011. Overview. Getting Started in EMIS The EMIS Manual Reporting Periods ODE Produced Reports Report Explanations EMIS Processing Schedule Data Submission Requirements EMIS Data and Accountability Data Concerns Other Data Systems

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EMIS 101

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  1. EMIS 101 Presented by: Nancy Haefeli May 2, 2011

  2. Overview • Getting Started in EMIS • The EMIS Manual • Reporting Periods • ODE Produced Reports • Report Explanations • EMIS Processing Schedule • Data Submission Requirements • EMIS Data and Accountability • Data Concerns • Other Data Systems • Helpful Information • Getting Help • Questions

  3. Getting Started in EMIS • The Role of the EMIS Coordinator • EMIS Communications • Disseminates information within the district • Ensures collection of required EMIS data elements • Ensures data are reported in accordance with the ODE EMIS Manual • Coordinates • Between district and ITC • Within district

  4. Getting Started in EMIS • What to Do – You are now the EMIS Coordinator! • Approaching your new job • What is your role? • Who else will impact you? • How do I get connected? • Where to start? • Gather • Where’s the documentation? • Who can help you? • What don’t you have? • How can you help yourself? • Essential Skills • Student Information System • CSV files • Internet Browser • Standard Software Packages

  5. Getting Started with EMIS • Who Reports in EMIS • Public Schools • City, Local, and Exempted Village • Community Schools • Department of Youth Service (DYS) • Educational Service Centers (ESCs) • Joint Vocational Schools (JVSs) • STEM Districts • State Schools • School of the Blind • School for the Deaf

  6. The EMIS Manual • Annual Reporting Year Update • Three Releases • February – Draft 1 • May – Draft 2 • August – Final • Two Versions of the Final Manual are Posted • Microsoft Word • Changes from previous version denoted • Should match the Change Log • PDF • Clean version

  7. The EMIS Manual • EMIS Manual Breakdown • Chapters • Chapter 1 – General Info • Chapter 2 – Student • Chapter 3 – Staff • Chapter 4 – Building/District/Financial • Chapter 5 – Record Layouts • Each chapter has a log of changes • Appendices

  8. The EMIS Manual • Chapters 2-4 Information Layout • Record Name • General Guidelines • Elements Added / Removed

  9. The EMIS Manual • Chapters 2-4 Information Layout cont’d • Elements listed • Record Field Number • Definition • Valid Options • Reporting Instructions

  10. The EMIS Manual • Chapter 5 • General Data Characteristics • File Characteristics • Formatting Rules • Record Layouts • Specified by ODE to create uniformity in the files used for EMIS processing • Data is extracted from district systems in the formats prescribed by this chapter

  11. The EMIS Manual • Appendices • Codes • Subject (C) • Position (D) • Program (E) • Other • Contracted Situational Reporting Instructions (A) • Required Records/Elements by Reporting Period (I) • Transition Information (Y)

  12. The EMIS Manual • Updating the EMIS Manual during the Reporting Year • Final version of EMIS Manual itself is not updated • Refinement and Rectification Log • Notified only through EMIS Newsflash • Refinement and Rectifications • Posted on the webpage with EMIS Manual • log • by chapter

  13. Reporting Periods • EMIS Reporting Periods • Six (6) • Nonconsecutive • Snapshot – based on a period of time • Week • School year • As of date

  14. Reporting Periods • Appendix I

  15. Reporting Periods • October (K) • Data Reported • Student • Preschool – Enrolled on or before December 1 • School Age (K-12) – from beginning of school through end of count week • Funding based on first full week in October (known as a Count Week) • Special Ed changes through December 1 • Summer Withdrawals

  16. Reporting Periods • October (K) • Data Reported • Staff – • Employed during the October Count Week • Employed the current school year, but left prior to October Count Week • Employed as of last year reporting, but left prior to start of current school year

  17. Reporting Periods • October Data Used For - • Student ADM – based on the October Count Week of prior year • Exception – community schools • Special Ed Weighted Funding • Preschool State Funding • CTE Funding • Federal reporting requirements • December Child Count • Special Ed - Potential future impact on federal funding • Local Report Card – Staff • Certification • Degree • HQT

  18. Reporting Periods • March (D) – CTE Workforce Development Follow-Up Record • Main Data Sources • Students (career technical only) • Data Based On • Career technical students who were identified as concentrators during prior school years • Graduates, or • Students no longer enrolled • Data Used For • Perkins - Federal reporting requirements

