NWOCA Spring 2011 EMIS Meeting

Nwoca - Defiance/Fulton Rooms Tuesday May 10 th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions from the OEDSA/OAEP conferences

Today’s Agenda

 Introductions  FY11N Yearend EMIS  Test load process  11N EMIS changes  eSIS did you know?

 Agg/Rdet updates  EMIS-R update/demo  11H Update FY12 Update

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Introductions

 NWOCA EMIS/Student Services staff  New team members

Test Load Process

 Test Load Documentation  Reminder – eSIS and Powerschool – don’t forget to load the Fall 2010 OGT results  Remember to load your AASWD results and or any OTELA results available early MAY 4  ODE’s Valid Test Combinations website

Testing Foreign Exchange

• If not passed, must test • Graduation plan makes no difference on requirement to test • If not tested, report record with score not reported • Score will only count if 2 nd year student 5

And now for the 11N EMIS updates

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Career Tech Changes

• Sharon will cover this afternoon • CTE Program of Concentration Element (FN290) • Tech Prep Completer (FN280) • District CTE Tech Prep Consortium Mapping Record (DC) 7

Who is a CTE Concentrator?

A student who has completed half of a CTE Workforce Development Program and has enrolled in the next portion of the same CTE program.

See handout.

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CTE Concentrator Guidance – ODE Web:

 CTE Programming and EMIS Reporting  Appendix A 9

CTE Program of Concentration Element (FN290) – NEW in

• • •

FY2011

Report “CTE Program of Concentration” when CTE Concentrator status is reached.

Report only one CTE Program of Concentration for each student.

Report in EMIS at Yearend (N).

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Career Field, CTE Program, Subject Crosswalk

• • •

NEW FY2011 resource KEY PURPOSE:

Identify the “CTE Program of Concentration” for each CTE Concentrator – Report in EMIS.

New “CTE Program” codes drive other changes.

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Career Field, CTE Program, Subject Crosswalk Career Field Career Field Code CTE Program EMIS CTE Program Code CTE Subject Name

Agricultural and Environmental Systems 01

Agribusiness and Production Systems A0

Agribusiness and Production Systems Environmental and Agricultural Science Plant and Horticultural Science Agronomic Systems

EXAMPLE: If CTE Concentrator is in “Animal

Greenhouse and Nursery Production

Science and Management” course, report “ A2 ” for

Landscape Systems Management

CTE Subject Code

010301 010001 010155 010620 010625 010610 010630 010615

this student.

.

Turf Science and Management.

Employability Skills Entrepreneurship Skills 010635 990362 990361 Agricultural and Environmental Systems 01

Agricultural and Industrial Power A1

Agricultural and Industrial Equipment Environmental and Agricultural Science Employability Skills Entrepreneurship Skills 010201 010001 990362 990361

Technology

Agricultural and Environmental Systems 01

Animal Science and Management A2 Animal Science and Management

Environmental and Agricultural Science Employability Skills Entrepreneurship Skills 010901 010001 990362 990361 Agricultural and Environmental Systems Agricultural and Environmental Systems 01 01

Biotechnology for Food, Food Science and Management” course.

A3 A4

Biotechnology for Food, Plant and Animal

If student reported as CTE Concentrator in “

Entrepreneurship Skills Food Science and Technology Environmental and Agricultural Science Employability Skills Entrepreneurship Skills

A2

12 012000

,”

990361 011001 010001 990362 990361

Career Field, CTE Program, Subject Crosswalk

Web address: http://www.ode.state.oh.us/GD/Templates/Pa ges/ODE/ODEDetail.aspx?page=3&TopicRel ationID=1759&ContentID=91429&Content=9 1876

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Tech Prep Completer Element (FN280) – NEW in FY2011

•

Has TP student successfully completed secondary portion of TP program?

– Must meet all applicable TP “completion” criteria.

– Successful TP “completers” may become Postsecondary TP students.

• Report in EMIS Yearend (N).

• Also report students to TP Consortia.

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Tech Prep Completer Element (FN280)

Secondary TP “Completer” Criteria:

• Technical courses – 2.0 GPA or higher; meets graduation requirements.

• Courses eligible for articulation – “C” or higher.

• Completes Technical Assessment (if available).

• Postsecondary-approved assessment – Meets benchmark.

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District CTE Tech Prep Consortium Mapping Record (DC)

• Used to connect district (or building) Tech Prep program to a Tech Prep consortium • One row of data per program/consortium set • Vast majority of mappings at district level • If reported at district, applies to all buildings • Each IRN/program combo only once • Report only at Yearend (N) 16

District CTE Tech Prep Consortium Mapping Record (DC) KEY PURPOSE:

Tech Prep (TP) Consortium Accountability

• When a TP program is “mapped” to a TP consortium, TP students reported with “CTE Program of Concentration” in that program are counted in the mapped TP consortium.

