NWOCA Spring 2008 EMIS Meeting Wauseon High School Wednesday May 15 th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions from the OAEP conference

Today’s Agenda Introductions FY08 Yearend EMIS FY09 Redesign/SIF eSIS Update After meeting… LIVE eSIS districts – short meeting 2

Introductions NWOCA EMIS/Student Services staff New team member 3

Meet the Team… Student Services Supervisor Darren Estelle EMIS/Student Services Coordinators Sam Freeborn Ryan Shively Sean Taylor Denny Reinhart Student Services Coordinators Jean Lee Lori Burcham Tami Kunesh Programmer/Analyst Robin Fronk 4

Programmer/Analyst Started 12/3/07 5

And now for the EMIS updates… 6

7 Overview Yearend Reminders Gen Issues Data Submission Requirements –Measures –Impact An SSID Reminder…

8 Yearend Reminders FY08 changes new for yearend Early submission- Start Now! Getting Test Results Back IEP records and IEP_NO_FUND Student Transfer Course record Graduate or not, JVSD vs Home SDC Access not automatic

9 FY08 Changes New for Yearend Not an exhaustive list, but remember… CTE Industry Assessment Record (GU) for current students No longer report prior disability No longer report Career Passport and CTE Completer elements –Do complete CTE concentrator field High School Credit Earned and Partial/Override Credit Elements (R&R) –Will be a REMIS program to update this for McSis schools

10 FY08 Changes New for Yearend Special Ed Out of Compliance option 09- on time but prior year event error/missing (R&R) –District in compliance with due process timelines, but incorrect/missing data reported in EMIS in a prior reporting period Proficiency Only now Graduation Only Remove NRE and modify MOV –NRE - Student is not required to take subject /grade level test: Student not enrolled in any Ohio public school district during test administration during the current school year –MOV – can now be used for students who moved in or out of a district Composite Level, not Score, on OTELA –Last year a score was reported and ODE derived the performance level –This year no score and vendor is providing the performance level No longer report Violent Criminal Offense on Building record

11 Early Submissions This DOES NOT mean you should not complete the EMIS Checklist! (McSis districts) MAJORALTID – enter alternate assessment students in now Once done we can processed MAJOREMIS for you Initial staff import – must import later for staff attendance You can process MEMBEMIS for your program codes Courses – we can process CLISEMIS and CTRMEMIS for you This will help with your GN (student subjects) percentage ODE will be releasing a new students without classes report DB/DR/DT - General Yearend Items (update your dates) ODE goal is to get all reports out sooner than ever before “Early” flag in Aggs is currently set No attendance or HQPD required until 4 th day after close of school OAT and OGT checks don’t run until 6/15

12 Check access before results come contact AIR at Send Nwoca username and password for loading results into EMIS or eSIS Update file at testing vendor Mismatch between grade levels-- no results unless accelerated and marked as such Vendor report will identify students with grade level issues Posted helpdesk request asking for more details Getting Test Results Back

Key Dates - Yearend Date Test Results / EMIS Processing April 25 Alt Assess - OGT & OAT Results May 9 First EMIS Processing for Yearend May 15 / 27 9 th Grade Proficiency-Only Test Results May 22 OGT Results June 2 OTELA Results ?????? Preschool Assessments (3) June 16 Achievement Test Results July 18 End of Yearend EMIS Processing

14 IEP Records & IEP_NO_FUND Critical report for weighted funding next October Program code exception was only for this FY- not next October EMIS staff and Special Ed staff must review this report together At end of N, students should only be on this report if doing IEP after May 31

15 Student Transfer Course Record Record will not be collected Look for future FY09 change to address issue of how a student meets CORE curriculum requirements

16 Graduate or Not, JVSD vs. Home Issue last year with JVSD reporting as a w/d of 99 but home district reporting as still enrolled JVSD does not report diploma info Communicate NOW about these issues- process, contacts –Retentions vs. Graduates – must be communicated between resident districts and JVSD. If JVSD reports as w/d to home and home graduates in summer, will still count for JVSD with new lag in grad rate

17 SDC Access Not Automatic Verify OEDS-R EMIS Coordinators s, etc. Verify relationship with NWOCA pdf pdf Need to set up and test access now SDC roles will not be automatically assigned- OEDS-R Administrator or Supt. need to authorize Refer to NWOCA’s SDC guide. df df

18 GEN_ISSUES Checks Definite Error vs. Strange Data… –Inclusion on this report may or may not indicate an error –need to review data and reporting rules to be sure –If data correct, no need to contact ODE- even if ODE contacted, potential issue will remain Resources to review and help resolve –Report explanations –Secure Data Center –ODE Business Owner (some checks) –ITC resources –CA:USD Helpdesk ticket via ITC

19 Checks Associated with Weekly Reports Missing GGG Record Missing ECO Record Missing ASQ/SE Record Missing OGT Record Missing Achievement Record Missing OTELA Record Bad Data Ignored by ODE Spec Ed Missing IEP for Fund Graduating Student Missing Test Missing District Record Missing District Test Record Missing Building Missing Student Missing Staff Missing Course Missing Spec Ed Event Missing Transition Codes Duplicate Grad CTAE Fatals and Warnings Contract Errors SSID Errors Special Ed Compliance Gen_Missing_Data

