Transcript Slide 1

EIS Update for 2014-15
School Year
Thursday, April 17, 2014
Norton McDaniel
Information Systems Manager
[email protected]
615-532-6217 Office
615-585-3370 Cell
Agenda
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7/17/2015
2013-14 Vendor Required Changes
SIS Vendor Testing with EIS
District Support
Common Problems and What To Do
Tools for Districts and Schools
Community Eligibility Provision
What We are Requesting of You
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Help Desk Staff
 New additions to the help desk:
– Melissa Teat
– Cortnie Treadway
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2013-14 Vendor Changes
 For the 2014-15 school year we currently
have three changes for the SIS vendors.
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Dual Credit / Dual Enrollment
 The Division of Careers and Technical Education
(CTE) has reporting and recording of classes and
students who participate in:
– State Dual Credit
– Local Dual Credit
– Dual Enrollment and the partner postsecondary
institution
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Withdrawal Codes
 The division of Data and Research has
requested a change to one withdrawal
code and the addition of 2 withdrawal
codes.
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Withdrawal Codes
 Withdrawal code 12 description has
changed.
– Withdrawal Code 12 – a student who receives
a regular high school diploma in less than four
years
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Withdrawal Codes
 There are 2 new withdrawal codes.
– Withdrawal code (16) - a special education
student, who has been awarded a completion
document, and entitled to continue their
education due to Free Appropriate Public
Education (FAPE) requirement.
• This withdrawal is only to be used when the
student is withdrawing permanently; it is not to be
used to indicate the end of year action when a
student is returning the next school year.
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Withdrawal Codes
– Withdrawal code 17 - students who withdraw
from traditional bricks and mortar to enroll in
an online school where the content is
delivered via the Internet and the school is
not located in Tennessee.
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District Bus Data
 We are expanding on the bus data that is
collected through EIS. This new data is at
the district level not at the school level.
This is in addition to the existing student
ridership data currently being collected by
the state. It be reported to EIS via a new
extract 015 – District Bus.
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District Bus Data
 Data collected includes:
– Specially equipped
– Daily miles driven
– Bus type
– Year bus went into operation
– TN DOT safety inspection
– Privately owned
– Wheel chair lifts
– Commercial advertising
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District Bus Data
– Involved in an accident
– Occupant restraints
– Two way communications
– Audio/video Surveillance
– Type of fuel
– GPS
– Air conditioning
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SIS Vendor Testing with EIS
 Vendor testing consists of:
– Create EIS extracts
• Create new data extracts
• Create change data extracts
• Create delete data extracts
– Create required state reports
• Standard reports
– Testing will be accomplished in phases
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SIS Vendor Testing with EIS
 The Phase I test scripts have been sent to
each of the five SIS vendors.
 Other Phases will be released to the
vendors as they are ready.
 Each of the vendors will have their own
test space in Azure.
 A new EIS test database has been set up
for testing with the SIS vendors.
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SIS Vendor Testing with EIS
 Each test phase will be verified by DOE
staff and by the vendor’s staff.
 Vendor testing status reports will be
posted to the EIS website.
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District Support
 The EIS help desk is here to assist you
with data issues. The EIS help desk is not
authorized to answer policy questions.
 The divisions at the Department of
Education are here to assist you with
policy and business rule questions.
 Your SIS vendors are here to assist you
with how to accomplish tasks and enter
data in your SIS.
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Common Problems and What To Do
 Too few instructional days in your district
calendar.
– Scheduling Stockpile Professional
development before and after attendance
start date.
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Common Problems and What To Do
 Errors related to local classes not being
loaded to EIS.
– Student class assignment errors on the 048 –
Student Class Assignment extract.
– Staff class assignment errors on the 063 –
Staff Member Class Assignment extract.
– Missing or incorrect ADA / ADM.
– Send corrected local class data to EIS to
correct these errors.
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Common Problems and What To Do
 Creating students with multiple state id’s
and hijacking an existing student’s
identity.
– Need to lookup students at enrollment.
• Use the Student Lookup screen in EIS.
– Need to work with other districts if there is a
conflict with SSN.
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Tools for Districts and Schools
 Training videos are located on the EIS home
page.
– 24 videos on how to use EIS
– 12 videos on Standard Reports
– 18 videos on Research Queries
– These can all be linked to from the EIS home
page.
– http://www.tn.gov/education/eis/
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Tools for Districts and Schools
– EIS – you can view your data in EIS to see if
it is accurate and complete.
– Research Queries – results can be exported to
compare to files from your SIS.
– DoE divisions may be contacted for questions
about policy and rules.
– EIS Help Desk – can assist you with data
issues.
– Your SIS vendors.
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Community Eligibility Provision (CEP)
The Community Eligibility Provision (CEP) is a
universal meal plan under the National School Lunch
Program (NSLP) that permits eligible LEAs and schools to
provide meal service to all students at no charge,
regardless of economic status.
