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EMIS Basics

David Ehle, Director Office of Data Quality and GovernanceDecember 13, 2013

1OverviewEMIS Reporting EntitiesEMIS ManualReporting PeriodsHelpful InformationOther Reporting RequirementsGetting HelpQuestions

EMIS Reporting EntitiesPublic School DistrictsCity, Local, and Exempted VillageCommunity SchoolsDepartment of Youth Service (DYS)Educational Service Centers (ESCs)Joint Vocational Schools (JVSs)State SchoolsSchool for the BlindSchool for the Deaf

Key Determinants Impacting FundingStudent population make-up (not all inclusive)Career-technical Community SchoolGiftedLEPPreschoolSpecial EdDisadvantagement

District program participation (not all inclusive)Autism ScholarshipEd Choice ScholarshipTitle One

The EMIS Manual1. General Info2. Student3. Staff 4. Course

5. District/Building6. Financial7. Five-Year Forecast8. Special Collections

The EMIS Manual, cont.Information included in each sectionRevision HistoryRequired Reporting PeriodsGeneral GuidelinesElementsFile Layout

The EMIS Manual, cont.Each element includesRecord Field NumberDefinitionValid OptionsReporting Instructions

The EMIS Manual, cont.Record LayoutsSpecified by ODECreate uniformity in EMIS processingData is extracted from district systems in the formats prescribed by these sections

Data ConcernsData SecurityLegislation FERPA, HIPPA, IDEAStudentODE cannot have student name or social securityReason for SSIDCreates challenges for disseminating information back to districtsSSID crosswalk protectedSSID to be used for EMIS reporting only unless otherwise designated

Reporting PeriodsEMIS Reporting PeriodsNonconsecutiveSnapshot based on a period of timeWeekSchool yearAs of dateOctober (K)Student DataPreschool Enrolled on or before Dec. 1School Age (K-12) from beginning of school through end of count weekFunding based on first full week in October (known as a Count Week)Special Ed changes through Dec. 1Summer Withdrawals

October (K), cont.Special Education Student DataSpecial Ed students with a valid IEP on Dec. 1 of the current school yearPreschool students with or without disabilities enrolled on or prior to Dec. 1

Federal Reporting RequirementsKnown as December Child CountPotential future impact on federal funding

October (K), cont.Staff DataEmployed during the October Count WeekEmployed the current school year, but left prior to October Count WeekEmployed as of last year reporting, but left prior to start of current school year

October (K), cont.FundingStudent ADMSpecial Ed Weighted FundingPreschool State FundingCTE FundingAccountabilityTeacher

March (D)CTE Workforce Development Follow-Up RecordStudent Data (CT only)CT students who were identified as concentrators during prior school yearsGraduates orStudents no longer enrolledFederal reporting requirementsPerkinsMarch (D), cont.These students are no longer enrolled and are therefore not in your systemsODE generates a file based on previous yearend data for these students Districts update the information for the identified students (employed, military, post secondary)Data is submitted back to ODE

Yearend (N)StudentStudents enrolled at any time during the school yearStudents who were not enrolled during the current school year but have passed all graduation tests which result in them earning a diplomaThese students would have already met curriculum requirements StaffAny staff member who was employed during the current school year

Yearend (N), cont.FundingOpen Enrollment current yearEconomic Disadvantagement next yearSpecial Ed next year

Accountability State and Federal

Yearend (N), cont.Challenges of this reporting periodSchool is outLimited staffResults of assessments

What can you do?Gather ListsGraduates Special Ed students Students who were not testedEnsure test results are loaded into your SIS as soon as possible after receipt

July (H)FinancialDistrict/Building revenue, expenditures, and receiptsFederal and State reporting requirements

Five-Year Forecast (P)Financial Historical three (3) years Projected Current + four (4) yearsDistrict revenue, expenditures, and other funding itemsState reporting requirements

Helpful InformationReferences / ToolsEMIS ManualEMIS Processing ScheduleReport ExplanationsEMIS Newsflashes

Helpful Information, cont.ODE ReportsMost copied to ITCMay be augmented with additional information found only at ITCAvailable on SDC (Secure Data Center)October - StaffYearend - Reports relative to accountability/LRCMake sure you have a SAFE account and are listed in OEDS-RSee ODE website for Report Explanations

education.ohio.gov/Topics/Data/EMISOther ODE Collection SystemsCCIP Comprehensive Continuous Improvement PlanEDChoice Educational Choice Scholarship ProgramSOES (formerly CSADM)School Options Enrollment System Other Data SystemsOEDS (Ohio Educational Directory System)Districts responsible for maintaining informationDesignations allow access to other applicationsSecure Data SystemSAFE (Security Application for Enterprise)Works with OEDSAllows access to secure applications District determinedSSID (Statewide Student Identifier)Used to obtain unique student IDsStudent privacyLongitudinal data analysis

Where to Go for HelpEMIS Coordinators Remember that there are others in your district who may be more knowledgeable about specific policies that may determine reporting

ITCs

ODE via the Helpdesk

More HelpODE Business CentersFor policy issues, not EMIS reporting instructionsArea CoordinatorsSSID Help Desk via the ITC

In order to refer back to an answer for another situation or at another time, be sure to have it in writing.

Questions?

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