  19. Reporting Periods • Yearend (N) • Data Based On • Student • Students enrolled at any time during the school year • Students who were not enrolled during the current school year but have passed all graduation tests which result in them earning a diploma • These students would have had already met curriculum requirements • Staff – • Any staff member who was employed during the current school year • Data Used For • Funding – • Open Enrollment – current • Economic Disadvantagment – next year • Special Ed – next year • Accountability – State and Federal

  20. Reporting Periods • Yearend (N) cont’d • Challenges of this reporting period • Timeline • School is out • Limited staff • Results of assessments • What can you do? • Gather Lists • Graduates • Special Ed students • Students who were not tested • Not required • Required but did not • Ensure test results are loaded into your SIS as soon as possible after receipt

  21. Reporting Periods • July (H) • Main Data Focus • Financial • Data Based On • District/Building revenue, expenditures and receipts • Data Used For • Federal and State reporting requirements

  22. Reporting Periods • Five-Year Forecast (P) • Main Data Focus • Financial • Historical - three (3) years • Projected – Current + four (4) ensuing years • Data Based On • District revenue, expenditures, and other funding items • Data Used For • State reporting requirements

  23. Reporting Periods • Graduate (G) • Data Based On • Student • Current year graduates • Summer graduates • CORE • Core subject and credits earned • Data Used For • State reporting requirements • Graduation Rate - next year

  24. ODE Produced Reports • ODE Reports • Produced each weekend • Most copied to ITC • May be augmented with additional information found only at ITC • Available on SDC (Secure Data Center) • October - Staff • Yearend - Reports relative to accountability/Local Report Card (LRC) • Make sure you have a SAFE account and are listed in OEDS-R • Report Explanations are on the ODE website

  25. Report Explanations • Revision History • Report Overview • General Description and Significance • Report Distribution • Tips for Reading this Document • Report Name and Timing • ODE Processing • Data Source • Submitted Data Used in Report • Derived Data Used in Report • Report Selection Criteria: Potential Students • Selection Criteria: Potential Districts • Logic • Report Sample • Error Detection and Correction

  26. EMIS Processing Schedule Lets Take a Peek…

  27. Data Submission Requirements • Current penalties for incomplete /inaccurate data • During Reporting Period • Warning Notifications • Weekly measure % missed • No funding withheld • Out of Compliance Notifications • Weekly measure % missed at least twice • Out of Compliance week counts as one of the these two weeks missed • Funding withheld • After Reporting Period • Acknowledgement Corrective Action Plan • Funding can be withheld if not the first time the measure % was missed • Full Corrective Action Plan • Funding withheld

  28. Data Submission Requirements • Release of Funds • Funds are released weekly • During Reporting Period • When measure % is met • After Reporting Period • Receipt of Acknowledgement for the Corrective Action Plan or • Approval of the Full Corrective Action Plan • Missing Reports • Identify the students/staff who are impacting the percentages • If all issues have been resolved a report is not sent by ODE • Be mindful of the report date

  29. Data Submission Requirements (not actual for FY11)

  30. EMIS Data and Accountability • Impact to Accountability • Student • Enrollment • Subgroups • Testing • Participation • Graduation • Attendance • Staff (from current year October reporting) • Certification • Degree • HQT

  31. Data Concerns • Data Security • Legislation • FERPA (Family Educational Rights and Privacy Act) • Privacy of student education records) • HIPPA (Health Insurance Portability and Accountability) • IDEA (Individuals with Disabilities Education Act) • Student • ODE cannot have student name or social security • Reason for SSID • Creates challenges for disseminating information back to districts • SSID crosswalk protected • SSID to be used for EMIS reporting only unless otherwise designated (legislatively mandated)

  32. Other Data Systems • You should be familiar with these data systems • OEDS (Ohio Educational Directory System) • Districts responsible to maintain information • Designations allow access to other applications • Secure Data System • SAFE • Works with OEDS • Allows access to secure applications • District determined • SSID (Statewide Student Identifier) • Used to obtain unique student IDs • Purpose • Student privacy • Longitudinal data analysis

  33. Helpful Information

  34. Getting Help • HELP!!! • Flow of Questions • EMIS coordinators usually are on the front line for EMIS data requirements • Depending on your district remember there are other folks who may be more knowledgeable about specific policies that may determine reporting • ITCs are the next in line for questions • And if they are unsure of the answer -> • ODE via the Helpdesk is the next in line • Other sources of help • ODE Business Centers • Policy issues, not EMIS reporting instructions • Area Coordinators • SSID Help Desk via the ITC

  35. Q & A

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