EMIS Reporting for Educational Service Centers

1. EMIS Reporting for Educational Service Centers OAEP Conference May 2, 2011

2. Objective: In this session, we will cover elements of EMIS reporting for ESCs: • Required student data records; • ESCand District of Residence collaboration in reporting not only preschool student special education data, but also contracted staff situations. We will also spend time sharing our own best practices that ensure our reporting success from year to year.

3. Topics: • EMIS Hat Society • EMIS Reporting Requirements for ESCs • Preschool Special Education Data – Go TEAM! • Contractor Staff Reporting for School-Age Students • Resources and Best Practices for ESCs

4. EMIS Hat Society • How Many Hats Do You Wear? • Student • Staff • Fiscal • Technology • Human Resources • Administration • Others?

5. EMIS Reporting Requirements for ESCs Student Data • ESCs are required to report only preschool student data if the ESC receives PS SPED unit funding or ECE state funds • This data is reported for both October K and Year-End N EMIS reporting:

6. Student Course Record (GN) Preschool • Reported as self-contained (one per student) • 180050 Early Childhood Education, ages 0-2 • 180108 PS self-contained classroom; includes course related to ECE, Federal Head Start and other local programs • 180280 PS program funded with Title I funds • 196095 Early Education of the Handicapped, ages 3-6 • Preschool Itinerant – not reported through course; through a program record with program code 220100 EMIS Manual, Section 2.5

7. Student Program Record (GQ) • Also known as Related Services, Memberships • Preschool program codes (215XXX) • Found on Individualized Education Plan (IEP), and/or Data Collection Form Addendum (2 & 3) • Preschool Itinerant: code 220100 connects the teacher to the student. Record: • The teacher’s credential ID • The start and end date of the itinerant service for the school-year • Fluctuation in totals from one year to next • EMSAGG4S.TXT to compare 10K to 11K, 10N to 11N • EMSRT6.TXT to compare 10K and 11K, 10N and 11N EMIS Manual, Section 2.6

8. Student Demographic Record (GI) • Hispanic/Latino Element: • Yes or No – student is of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race • Not Re-Collected – used only for students enrolled in the district prior to July 1, 2010 and the district did not re-collect the ethnic/race data for the student • Summative Racial/Ethnic Group Element: • Parents must be given the option to designate the ethnic group to which the student belongs • Calculated based on race(s) designated by parent EMIS Manual, Section 2.3.1

9. Student Standing Record (FS) • Enrollment of a student in, or receipt of services fromthe ESC • State Student Identification Number (SSID) • Data elements required for assignment of SSID: • Birth Certificate or related documentation • Admission Reason (new code 9 Early Childhood) Addendum (4 & 5) EMIS Manual, Section 2.3.3

10. Attendance • Attendance days, excused absence days and unexcused absence days • For both Count Week (K) and Year-End (N) • Account for enrollment/withdrawal dates • Account for preschool alternative schedules (50% FTE, 4 or 5 day program, etc.) • Preschool students enrolled after count week, but not withdrawn by December 1, areincluded in the October aggregations EMIS Manual, Section 2.3.3

11. Student Attributes (FD) • Attendance Pattern • Disability Condition – provided from Evaluation Team Report (ETR), or Data Collection Form Addendum (6 & 7) • Preschool Poverty Level – Department of Health and Human Services website: www.hhs.gov EMIS Manual, Section 2.3.4

12. Student Attributes (FD) (cont’d.) Immigrant Status – all three criteria must apply: • Student is age 3 through 21; and • Was not born in any State* State is defined as each of the 50 States, District of Columbia, Commonwealth of Puerto Rico, and each outlying area = U.S. Virgin Islands, Guam, American Samoa, Commonwealth of Northern Mariana Islands; and • Has not been attending one or more schools in any one or more States for more than three full years Preschoolers adopted from foreign countries meet this criteria EMIS Manual, Section 2.3.4

13. Student Attributes (FN) • Grade Level Next Year – PS withdrawals • Majority of Attendance IRN = ESC’s IRN for PS • Updated December 1 IEP Outcome Element – K • Updated only for students whose IEP datais currently on file with ODE • Does not reflect the current Least Restrictive Environment (LRE) for the student with a disability • For example: new codes; itinerant moving to center-based setting or vice versa EMIS Manual, Section 2.3.5

14. Preschool Assessments • Assessment Windows and Deadlines for Staff GGG - March 21 through April 29, 2011 ASQandECO - December 2, 2010 through May 13, 2011 • Score Sheets and Data Entry Addendum (8) • Monitor ODE’s Data Submission Requirements • Enrollments/withdrawals within a reporting period EMIS Manual, Section 2.4.4, 2.4.6, 2.4.7

