Transcript EMIS Collaboration - OME-RESA

New EMIS Coordinator Training
12/13/13
Presenters:
Brenda Hartley – OMERESA EMIS Support
Tammy Hrosch – MDECA EMIS Services Manager
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 The
EMIS Coordinator
 Main
contact for district
 Receive all EMIS mailings
 Ensure data is collected and reported in
accordance with the ODE EMIS Manual
 Responsible for the timely submission of
accurate data
 Collect, verify, and disseminate
information
 Review reports and provide feedback
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
EMIS data originates from a number of sources

Much of your student data will come from your local student
information system

Each district/community school functions differently,
responsibility for entering data varies with each district

Not all sources apply to all districts, many districts have one
person covering multiple areas

Get to know the people that “own” the data in your district

Not all potential sources for Information are listed
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 Assistant
EMIS coordinator
 Building secretary
 District coordinators
 Other building sources
 Administrative staff
 Other helpful staff
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
Assistant EMIS coordinator
 Provides back up support for the EMIS
Coordinator
 Works closely with the collection and
verification of data

Building Secretary
 Secretaries are often your main source for data
 Enter and maintain the data in the student
software
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
Special Education Coordinator & Special
Education Teacher
 Responsible for IEP events, verify for accuracy
 Verify disability code and testing status
 Review ODE reports

Testing Coordinator
 Students tested, verify scores, enter data
 Review accountability reports in Secure Data
Center and other ODE reports
 Additional testing other than state required
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
Curriculum Coordinator
 Core subjects, qualified teachers, certified teachers
 Verify Third Grade Reading Guarantee data

Gifted Coordinator
 Screening, assessment, identified, served
 Community schools report students that have been
identified as gifted

Performance Coach
 Community schools often have a Performance Coach that
coordinates several different areas

SOES Coordinator (Community School)
 Maintains student enrollment numbers
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
Guidance Counselor or Performance Coach
 Student schedules, course master records, core
subject area, graduation credits

Principal or Community School Director
 Discipline data, building data, HQT

Teacher
 Class lists, absences, mark, concentrators,
certification
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
Treasurer
 Five-year forecasts and other financial reporting
 Funding received for Title I, preschool, tuition, and
other financial data

Payroll/Personnel
 Main source for staff data, staff demographic and
employment records

Superintendent
 Sign off on all of the data submitted
 Oversee accuracy and timeliness of data
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
Cafeteria Manager


Attendance Officer


Free/Reduced lunch count data
Follow up on truant students
Bus Coordinator/Driver
Address verification
 Students moving in and out of the district


Technology Coordinator
Update software
 Help with importing and exporting data files

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
Keep Organized

Be proactive



What and when data needs collected
Who is responsible
Help each other

Provide timelines, check sheets, sign off
sheets, email updates, etc.

Verify data before submitting

Verify reports returned from ODE
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 Include
LEA Name, IRN, Contact Name, Email
Address, Telephone Number
 Use
OEDS-R to find LEA contact information
 Verify
that your contact and role information
is correct in OEDS-R (this is VERY important!)
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 Best
practice to email when communicating
with your network LEAs

Searchable history of communications

Convenient for both entities

CC yourself and leave copy in your inbox as a
reminder until you receive a response
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
Compare data of shared students (court
placements, open enrollment, JVS, ESC, etc.)

Accurate data will reduce the number of level 2
validation errors

Share graduate information

Your funding and accountability can be impacted
by another district’s reporting
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 Withdrawal
codes, admission codes, SSIDs,
dates, IRNs
 Ensure
that staff are processing records
requests properly
 Watch
for new EMIS guide section on
admission and withdrawal guidelines
 Accurate
dates are critical to avoid
overlapping errors in level 2 validations
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“The burden is on all schools/districts involved to
identify the problems, communicate and work together
to resolve all concerns in a timely and professional
manner.”
 SOES
Manual-
http://education.ohio.gov/Topics/Finance-and-Funding/State-Funding-For-Schools/CommunitySchool-Funding/School-Options-Enrollment-System
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 Residency
Issues

It is not acceptable to “flag” students as non-residents unless the resident
district can document information to dispute the residency determination of
the community school.

Resident districts are not to impose flags on students in SOES for lack of a POR
consistent with the resident district’s policy.

Where there are differences with regards to proof of residency (POR), then
the policy of the traditional district or community school in which the student
is enrolled prevails.
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 Mediators
of issue resolution between
community schools and resident districts
http://education.ohio.gov/Topics/Finance-andFunding/Finance-Related-Data/School-Finance-AreaCoordinators-Directory
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 Your
ITC is your first source of EMIS support
 Follow
contact procedures as outlined by
your ITC (Helpdesk, email, telephone)
 ITC
will prioritize user issues
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 Attend
trainings and working sessions
provided by your ITC
 Communicate
your training needs to your ITC
 Your
ITC website contains training documents
and important links
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 ODE
often disseminates information to LEAs
through their ITCs
 Confirm
that you are listed as the EMIS
contact for your district at your ITC
 Verify
that your contact and role information
is correct in OEDS-R to receive direct
communications from ODE
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 ODE
EMIS reports are distributed through
ITCs
 Find
EMIS report explanations on the ODE
website
 ITCs
can assist with understanding and
troubleshooting ODE EMIS reports and in
resolving data collector errors
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 ITCs
serve as the liaison between districts
and the ODE EMIS office
 EMIS
covers a lot but not everything
 Sometimes
you will be told to contact a
specific office at ODE for Career Technology,
Special Education, Accountability, etc.
questions
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EMIS reporting is a team effort.
Build your district, inter-district, and ITC
networking through effective communications
and team work.
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