Summary of EMIS Changes for October FY09

1. Summary of EMIS Changesfor October FY09 NWOCA Fall EMIS Meeting October 2, 2008

2. Summary of Presentation • General list of changes • More details for the changes • Elements affected • Not covered…Specific business rules for reporting of elements as these can be found in • Chapter 2 and Chapter 3 of EMIS Guide • See Appendices in EMIS Guide • Appendix Y contains examples of specific reporting situations • NWOCA Student Services • Assistance via the USD Help Desk

3. Staff Changes • Combining Position Codes • Combining Position Status Codes • Dropped many Assignment Areas • New Special Education FTE • New Master Teacher Status • New Master Teacher Designation Year

4. Course Master Changes • New CTE (Career-Technical) College credit element • New Highly Qualified Teacher IRN • New Course start date • New Course end date • New Science certification/licensure checks • New Curriculum source for course

5. Course Master Changes • New Delivery Method • New Education Option • New Student Population • Removed Course status • Removed preschool course codes • New CTE subject codes • Added Course Mapping to ODE submission data

6. General Student Changes • Change in Preschool Disability code • Changes to Special Education record • Testing Records • New Foreign Exchange Graduation Plan • New Immigrant Status • Removed Special Education Exit Date

7. General Student Changes • Removed Withdrawal Date • Test options for Career Tech Education (CTE) changed • Update to State Equivalent Grade Level • Program Code/record Changes • Update to Preschool Assessments • Likely new reporting period for graduates

8. District Level Changes • Master Teacher count per building • Master Teacher count per district • Adding new record types for financial year-end reporting (H)

9. Staff Changes • Position Codes • Many position codes being eliminated and replaced with a more general code which requires the use of an assignment area • Largest impact will be with position 205, 206, 207 and 211 • These become position 230 with specific assignment area • Affects Staff Employment ‘CK’ and Staff Contractor ‘CJ’ records • See Appendix D for list of Position Codes • See EMIS Guide 3.2.2 for Mapping Table

10. Staff Changes • Assignment Areas • Removed majority of Assignment Areas as they’re no longer necessary • Added 999414 - Special Education K-12 • Only 1 assignment area can be defined per Staff Employment record • Districts will have to set up multiple jobs if a staff member has 1 position code with multiple assignment areas • May affect Contractor Staff Employment ‘CJ’ records if new Employment records are added • See Appendix B for list of Assignment Areas • See EMIS Guide 3.2.2

11. Staff Changes • Special Education FTE • Found on Staff Employment ‘CK’ record • New element for full time equivalency of position related to Special Education • Same calculation as regular FTE but for Special Ed instructors only • See EMIS Guide 3.2.2

12. Staff Changes • Master Teacher • Found on Staff Demographic ‘CI’ record • Method by which a teacher meets the requirement for Master Teacher • Eligibility determined by district based on criteria defined by the Educator Standards Board • Master Teacher Designation Year • Found on Staff Demographic ‘CI’ record • The fiscal year the teacher is designated a Master Teacher • See EMIS Guide 3.2.1 for details

13. Staff Changes • Position Status • Eliminated transitional position status values of • R - Returning from leave of absence • D - Active/new position in district • N - New to district • O – Retired/Rehired • All these become a status of • C – Current position within the district

14. Staff Changes • Position Status continued… • Position Change ( break in employment service ) • Update existing Staff Employment records with a separation reason and a separation date and • Add a new Staff Employment record with a new position start date and all other required fields • Do notupdate existing record for new position • This is not new but rather now enforced by ODE • May affect Staff Contractor ‘CJ’ records due to local contract code connection • See EMIS Guide 3.2.2 for details

15. Course Master Changes • Added element for CTE College Credit earned • CTE course can earn college credit • Only by agreement between district and college • Highly Qualified Teacher IRN element • Used to determine where a course will count in the HQT calculations • Most often will match Location IRN • Report “******” when not a HQT subject area • See EMIS Guide 3.2.5 for details • See Appendix C for list of HQT subjects

16. Course Master Changes • Course Start and Course End dates • Date the course starts and ends in the current school year • Critical for courses when date might affect a funding determination or Federal reporting requirement such as CTA (Career Tech) • Only required for preschool course 196095 and CTA courses • See EMIS Guide 3.2.1 for details

17. Course Master Changes • FY09 is last year for Course Type to be reported • Course Type Versus New Course Attributes • Adds greater flexibility in reporting actual situation • Data replaced with 4 new elements (attributes) • Curriculum • Delivery Method • Education Option • Student Population • Optional for FY09 – Attributes can be default value of ‘**’ for this October • See EMIS Guide 3.2.5 for details

18. Course Master Changes • Removed preschool course codes • 180250,180260,180270,180280,180290,196096 & 196098 • Preschool Courses that remain • 180050 Early Childhood Education • 196095 Early Education of the Handicapped • New code added • 180108 PS course in self-contained classroom • New CTE (Career Tech) subject codes • See Appendix C for complete descriptions

19. Course Master Changes • Course mapping ( Cross Reference ) added to ODE submission • Aggs and data entry programs have allowed the course mapping • Aggs internally mapped courses and sent the result to ODE • ODE will now get the end result and the detail used to create the result

20. General Student Changes • Disability Condition • Removed preschool disability code 11 • Replace with disability code 16 • Can only be used with grade PS • Can no longer have KG with preschool services • Must have specific disability condition • See EMIS Guide 2.3.3 for details