20 Office for Exceptional Children Alternate Assessment reported but student not reported with a Disability Condition –Not possible, so either test type or disability being reported incorrectly

21 Office of Community Schools CSADM Student with 0 EMIS Attendance –In CSADM for even one day in 07-08, must also be reported in EMIS with attendance info (minimum) and other required EMIS data CSADM vs. EMIS Mismatch –Reported as enrolled in CSADM during test window but not in EMIS and/or –CSADM and EMIS grade levels do not match

22 home.nwoca.org/StudentS/pdf_docs/DataSubReq_Yearend_04_00_08.pdfhttp:// home.nwoca.org/StudentS/pdf_docs/DataSubReq_Yearend_04_00_08.pdf Building General Information – 100% –DB record is required to be submitted for buildings in the reporting district Open now or closed on/after Oct 1, 2007 School Type: elementary, middle, junior high, high school, vocational, or special needs –Current %: DB records received ÷ district’s buildings that meet criteria Data Submission Requirements - Yearend

23 District General Information – 100% –DR record is required to be submitted for every EMIS reporting district whose status is open in OEDS –Current %: 0% or 100% Data Submission Requirements - Yearend

24 District Testing Information – 100% –DT record is required to be submitted for every EMIS reporting district whose status is open in OEDS –If no testing, report grade NT row –Current percent: 0% or 100% –Only report non-state tests given across district Data Submission Requirements - Yearend

25 District Test record (default) Grade Level Accessed: NT Local assessment number: enter zeros Number of students taking assessment test: enter zeros Assessed students with disabilities headcount: enter zeros Administered with Accommodations/Modifications: - enter a N Accommodations/Modifications Headcount: enter zeros Alternate assessments provided: enter a N Alternate assessment headcount: enter zeros

26 Staff Demographic/Employment – 100% –All staff reported during the October (K) reporting period Includes Position Type = R - Regular Excludes October records with Position Status: –A - Contracted personnel - agency –I - Contracted personnel – individual –P - Leave of absence –U - No longer employed by district in this position Data Submission Requirements - Yearend

27 Student Demographic/Attendance – 100% –All students reported in October (K) as being enrolled at any point during count week AND –All students reported in February (C) as being enrolled at any point during count week –(All 1x & 2x Attending/Home Statuses) Data Submission Requirements - Yearend

28 Student Course – 95% –Must have at least 1 student course record or a program code (Student receiving Preschool special education itinerant services +217xxx) –% of Time: > 0 –Excludes Attending/Home Status: ‘1Z’ Data Submission Requirements - Yearend

29 Early Learning Assessments – 100% –All 3 Tests combined into one measure Preschool Assessment (GGG) Preschool ASQ/SE Preschool ECO –Numerators and Denominators combined Data Submission Requirements - Yearend

30 Preschool Assessment (Get it, Got it, Go) –Includes Grade Level: ‘PH’ or ‘PS’; Age: by December 1; % of Time: > 0 or Attending/Home Status = ’26’, ‘1H’, or ’1I’ –Excludes Attending/Home Status:‘1Z’ –Enrollment Criteria Admission Date: < May 2 nd Withdrawal Date: Blank or > March 24 th –If Grade Level = ‘PS’, included if have one of the following course codes: Data Submission Requirements - Yearend

31 Preschool ASQ/SE Assessment –Includes Grade Level: ‘PH’ Age: by December 1; % of Time: > 0 or Attending/Home Status = ’26’, ‘1H’, or ’1I’ –Excludes Attending/Home Status: ‘1Z’ –Enrollment Criteria Admission Date: < May 16 th or Withdrawal Date: Blank or > December 1 st –In Addition Students who withdrew prior to October count week must have the fall assessment results reported at yearend Data Submission Requirements - Yearend

32 Preschool ECO Assessment –Includes Grade Level: ‘PH’ % of Time > 0 or Attending/Home Status = ’26’, ‘1H’, or ’1I’ –Excludes Attending/Home Status = ‘1Z’ –Enrollment Criteria Admission Date < May 16th or Withdrawal Date blank or > December 1 st Data Submission Requirements - Yearend

33 OGT Assessment – 100% –Criteria Grade Level: >= ‘10’ Fiscal Year Student Began 9th Grade (GK400): >= ‘2004’ Attending/Home Status –1x’s, excluding: '16', '1F', '1I', ‘1Z –2x’s between '22' and ‘27’, or ‘29’ Data Submission Requirements - Yearend

34 OGT Assessment - Continued –Enrollment Criteria Spring Administration –Admission Date: <= March 23, 2008 or –Withdrawal Date: Blank or >= March 10, 2008 Fall Administration –Admission Date: <= November 4, 2008 or –Withdrawal Date: Blank or >= October 22, 2008 Data Submission Requirements - Yearend

