EMIS Basics

David Ehle, Director Office of Data Quality and Governance

December 13, 2013

Overview

• EMIS Reporting Entities• EMIS Manual• Reporting Periods• Helpful Information• Other Reporting Requirements• Getting Help• Questions

EMIS Reporting Entities

Public School DistrictsCity, Local, and Exempted VillageCommunity SchoolsDepartment of Youth Service (DYS)Educational Service Centers (ESCs)Joint Vocational Schools (JVSs)State Schools

School for the BlindSchool for the Deaf

Key Determinants Impacting Funding

Student population make-up (not all inclusive)

– Career-technical – Community School– Gifted– LEP– Preschool– Special Ed– Disadvantagement

District program participation (not all inclusive)

– Autism Scholarship– Ed Choice Scholarship– Title One

The EMIS Manual

1. General Info

2. Student

3. Staff

4. Course

5. District/Building

6. Financial

7. Five-Year Forecast

8. Special Collections

The EMIS Manual, cont.

Information included in each section– Revision History– Required Reporting Periods– General Guidelines– Elements– File Layout

The EMIS Manual, cont.

Each element includes– Record Field Number– Definition– Valid Options– Reporting Instructions

The EMIS Manual, cont.

Record Layouts– Specified by ODE– Create uniformity in EMIS processing– Data is extracted from district systems

in the formats prescribed by these sections

Data Concerns

Data Security– Legislation

• FERPA, HIPPA, IDEA– 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

Reporting Periods

EMIS Reporting Periods– Nonconsecutive– Snapshot – based on a period of time

• Week• School year• As of date

October (K)

Student Data– Preschool – Enrolled on or before Dec. 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 Dec. 1

– Summer Withdrawals

October (K), cont.

• Special Education Student Data– Special Ed students with a valid IEP on Dec. 1 of

the current school year– Preschool students with or without disabilities

enrolled on or prior to Dec. 1

• Federal Reporting Requirements– Known as December Child Count– Potential future impact on federal funding

October (K), cont.

Staff Data– 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

October (K), cont.

• Funding– Student ADM– Special Ed Weighted Funding– Preschool State Funding– CTE Funding

• Accountability– Teacher

March (D)

• CTE Workforce Development Follow-Up Record– Student Data (CT only)– CT students who were identified as concentrators

during prior school years• Graduates or• Students no longer enrolled

• Federal reporting requirements– Perkins

March (D), cont.

• These students are no longer enrolled and are therefore not in your systems

• ODE 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)

• 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 already met curriculum

requirements

• Staff– Any staff member who was employed during the current

school year

Yearend (N), cont.

• Funding– Open Enrollment – current year– Economic Disadvantagement – next year– Special Ed – next year

• Accountability – State and Federal

Yearend (N), cont.• Challenges of this reporting period

– School is out– Limited staff– Results of assessments

• What can you do?– Gather Lists

• Graduates • Special Ed students • Students who were not tested

– Ensure test results are loaded into your SIS as soon as possible after receipt

July (H)

• Financial• District/Building revenue,

expenditures, and receipts• Federal and State reporting

requirements

Five-Year Forecast (P)

• Financial •Historical – three (3) years •Projected – Current + four (4) years•District revenue, expenditures, and other funding items

•State reporting requirements

Helpful Information

References / Tools– EMIS Manual– EMIS Processing Schedule– Report Explanations– EMIS Newsflashes

Helpful Information, cont.

ODE Reports– 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/LRC• Make sure you have a SAFE account and are listed

in OEDS-R

– See ODE website for Report Explanations

education.ohio.gov/Topics/Data/EMIS

Other ODE Collection Systems

• CCIP Comprehensive Continuous Improvement Plan

• EDChoice Educational Choice Scholarship Program

• SOES (formerly CSADM)School Options Enrollment System

Other Data Systems• OEDS (Ohio Educational Directory System)

– Districts responsible for maintaining information– Designations allow access to other applications

• Secure Data System• SAFE (Security Application for Enterprise)

– Works with OEDS– Allows access to secure applications

• District determined• SSID (Statewide Student Identifier)

– Used to obtain unique student IDs– Student privacy– Longitudinal data analysis

Where to Go for Help• EMIS 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 Help

• ODE Business Centers– For policy issues, not EMIS reporting

instructions• Area Coordinators• SSID 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?

29