(Section 104a of the Healthy, Hunger-Free Kids Act)
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Community Eligibility Provision (CEP)
Benefits of CEP
In a joint letter, Secretary of Education Arne Duncan and Secretary of
Agriculture Thomas J. Vilsack stated the benefits as:
 Reduces USDA required administrative costs and paperwork
 More children may receive nutritious meals during the school day
 Creative meal service models are easier to implement
 Eliminates tracking and accounting student meal charges
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Community Eligibility Provision (CEP)
Challenges of CEP
 Information from USDA school nutrition forms is currently used in
formulas to determine district allocations for:
– Title I funding
– IDEA funding
– eRate funding
– BEP funding
 This information is also used in our accountability systems to
determine percentages for the subgroup Economically
Disadvantaged (ED)
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Community Eligibility Provision (CEP)
Who qualifies as Identified Students under the CEP?
 Low Income children that are Direct Certified
– Supplemental Nutrition Assistance Program (SNAP)
– Temporary Assistance to Needy Families (TANF)
– Homeless, migrant, runaway
– Certified foster children
 Students certified through the following programs
– Children enrolled in Head Start Program or Even Start programs
– Direct certified is not the same as FRPL eligible
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Community Eligibility Provision (CEP)
Gathering Socioeconomic Data
In TN, data gathered from Free and Reduced Priced Lunch (FRPL) applications
are used for Title I, IDEA, BEP and eRate funding. In order to maintain the
current level of funding in our LEAs, both CEP and non-CEP schools will be
required to collect data.
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Non-CEP schools will continue to collect information using the FRPL form
Some changes to current practice
 CEP schools will collect information on a simplified state form
(School nutrition staff may be utilized if partially locally funded)
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Uploading collected data through EIS will be required for both CEP and
Non-CEP schools
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Community Eligibility Provision (CEP)
Student Demographic Data
 In addition to the FRPL data (for non-CEP schools), we will need to
collect data for direct certified and CEP Eligible (for CEP schools)
 Change request pending to update Tennessee’s Education
Information System (EIS)
 Direct certified data will be a combination of data provided directly
from DHS and DCS, as well as applicable categorical data collected
at the local level (e.g. Migrant, Even Start, etc.)
 The CEP Eligible data will come from a State form that will get
collected at the district or school level
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What We are Requesting of You
 Send updates to EIS on a regular basis.
– If you are state hosted this will be done on a
schedule and will be automated by your SIS
vendor.
– If you are a locally hosted or vendor hosted
district it is recommended that you send
updates to EIS at least 2 or 3 times a week.
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What We are Requesting of You
 Verify your data in EIS and correct all
errors
– Don’t wait until you have hundreds of errors
to start making corrections and verifying data.
– Don’t wait until a deadline is at hand, be
proactive and check your data well in advance
of deadlines.
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What We are Requesting of You
 When sending issues to EIS be clear in
what you need. Include details so the
requested items can be found. This
includes district, school, and who is
making the request. Include your phone
number in case we need to contact you.
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What We are Requesting of You
 Do a “Student Lookup” in EIS when
enrolling a new student.
– This reduces the number of students with
multiple state id’s.
– This helps to eliminate duplicate enrollments.
– Remember, this may be the only time you
have the parent or guardian sitting across
from you, they are the ones with the
information.
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What We are Requesting of You
 Please do not send student or staff Social
Security Numbers in emails.
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Tools
 EIS Application
– EIS Application – the screens can give you a
good health check on your submitted data.
 Research Queries – there is a query for
just about everything in EIS.
– The query results can be downloaded.
 Standard Reports – use these to compare
to reports in your SIS.
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Tools
 Student Membership List (Research
Query)
– Contains individual student’s ADM/ADA for
selected period.
 ADM Audit (Research Query)
– List of students with indicators as to why the
student would not be included in ADM.
• Not all indicators result in the student being
excluded from ADM.
• All are indicators of a problem with the student.
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What We are Requesting of You
 If you are having problems entering data
into your SIS package or don’t know
where to enter the data contact your SIS
vendor.
– Our help desk staff are not familiar with the
various SIS packages. (Six packages plus the
Special Education package)
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What We are Requesting of You
 If you have questions about policy please
contact the responsible division.
– EIS help desk staff are not allowed to answer
questions about policy.
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What We are Requesting of You
 Be responsive to your fellow districts and
school in resolving cross boundary issues.
– If you initiate the request for assistance
please give the other district or school time to
respond. In most districts EIS contacts have
multiple jobs, EIS is not their only full time
job.
– As a last resort you can email me with details
and I can contact the other district if they are
not responding, this sometimes helps.
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Help Desk Contact Information
 Norton McDaniel, Information Systems Manager
– Questions, concerns, advice… email or call
• [email protected]
• 615-532-6217 office
• 615-585-3370 cell
 Help Desk
– Questions, concerns…. email or call
• [email protected]
• 615-532-6215
• 800-495-4154
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