EMIS Tips for Student Services Staff Dave Dixon August 2014

Overview What is EMIS? Enrollment vs. Attendance Verifying Student Starts Reporting Student Withdrawals Reporting Student Situation Changes Reporting Student Courses (K-12) Reporting Assessments

What is EMIS? EMIS - Education Management Information System; the means by which schools and ESCs submit student and staff data to ODE Beginning in the ESC will submit student data throughout the school year

Enrollment vs. Attendance Student Enrollment – All dates for which the student is enrolled in an ESC program, including the first and last days. Student Attendance – Students are either Present, Absent (Excused), or Absent (Unexcused) for each day enrolled. CHECK: The total number of days present and absent equals the total number of days enrolled.

Enrollment vs. Attendance Example: A student is enrolled for 180 days. The student was present for 169 days and had 10 excused absences and 1 unexcused absence. Days Present + Absences = Days Enrolled (169) + (11) = 180

Verifying Student Starts If a student is scheduled to start in a class on a given date, but does not attend on that date, then report that the student as absent for the days not attended If a student never attends, then report the “no show” situation to your coordinator  5 Day Window & 30 Day Window

Reporting Withdrawals A Withdrawal Form must be submitted for all students who withdrawal from an ESC program Withdrawal Date - the last day the student was enrolled in the program (not necessarily the last day present) If you are unsure of a withdrawal date, contact your coordinator

Reporting Withdrawals All Withdrawal Forms must indicate: –(Confirmed) Withdrawal Date –Withdrawal Reason –Total Days Present –Total Excused Absences –Total Unexcused Absences 5 Day Window & 30 Day Window

Reporting Student Situation Changes A Student Situation Change Notification must be submitted to your coordinator when there is a change of: –Student Start –Classroom –Program/Service –Schedule (including AM/PM Preschool) –Exiting or Entering Special Education –Change to a student’s District of Residence

Reporting Student Courses (K-12) K-12 Teachers must submit a Special Ed EMIS Course Form for each student These forms should only be completed for one teacher of record and one student per form If you are unsure of the HQT Reason applicable for a particular course contact your coordinator

Reporting Assessments The ESC collects and reports assessment data for the following: –Preschool Assessments: ELA, ASQ & ECO –Third-Grade Reading Guarantee (K-3) –Physical Education Evaluations (K-12) If a student was not assessed for any reason (incl. withdrawal) be sure to indicate why Always double-check that you’ve provided assessments for all students in your class before sending

What if I don’t know what to report? If you have questions about a student’s situation, status, or how to fill in the student’s information on a form, it is better to contact your Coordinator in advance of providing the information rather than guess.

Crunch Time The ESC often experiences delays in obtaining needed student information from school districts or parents However, the ESC often has to enter, verify, and provide student information back to districts, before they are required to provide it to the State

Thank You!