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Staff Changes

• Position Status – Only staff who worked no days in current year should be reported with U – If worked in current school year, report Position Status as of Separation Date – Therefore, should not be any position status U reported 18

Work To Do Now

• Special Ed events- enter and/or log • MOA and Accountability IRN cleanup • Enter Score Not Reported test records • IEP Future Fund and Open Enroll- be ready to collaborate 19

Missing Data Overrides

• Temporary overrides on OAA • Program counts from 10N ready • Otherwise, same as usual – Override if prior mistake made – No override just because easier than reporting something that can be reported • Similar dates and progression as 10N 20

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Key Dates

 Yearend (11N) 5/6/2011 through 7/15/2011  Data submission requirements begins 5/27/2011  Graduate (11G) 5/27/2011 through 11/18/2011  Same as FY10  Financials (11H) 7/1/2011 through 9/30/2011

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eSIS

 Extract, FTP, Eload_11N Process  Searching  Importing  Exporting

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Searching

 Navigate to your esisextracts folder  Edit the file of the record type you are questioning (ie: FS, GE…)  Use Notepad/wordpad/pspad textedit  Use the FIND option to search for the eSIS student number to verify if the student is in your extract.  Review agg reports (emsagg5 and/or emsrdet) 24

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Importing

 EMIS-FFE  Can be used as an option/last resort towards the end of a reporting period  Must let NWOCA know  Import or manually add a record/s

Exporting

 When exporting rename file  Notify Nwoca of the file name and remind us to load in UPDATE mode  Choose correct reporting period  Choose correct record types prior to exporting (uncheck all and then re check…)  Similar process you used for your CC/CJ records in years past 26

Agg Updates

 Open FS and no corresponding open FD - fatal error 836 invalid combination of Open/Closed FS/FD records  Updated First required FS record missing – will be a warning or a fatal  Updated GE date validation for date range encompassing Feb 2010 for leap year.

 Early agg flag will turn off on June 13 th . 27

EMSRDET updates

 This is your staff validation error report  Updated position code 230 check    Active employees must have course master – inactive ones do not as long as they have a sep date and reason Fatal Error 497 – separation date from a prior fiscal year.

Fatal Error 713 – pos status of “U”  28  Only valid for October Reporting Warning 720 – pos status of “C”- current- must have attendance days reported

EMIS-R Update/Demo

 Yearend Manifests will come out a few weeks into the reporting period  Not mandatory that you participate for 11N  Staff data will utilize the agent for USPS districts  Student data will utilize flat files  Usernames/passwords 29

Financials Reporting

• More important than ever • For first time, do GEN_MISSING – Measures still being developed – Concept is to compare receipts to money from ODE – Compare expenditures to receipts & cash • Several new GEN_ISSUES related to impact of data (especially MOE) 30

FY11H Missing Measures

• Following measures will be included – Building General Information- Financial – District General Information- Financial – Receipts – Expenditures – Cash – Operational Units – Capital Assets • Following is DRAFT plan for calculation • Will be some variation by reporting entity type • Feedback and questions IN WRITING via helpdesk will be most helpful 31

FY11H Missing Measures

• Building General Information- Financial • Numerator: count of required building records reported • Denominator: count of buildings required based on 11N building data • Overrides not likely, but possible • About 15% would have missed in FY10, but easy to fix 32

FY11H Missing Measures

• District General Information- Financial • Numerator: one if reported, zero if not • Denominator: always one • Overrides not likely • No districts missed in FY10, but ESCs did not report 33

FY11H Missing Measures

• Receipts • Numerator: sum of actual amounts for 3xxx receipt codes • Denominator: net distribution amount from ODE on settlement report • Overrides not likely • About 1.3% of traditional districts would have missed in FY10 34

FY11H Missing Measures

• Expenditures • Numerator: sum of current actual expenditures • Denominator: sum of cash begin balance + sum of actual receipts – sum of final balance • Overrides not likely • About 5% would have missed in FY10, half > 99% 35

FY11H Missing Measures

• Cash • Numerator: count of FY11 distinct fund codes that match FY10 reported codes • Denominator: count of FY10 distinct fund codes if final balance <> 0 • Overrides not likely • About 4% would have missed in FY10 36

FY11H Missing Measures

• OPU • Numerator: count of expenditure records with matching OPU + count of receipt records with matching OPU • Denominator: count of expenditure records + count of receipt records • Overrides not likely • No districts would have missed in FY10 37

FY11H Missing Measures

• Capital Assets • Numerator: zero if none reported, one if any reported • Denominator: always one • Overrides not likely, but possible • No districts would have missed in FY10 38

FY11H Missing Measures

Record

Building General Information--Financial District General Information--Financial Capital Assets Receipts Expenditures OPU Cash

Aug 12 - Initial Warning

100% 100% 100% 75% 75% 95% 75%

19-Aug and 26 Aug 2-S ep - Out Of Compliance Notification 9-S ep & 16 S ep & 23 S ep 30-S ep - Out of Compliance Notification

100% 100% 100% 75% 75% 95% 75% 100% 100% 100% 75% 75% 95% 75% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 39

