EMIS Advisory Council Marianne Mottley Report Card Project Director

EMIS Advisory Council – ORC 3301.0713 The department of education shall establish an education management information system advisory council. The council shall make recommendations to the superintendent of public instruction to improve the operation of the education management information system established under section 3301.0714 of the Revised Code and shall provide a forum for communication and collaboration between the department and parties affected by the collection, reporting, and use of the system's data. Members of the council shall include department staff and representatives of school districts and other entities that regularly interact with data from the education management information system.

Council Membership Up to 30 Nominees from Stakeholders OAEP OASBO ITCs Community Schools ODE Staff BASA OACTS Large Urban Districts State Board of Education

EMIS ADVISORY COUNCIL MEMBERS PLEASE STAND AND BE RECOGNIED

Workgroups EMIS Manual & Data Requirements Reporting Responsibility Documentation Communication of Changes/Updates Valid Definitions & Formats Instructional Documentation District Software & EMIS Data Collector Student Information System Payroll/HR System Level 1 Validations User Interface Extracts from SIS Report Access Department Data Processing/ODDEX ODDEX Gen Issues Level 2 Reports Statewide Processing Certification Finance Secure Data Center Accountability Report Card Funding Reports Reports & Impact

Work Group Membership Additional people were added to the four work groups from nominations made by the Advisory Council members Each work group had approximately 15 members Work groups met twice to discuss their topics Groups identified about 80 challenges or opportunities for improvement – the top 3 from each group are shown in this presentation

ADDITIONAL MEMBERS OF THE FOUR WORK GROUPS PLEASE STAND AND BE RECOGNIED

District Software & EMIS Data Collector Workgroup Top Three Priorities

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Improvement Long-term Opportunity for Improvement There is no way to see everything about a student in one place. Staff spend time on Vlookups/Merges Consider adding pre-defined reports to join data within the Data Collector Determine if there is any way to add names to files and create a report writer Include more scenarios in the Assessment Missing Lists Update the lists to include accelerated students and alternate assessment data Evaluate adding new EMIS data that would make the missing list 100% inclusive Additional level 1 checks or additional information on a report would simplify work Develop a process for users to request changes to checks and reports for evaluation by ODE

Reports & Impact Workgroup Top Four Priorities (#3 and #4 tied)

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Improvement Long-term Opportunity for Improvement Data are not stored in one single place Create an all-in-one funding report for SFPR Lack of understanding what files correlate with payments Create a snapshot report for reconciliation of funds Create a tool to show all the data reported for each payment SDC is difficult to navigate and not user friendly   Develop the capability in the SDC to switch from one building to another quickly Add links to the relevant EMIS manual sections in the form of pop-up windows SDC reports need to be more student centered Recommend a law change to allow ODE to collect student names

EMIS Manual & Data Requirements Workgroup Top Three Priorities

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Improvement Long-term Opportunity for Improvement Need for more direct “How To” documents Develop more “If this, then that” examples in the EMIS Manual Internal review and revision of the EMIS Manual A central location for communications would be helpful One stop shop for all recent ODE communications. Establish one place to communicate with districts that is searchable and has live issues It is difficult to explain EMIS reporting to Non-EMIS staff Include SDC information in EdConnection; Create an EMIS glossary of common terms Develop webinars and/or training for other key players

Department Data Processing & ODDEX Workgroup Top Three Priorities

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Improvement Long-term Opportunity for Improvement It’s challenging to give data checks to non-EMIS staff Create multi-audience training/documentation Districts need more frequent feedback about data reporting Provide general issues checks earlier and more frequently The FTE Detail report does not display all information useful to correcting issues Review information displayed in FTE Detail report to determine what additional data could be provided

Common Themes of All/Most Work Groups Challenges in helping non-EMIS staff understand the importance of reporting and checking EMIS data Requests for additional training for all stakeholders Requests for easier to understand technical documents and reports Requests for additional resources (pop up boxes, videos, and links across resources) and reports (new SDC reports, new data in ODDEX, new data collector reports) Requests for better and more comprehensive communications between stakeholders and ODE

Council’s Next Steps The full council reviewed all 80 recommendations on April 30 One more meeting scheduled for early June Council will discuss whether to keep the items that were identified as top priorities by the work groups or whether to amend the list to add new items The goal is to vote in June on 12-16 items that will go to the state superintendent for a Round 1 report Additional meetings will be held later in 2019; additional work groups will be created as needed

EMIS Professional Qualifications and Development Work Group OAEP members presented information to the full Advisory Council discussing qualifications for EMIS professionals A work group will be created to examine issues around qualifications/education/certification Anyone interested in serving on this work group can see Erica Weaston or Ashley Castle at the ODE table during the break

Marianne Mottley Director Accountability@education.ohio.gov 614-995-9944