15. Special Education Record (GE) • District of Residence is responsible to report at least one current special education event date for its respective students • Critical for October K and December Child Count • Collaboration between ESC and Districts Together Everyone is Allocated More EMIS Manual, Section 2.10

16. Special Education Record (GE) (cont’d.) • ESC ensures: • The correct District of Residence IRN is reported for the student • Same SSID is reported for student • No other errors are occurring for the student • Districts of Residence ensure: • The ESC’s IRN is reported for the student • No other errors are occurring for the student • At least one current special education record (IEP) is reported EMIS Manual, Section 2.10

17. Special Education Record (GE) (cont’d.) • Special Ed-Not Funded Report from ODE • As early as possible to ensure records are reconciled and reported correctly • October window = • June 1 of prior school year through • December 1 of current school year • Year-End window = • June 1 of prior school year through • May 31 of current school year EMIS Manual, Section 2.10

18. Contractor Staff Employment Record (CJ) • Most contractor staff situations between a district and ESC fall under Category #3 in Appendix A • ESC reports the employee demographic and job position records through its respective payroll software or other methods EMIS Manual Chapter 3Appendix A: Contracted Staff Situations

19. Contractor Staff Employment Record (CJ) (cont’d.) • Course records for school-age students attending a program or classroom taught by an ESC employee • District creates a Staff Course Master Record, or adds the staff data to an existing course(s) (new section) • District assigns the applicable course section(s) to the student according to his/her schedule • ESC creates and reports the Contractor Staff Record Numbers 2 and 3 connect the respective district and the ESC teacher via the student course(s) EMIS Manual Chapter 3 Appendix A: Contracted Staff Situations

20. Contractor Staff Employment Record (CJ) (cont’d.) Data Collection and Entry These are the data elements that districts need to create the Staff Course Master Record (CN) EMIS Manual Chapter 3 Appendix A: Contracted Staff Situations

21. Contractor Staff Employment Record (CJ) (cont’d.) • Data Collection Form (ESC Best Practice) Addendum (9) • Completed by ESC teacher with assistance from coordinatoror director, if necessary • One created for every student (K reporting), then only new students (N reporting) • Collected by ESC, sorted and distributed to respective districts • CJ Record based on student/district percentage assigned to ESC teacher’s class EMIS Manual Chapter 3 Appendix A: Contracted Staff Situations

22. Contractor Staff Employment Record (CJ) (cont’d.) • Inclusion Courses Addendum (10) • Students receiving instruction from regular education teachers during the school day • If occurs outside of a student’s District of Residence, the District of Residence must contact the instructing district for the teacher data • Contractor Staff Errors Report from ODE • Monitor and work with districts to ensure all staff and students are reported correctly • For EMIS accountability purposes, student course measurement does not have to be 100% • Report may change every school year based on enrollment

23. Contractor Staff Employment Record (CJ) (cont’d.) • School-age Student Attendance Addendum (11 & 12) • Provided to Districts of Residence for Count Week (K), and Year-End (N) cumulative • Attendance days, excused absence days and unexcused absence days • School-age Student Grades • Provided to Districts of Residence at Year-End (N)

24. ESC Best Practices - PD • Professional Development As much as possible and allowable! • OAEP Conference(s) • ITC meetings and training sessions • Software updates and notifications • Networking with other EMIS professionals • Ohio Department of Education • Higher education

25. ESC Best Practices:Get Organized! • Calendar(s) • These are to ensure that you receive, enter, review, correct, transfer and submit your data on time to meet final reporting goals • Microsoft Outlook (e-mail) • Microsoft Publisher • Desktop • Franklin Covey® Methodology

26. ESC Best Practices: Get Organized! • Additional Tools • PC Folders, CDs for soft copies • Notebooks or folders for hard copies • EMIS Manual and references • Meeting Notes • Conference Presentations • Reports – both software and ODE generated

27. ESC Best Practices:Get Organized! • Contacts • ESC staff contact information and e-mail distribution lists • District contact information and e-mail distribution lists • ITC contacts and help desk information

28. ESC Best Practices:Get Organized! Online Resources • Ohio Department of Education (ode.state.oh.us) • School Districts • ITCs • ESCs • OAEP (www.oaep.net) • County Auditor (caao.org/DIRECTORY/) • County Probate Court (franklincountyohio.gov/probate) • U.S. Dept. of Health and Human Services (hhs.gov)

29. Questions? Thank you!