FY11H Missing Measures

• Issues to keep in mind – Can not wait until data is “done” to submit unless it is “done” by Sept. 2 nd – Measures impact each other… • OPU by changes in Receipts and Expenditures • Expenditures by changes in Receipts and Cash – GEN_ISSUES will list what is missing on Building, OPU, and Cash measures 40

FY12 Overview

• General Student Changes • Assessment • Courses and Teachers • Building/District Record Redesign • Special Ed OSEP Compliance Period • Career Tech Updates • Overrides via Record Type • Miscellaneous Changes • Clarifications to Manual 41

The Usual Reminders…

• Not enough time today to cover all the details of each change • More information will be included in the manual • As always, if conflict between this presentation and manual, manual prevails 42

General Student Changes

• Exemption from CORE requirements • Military Compact students & OGT • Additional Free/Reduced Lunch info • Admitted From & Withdrawn To IRNs • Expected Attending Building IRN for next school year • Instruction during suspension- K vs N 43

Assessment

• New tests in pipeline- can not continue current path • A single record type for all assessments • Add element to indicate which test the score is from (GA, GX, GO, GB, etc.) • Only one score per row- so multiple rows for some tests (e.g., OTELA) 44

Assessment

• Move elements not related to scores to other locations – Test Building IRN now derived based on schedule for Math assessment for a particular building and grade level – Required for grad to new record type – Acceleration information to new record type – No longer report INV, PNO, and NSA as scores- now Score Not Reported 45

Assessment

• New Special Education Graduation Requirements record • Reported at time of IEP • Only reported if a student is exempted from one or more OGT subject passes, or… • If previously exempted but exemption removed 46

Assessment

• In long run, separate record type works better than addition to the GE record • Student with an IEP could have anywhere from 0 to 5 rows • reported as exempted for a subject, report again for each IEP if still true • No longer need to re-report most recent score if status changes 47

Assessment

• New Acceleration record • Combines several elements in one place – Y4 accommodation from OAA record – Special rules for reporting Building IRN on test record of accelerated student – Acceleration count from FN record 48

Courses and Teachers

• Multiple teachers per course • Multiple enrollment ranges per course • Dates on all Course Masters • Exceptions to course dates for all Student Course • Credit Flex 49

Multiple Teachers per Course

• Add a new record type- Teacher Course • Allow multiple teachers to be associated with a single group of students – At same time (team teaching) – Change in teacher during year • Report role and date range if different from CN • In future, may include other staff types (intervention, assistant, etc) • Move items related to teacher from Course Master to Teacher Course 50

Multiple Student Enrollments

• Same student in course more than once • Date range must be different • All courses • Remove need to figure out which enrollment date range to report • Simply report what is • ODE will use dates in business rules 51

Multiple Student Enrollments

• Same student in course more than once • Date range must be different • All courses • Remove need to figure out which enrollment date range to report • Simply report what is • ODE will use dates in business rules 52

Building/District Record Redesign

• Building record to be split – Calendar information- own record by grade and attendance pattern – Report one row per grade/AP combo – Other dates, counts, or codes- 1 per row • District record to have one data point per row- now have multiple rows 53

Building/District Record Redesign

• Building and District records have same layout for all reporting periods • New data to be collected – Date of scheduled math administration – Phys Ed Performance Measures – School Improvement Grant required data – Teacher evaluation results (aggregate) – Principal evaluation results (aggregate) 54

Special Ed OSEP Compliance Period

• New reporting period(s) • Only collect data on students on list from Office for Exceptional Children at ODE • Only record type will be the GE record • Will add a column to record to indicate type of correction (add, delete, update) • Window could go back three years if ETR involved • Good chance this will be handled outside the SIS 55

Special Ed OSEP Compliance Period

• U.S. Dept. of Education Office of Special Education conducted site visit • Issues found in match between data in EMIS and data in districts (first year GE) • Corrective action requires ODE to have district submit corrected data when – Issue with a specific student identified, that – Impacts one of the Federal SE measures • Will count against Data Quality measure 56

Career Tech Updates

• Usual annual updates – Subject codes – Assessment codes – Programs of Concentration – Tech Prep Consortia codes • Updates to GV follow-up record • New program code for HOSA • Name update- Work & Family Studies to Family & Consumer Sciences 57

Overrides via Record Type

• New record type • Submit overrides for most students and staff along with the rest of the data – Students who should have been withdrawn in previous period – Staff who separated and should have been reported with reason and date in previous period • Will still be some staff/student overrides via Helpdesk requests • No change to other measure overrides 58

Miscellaneous Changes

• All ECE students take ASQ/SE, including repeat students • Subject Code 120000 (music) • CTAG Program Code definition • Add GE record consent outcome codes • A few Social Studies subject code updates 59

Clarifications to Manual

• Staff- values as of count week or updates?

• When to change disability to ** • GE records and non-pub students • Open Enrollment into a JVSD • Combined Attendance reporting • Admission date and reason changes • Using Credential/Z ID as Employee ID • Period of time for CTE follow-up 60

Questions

Remember the Helpdesk 