Transcript October 09K EMIS Meeting

NWOCA Fall EMIS Meeting
October 2, 2008
Summary of EMIS Changes
for October FY09
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
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Staff Changes
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Combining Position Codes
Combining Position Status Codes
Dropped many Assignment Areas
New Special Education FTE
New Master Teacher Status
New Master Teacher Designation Year
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Course Master Changes
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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
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Course Master Changes
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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
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General Student Changes
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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
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General Student Changes
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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
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District Level Changes
• Master Teacher count per building
• Master Teacher count per district
• Adding new record types for financial year-end
reporting (H)
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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
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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
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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
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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
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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
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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 not update 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
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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
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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
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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)
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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
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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
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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
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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
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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
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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
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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
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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
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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
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General Student Changes
• Student Program Code Changes (GQ)
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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
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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
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General Student Changes
• New reporting period for graduates
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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
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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)
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”
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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
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Sample Screen for GI Records
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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
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Major Student Changes
• Student Standing ‘FS’ continued…
– Examples of fields include
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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!
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Sample Screen for FS Record
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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
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Sample Screen for FD Record
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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
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Sample Screen for FN Record
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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
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Online Documentation
• FY2009 EMIS Manual (Guide)
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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
Questions ?