35 OGT Assessment - Continued –Submission of Test Record(s) Must have a spring admin test record for each subject OR A prior admin test record with a pass OR A prior admin test record indicating passage not required for graduation If LEP Status = ‘L’ –Reading & Writing test records not required (NLP) Data Submission Requirements - Yearend

36 OAT Assessment – 100% – Grade Level: –Attending/Home Status 1x’s, excluding: '16', '1F', '1I', ‘1Z 2x’s between '22' and ‘27’, or ‘29’ Data Submission Requirements - Yearend

37 OAT Assessment - Continued –Enrollment Criteria Admission Date: <= May 9, 2008 or Withdrawal Date: Blank or >= April 21, 2008 –Submission of Test Record(s) Must have a spring record for each subject OR A fall pass (3 rd Grade Reading Only) If LEP Status = ‘L’ –Reading & Writing test records not required (NLP) Data Submission Requirements - Yearend

38 OTELA Assessment – 100% – LEP Status = ‘L’, ‘Y’, or ‘M’ – Attending/Home Status 1x’s, excluding: '16', '1F', '1I', ‘1Z 2x’s between '22' and ‘27’, or ‘29’ Data Submission Requirements - Yearend

39 OTELA Assessment - Continued –Enrollment Criteria Grade Level = ‘KG’, ‘KH’, ‘PK, ’01’, ’02’ –Admission Date: <= April 4, 2008 or –Withdrawal Date: Blank or >= February 4, 2008 Grade Level = ’03’ – ’12’ –Admission Date: <= April 4, 2008 or –Withdrawal Date: Blank or >= February 25, 2008 Data Submission Requirements - Yearend

40 Special Ed Event – 90% –Must have at least one Special Ed Event reported Exception – if a district is out of compliance – no record can be reported –Students Included Disability Code: not = ‘**’ % of Time: > 0 OR Reporting District = Legal District of Residence –Students Excluded Reporting district is a JVSD Attending Home Status: 12 (Contract Career Tech), 16 (Non-Pub), & 28 (Resident reporting student at DYS) Data Submission Requirements - Yearend

41 Program Count – 90% –Ratio of FY07 and FY08 yearend data Current Percent = Pgm08 / Stu08 Pgm07 / Stu07 –Students Included (FY07 & FY08): –Grades: PS through 23 –% of Time: > 0 or –Attending/Home Status: Programs Excluded (FY07 & FY08): any program beginning with “4” Data Submission Requirements - Yearend

42 –Can’t Figure Out Why Not Meeting the Data Submission Requirements Read Report Explanation on ODE website Talk with your ITC Still unable to determine why the issue exists, submit Helpdesk Ticket All else fails – –Overrides Temporary –OAT –OTELA Regular –Student / Staff Missing –Program –Course –Special Ed Event (out of compliance) Data Submission Requirements - Yearend

43 –Reason to Request an Override Data valid and complete –Not able to meet final goal Significant changes in programs or populations –Not able to meet final goal –Reason Not to Request an Override Cannot meet weekly goals For final goals ≠ 100% –Can meet final goal, but would like to see 100% »ODE will close without consideration Data Submission Requirements - Yearend

44 –How to Request an Override Help Desk (CA Unicenter) through your ITC Missing – include reason with –Student – SSID »Do not include student name –Staff – Name and ID »Do not include staff SSN –Course – SSID »A missing course report will be available Program – Identify what has changed from last to this year, include the program codes impacted Special Ed Event – this means that the reporting entity is out of compliance and therefore no record can be submitted Data Submission Requirements - Yearend

45 –Notification Criteria Warning – Any reporting entity which does not meet that weeks requirements Out of Compliance – Any reporting entity which does not meet the current week, per the schedule, and has missed the same measure previously –Notifications Sent To –Superintendent –Treasurer –EMIS Coordinator Based on OEDS Only Data Submission Requirements - Yearend

46 –Warning Notification Begin based on May 30 th data submission Any district not meeting the Data Submission Requirements for that week Weekly notifications Data Submission Requirements - Yearend

47 –Out of Compliance Means –Notification of withholding when criteria is met –Impacts July and August payments Withholding actually occurs when –July Payments – criteria met for the identified submission dates and if following week(s) requirements are not met in time to update for payment file –August Payment – criteria met as of July 18 th Out of Compliance Dates identified are not set in stone –Awaiting the payment schedule from OBM Data Submission Requirements - Yearend

48 –Corrective Action Plans Types –Acknowledgment »Requires only Superintendent Signature »Withheld funds release process begins upon return of signed acknowledgment –Full »Requires more detailed information regarding identified issue »ODE review process »Withheld funds release process begins upon ODE approval of submitted plan Criteria Used –Posted on ODE website Data Submission Requirements - Yearend

49 SSID Reminders… Student should have only 1 SSID for entire school career If enrolled in another district in past, must use previously assigned SSID Last day to deactivate for yearend- July 1

Questions of FY08 Changes?? Remember the Helpdesk Up next…FY09 EMIS Redesign