21. General Student Changes • Student Subject Data (GN) • Enrollment Start Date • Enrollment End Date • Use when the student is an exception to the start and stop dates on the Course Master record –OR- • when it affect funding and/or State or Federal reporting • Course status (active/inactive) element removed • See EMIS Guide 2.5 for details

22. General Student Changes • Special Education (GE) record • IEP Test Type Projected format of required tests of Standard (STA), Alternate (ALT), and Standard with Accommodations (STA) • Effective Outcome Beginning and Ending Dates • Removed use of Special Education Exit date found on old Student Demographic GI record – New Outcome ID and Outcome Date combination replaces this element • Use outcome ID’s rather than 210xxx/217xxx program code as previous years • Secondary planning element –result of transition planning on the IEP for students 14 and older • See EMIS Guide Chapter 2 for details

23. General Student Changes • Foreign Exchange Student Graduation Plan • Status of a student as it relates to the student’s graduation plans. • Determines which OGT test subjects are required to be reported • See EMIS Guide 2.3.3 for details

24. General Student Changes • Immigrant Status Flag • Based on Federal definition • If a student • Is age 3 through 21 • Was not born in any US state or territory • Has not been in attendance at one or more US schools for 3 years • Considered an immigrant for Federal purposes • Very-very few exceptions • See EMIS Guide 2.3.3 for details

25. General Student Changes • Removed Withdrawal Date • New Event Record dates replace this element • State Equivalent Grade Level • If ‘Grade Level’ = UG • State Equivalent can not be blank (**) • ODE uses State Equivalent • Aggs will issue a fatal error if encountered • Preparation for FY10 when Grade Level will be eliminated • See EMIS Guide 2.3.3 for details

26. General Student Changes • Student Program Code Changes (GQ) • Enrollment Start Date – First day enrolled in program • Enrollment End Date – Last day enrolled in program • Added 305010 - CTE Student who is Parenting • Added 120020 - Seniors to Sophomores • Gifted Rule (Ohio Administrative Code) Changes • Two service codes deleted, two added • Not a direct change from old from FY08 to new for FY09 • Removed 218xxx Documented Deficits codes • Removed 60000x Hurricane Displacement codes • See Appendix E for complete list • See EMIS Guide 2.6 for Program Code details

27. General Student Changes • Preschool Assessments • Now report test administration if before October count week and the student withdrawals before count week • New district Relationship element indicates who reports scores • If multiple entities need to report, there is a tie breaker, both do not report • See EMIS Guide 2.3.2 for details

28. General Student Changes • New reporting period for graduates • Implementation planned for Summer 09 • Additional flexibility to report grads correctly • Combines yearend and summer graduate reporting • Still in planning stages • Regardless of what needs to be reported for graduation OGT still will be reported only at yearend

29. Major Student Changes • Elimination of Student Attendance ‘GK’ record • Split of Student Demographic ‘GI’ and Student Attendance ‘GK’ data into 3 new data files • GI – Student Demographic ( cut down GI ) • FS – Student Standing ( new ) • FD – Student Attributes with date (new) • FN – Student attributes without date (new)

30. Major Student Changes • Effective Dates • Found on FS and FD records • Will provide ODE with continuous values for all elements • Open records versus Closed records • Records with an end date are closed – defines prior event • Records with blank (zeroes) in end date are open • Open records are considered “current”

31. Major Student Changes • Student Demographic (GI) • Primarily elements related to SSID • Single record per student • Main record for student lookups • Just basic data, no longer defines the relationship between student and district • See EMIS Guide 2.3.3 for details

32. Sample Screen for GI Records

33. Major Student Changes • Student Standing (FS) • Defines relationship or ‘standing’ of student to the district • Admission, attending and residence detail • See EMIS Guide 2.3.2 for details

34. Major Student Changes • Student Standing ‘FS’ continued… • Examples of fields include • Tuition type – New! • Attendance counts • Effective dates – New! • SSID • Percent of time • Admission and Withdrawal reason • District Relationship – New! • Sent To and How Received – New!

35. Sample Screen for FS Record

36. Major Student Changes • Student Attributes – Effective Date (FD) • Effective start and stop dates drives entry of records • Contains student characteristics that could change over time and where the date of the change can have an impact. Examples: • Disability • LEP Status • Mid year grade level changes • See EMIS Guide 2.3.3 for details

37. Sample Screen for FD Record

38. Major Student Changes • Student Attributes w/o date (FN) • Remaining elements from GI and old GK • Elements for a specific reporting period • Generally only a few elements from this record type are included in each reporting period • No new elements, same reporting rule as in past • Only a single record per school year per student • See EMIS Guide 2.3.4 for details

39. Sample Screen for FN Record

40. District Level Changes • Master Teacher Total counts • Total number of staff eligible for Master Teacher designation • Count per Building reported on Building Fall (DF) • Count per District reported on District Fall (DQ) • See EMIS Guide Chapter 4

41. Online Documentation • FY2009 EMIS Manual (Guide) • Chapter 2 – Student Data • Chapter 3 – Staff Data • Chapter 4 – District/Building Data • Appendix B – Assignment Areas • Appendix C – Subject Codes • Appendix D – Position Codes • Appendix E – Program Codes • Appendix Y – Reporting Situations

42. Questions ?