Handy Helpers for EMIS Reporting Survival Heidi Rhodes

Courses Staff Special Ed Gifted Testing Acceleration LEP Free/ Reduced EMIS Courses Staff Special Ed Gifted Testing Acceleration LEP Free/ Reduced Grads CTE Enrollment/ Demographic Discipline Program Codes

Handy Helper #1: Team Effort Relationships and Communication Be up front with concerns Ask for info early Software components are interrelated EMIS reporting doesn’t dictate how we educate our students… But there is often an EMIS impact to the decisions we make related to this

CHecklists

Handy Helper #2: ODE Alerts https://public.govdelivery.com/accounts/OHED/subscriber/new Examples:

Handy Helper #3: Retention reporting Send out to the buildings at the end of the school year Resend prior to start of new school year so the Retained Status element can be entered (pink column)

Handy Helper #4: Student Status Codes StudentInformation > Management > School Administration > Student Codes Administration > Student Status Codes Make these more specific so you can search for students easier OLD - LEGACY

Student Status Codes - Examples Name  Overall Student Status Description A Active Resident Attending BCSD Active Resident attending BCSD EALT Education Alternatives Inactive Attends Education Alternatives ESC Education Service Center ESC/PEP/Achievement Center EVAL Evaluation Only Not attending - evaluation only students GRAD Graduate Early Grads/OGT only students (non-attending grad) HOME Home Instruction Home Instruction (not home-schooled) I N Non-Resident Attends BCSD Non-Resident (foster-placed) attends BCSD NPNR Nonpub - non resident Nonpublic school student who is a resident of another city NPR Nonpub - Resident Nonpublic school student who is a resident OPEN Open Enrolled - Resident Open Enrolled Resident to Another District PLAT PLATO Full-time PLATO student (computer as instructor; online courses) RAE Resident Attends Elsewhere Non-pub district expense, Supt Agreement, Ombudsmen RCPE Resident Court Placed Elsewher Resident Court Place (foster) - attends elsewhere SCHL Scholarship Participant Autism Schol, Jon Peterson Scholar

Handy Helper #5: File Organization Set up folders by Year/Collection Within each folder Level 1 folder Folders with date of each preview or submission Review Files To Do Resolved

To Do & Resolved Level 1 reports in Workbooks Start in “To Do” and when all errors are cleaned up/resolved, move to “Resolved” Keep notes in extra columns to track what you have done and follow-up items Color code what you have corrected and believe to be resolved for the next submission vs. what you are still investigating

Creating a Workbook Right click on the tab at the bottom of the sheet. Select Move or Copy…

Creating a workbook (cont) Select the workbook that contained your previous Level 1 errors The current sheet will now be a new sheet in the workbook. You can right click and rename it with the date

Colors, notes, and Groups (example)

Group COlumns Select the columns you want to group together

Group Columns (Cont) Click the Data Tab Click Group

Group Columns (cont) Click on the + or – symbol to expand or hide your columns

Handy Helper #6: Grad Verification StudentInformation > EZ Query > Reports > SIS Student Search Filter: State Equivalent Grade Level=12, 23, 13 all statuses except inactive Include: First Name, Last Name, EMIS ID, SSID, Student Status, Sent IRNs, etc. Use this list as a basis for grad verification

Grad verification list Begins as a list for counselors/HS staff & EMIS Coordinator to track potential graduates so no one gets lost in the shuffle

Grad Verification list (cont.) Using VLOOKUP, you can use your list to check against Grad Info, Longitudinal Grad reports, SDC counts, and Prep for Success data

Grad Verification - SDC

Grad verification – grad rate

Handy Helper #7: VLOOKUP (in Plain english) The job of the VLOOKUP is to look for a value (either numbers or text) in the left most column of a table. Once it finds a match, the VLOOKUP will return a value from any cell in the same row as the match. Excel Syntax: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) In plain English: =VLOOKUP (this value, in this list, get me the value in this column, [should I find an exact match?]) =VLOOKUP (what, where, column num, closest/exact match) (https://www.excelcampus.com/functions/excel-vlookup-explained/)

VLOOKUP Make sure your lookup value (SSID) is in the left most column of your spreadsheet Utilize the function wizard to assist with creating the formula

Are my grads from the verification list counted as A “Y” in the long Are my grads from the verification list counted as A “Y” in the long. grad numerator? Click in a cell in a new column Click the fx (Insert function icon) Select VLOOKUP

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) lookup_value – This is the what value

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) This is the where argument This argument is specified as a range of cells, and the vlookup will only look in the left column of this range.   Also need to include the columns that we want to return a value from.   As you click & drag over the columns, you will notice that the column number is displayed. Pay attention to the number of the column that you want to get your value from as this will be relevant in the next step.

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) This is the column number argument. The column number tells the VLOOKUP which column in the table_array we want to return as the result.   It counts the columns from left-to-right based on the starting column of the table_array.

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) This is the closest/exact match argument Usually is FALSE will look for an exact match to the value in the first column of the table_array

HH #8: Ad Hoc Memberships & Bulk profile update StudentInformation > My Account > Ad Hoc Memberships Can include students in different buildings throughout the district StudentInformation > Management > Ad-Hoc Updates > Student Profile Bulk Update Can only be done at the building level

Ad Hoc Memberships & Bulk profile update - (cont.) Bulk Profile update will update all records districtwide if the students are in the ad hoc! Be aware that it will only show counts for the students whose building you are in when you do the update, even though it updates all students in the ad hoc

Handy Helper #9: Other entity attendance reporting Will not be overwritten when you run the Student Attendance (ATTUPEMIS) in update mode

HH#10: Pre-ID for End of Course with Ad Hoc Membership Create an ad hoc membership using the Assessment Info tab

Pre-ID for End of Course with Ad Hoc Membership In the Pre-ID export, select the building, then the subject area Select the ad hoc membership from the drop down

HH #11: Pre-id – creating a list of student numbers separated by Comma Create ad hoc membership of needed students Run StudentInformation > EZ Query > Reports > SIS Student Search Include student number

Pre-id (cont.) Open the downloaded file in Excel Delete the row with the column header

Pre-id (cont.) Select & copy all cells with student numbers Do not select the entire column, just the cells with student numbers

Pre-id (cont.) Click in cell B1 Click on the down arrow under the Paste icon Select Paste Special Select Transpose and click OK

Pre-ID (cont.) Select column A Right click and select delete

Pre-ID (cont.) Click File, Save As Save as type: CSV

Pre-ID (cont.) Open the file using Notepad, Wordpad, or Notepad++ Copy and Paste the student numbers with the commas into the Pre-ID Export

Handy Helper #12: Two handy programs Evernote https://evernote.com/ Collect and store notes across desktop and mobile platforms Notes are always with you, always accessible, always in sync. PasswordGorilla http://gorilla.dp100.com/downloads/ helps you manage your logins stores all your user names and passwords, along with login information and other notes, in a securely encrypted file A single “master password” is used to protect the file