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NCOCC EMIS FY17 May Meeting
Sandy Sparr and Janet Snyder NCOCC EMIS Coordinators 5/25/17
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ODE – Stay Informed Education.ohio.gov SAFE OEDS Roles
EMIS Coordinator SDC – Student Level (SSID) ODDEX SOES ODDEX CCP ODDEX SCR ODDEX Tuition ODDEX Special Ed. coming soon ODE Subscriptions ODE EMIS News Flash ODE on Twitter State Reports LRC Local Report Card SDC Secure Data Center Collaboration Center (Administrators) Forms Data Collector Files Tab
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EMIS…It Takes A Village
EMIS Presentations Share with district employees Checklists Assign tasks Require sign off Share Reports ODE Reports Excel CSV Files Pivot Tables SDC Reports Early when possible
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Current Reporting Periods
17A Child Outcome Summary Assessment COS/ECO Preschool 17A Early Learning Assessment Preschool ELA 17A Fall 3rd Grade ELA & Reading Final Friday May 26th 17C Calendar Final 17L Staff & Course Final 17S Student Cross Reference
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Current Reporting Periods
17P 5 Year Forecast Traditional Districts Treasurer 17S SOES End of Year Community Schools 17S SOES Contacts 17S End of Year Student Final Traditional, JVS & ESC
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17H Financial Reporting Opening soon Treasurers
Data Collector instructions provided Treasurer may seek assistance from EMIS Coordinator to submit Districts requested to submit as soon as reporting period opens for MOE Maintenance of Effort verification Community Schools manually entering financial in EMIS Flat File Editor Report financial data early
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Where Kids Count WKC Level 2 WKC Handouts WKC Excel Checklist
End of Year - Final WKC Handouts WKC Excel Checklist Recent Updates to Checklist Filters Worksheets Missing Worksheet Data Validation Worksheets
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Where Kids Count MAJOREMIS Should I re-run in Update Mode? SI Update
Were the correct courses selected for EOC? Alternate Assessment Ad-Hoc? SI Update 9th or After FY 15 tab did not include students withdrawn after March 19 but prior to April 13, all students are updated with the correct IRN value 9th Prior to FY15 (OGT) - will use the EMIS subject codes , , , , and to determine if a student is taking American History or American Government Manual Entry – Non-Pub at District Expense and CE,CI or NI exception
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Assessment Reporting Completed In Process Coming Soon
17A Summer/Fall EOC 17A Summer/Fall OGT 17A KRA 17A Fall DORP In Process 17A 3rd Grade ELA Fall 17A Preschool COS/ECO 17A Preschool ELA Coming Soon Other Accountability Assessments Alternate Assessment Spring OGT CTE Assessments OELPA Spring DORP Spring EOC Spring NexGen 3-8
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Preschool Assessment COS/ECO Preschool ELA Manual Entry
6 mos. or more enrollment Student Entry Student Exit Less than 6 mos. enrollment Preschool ELA Bridge Report Import into SI - PS ELA (CSV File)
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Assessment – NexGen & EOC
Important Testing Dates: Upcoming & Archived Results Available 3rd Grade Spring ELA June 15th 3rd – 12th Spring ELA, Math, Science, Social Studies June 27th Don’t forget Discrepancy files!!! Fall EOC submitted Fall 3rd ELA & Reading – Due Friday May 26th EOC & NexGen – Import into SI - OCBA (TXT File)
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Assessments OELPA Alternate Assessment
Results Available Import into SI OELPA (TXT File) Alternate Assessment Import into SI OCBA (TXT File) ACT/SAT/AP/IB & Industry Credential Other Accountability Assessments Reporting 17G Graduate Reporting Industry Credential Also in 18D March Employee Follow-up Reporting Import into SI - Assessment Extract (CSV File) Manual Entry ACT Import 11th Grade file available soon All other grades file available from ACT at a cost to district
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Assessments DORP OGT CTE Assessment NWEA Fall Submitted Spring
Import into SI – DORP (CSV file) OGT Summer/Fall Submitted Import into SI – OGT (TXT file) CTE Assessment Work Keys & CTE Assessments (Webxam) 18D March Employee Follow-up
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TGRG 3rd Grade Reading Guarantee
K-3 Diagnostic Testing AO - Assessed, On Track NO - Assessed, Not on Track RN – Required, Not Completed ** - Not required or Not Assessed Located on FN Record Report appropriate Reading Improvement and Monitoring Plan (RIMP) interventions Education.ohio.gov Topics > Data > EMIS > Documentation 2.9 Program Codes GQ 151500, Report Grade Level Next Year = 03 for any 3rd Graders with Reading subscore below 42 K-3 Literacy ELA Scaled Scores
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TGRG Reading diagnostic results: Any student enrolled 30 or more days
Required Math diagnostic results: Grades 1 to 2 Writing diagnostic results: Grades 1 to 3 Reading diagnostic results: Grades K to 3 EX – Exempt from Diagnostic Assessment Significant COG Disability – Exempt from TGRG If assessed more than once during the school year, report only initial results Don’t forget Retentions!!! Not on Track Reports StudentInformation SIS Student Search Filter EMIS-DC Students Attributes No Date (FN).csv
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Attendance & Withdraw Yearend Attendance Reminders
For Sent Reasons “PS”, “NP” , “PI”, and “MR”, report School Year attendance at Yearend For Sent Reasons “AU” or “JP”, the School Year days for the time the record was effective should be zero FC Student Withdrawal Override Previously used only to fix Missing Student Report Additional options when using this record: Graduates with incorrect withdrawal data (formerly waiver) Student withdrew in prior year May not eliminate ODDEX errors FL Summer Withdrawals reported to ODDEX SCR but not FC record
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Retentions Grade Level Next Year = State Equivalent Grade Level TGRG
Check CAREFULLY!!! SIS Student Search Grade Level & Grade Next Year =IF(D2=E2,"Retained") Merge FD & FN record State Equivalent Grade Level (FD) Grade Level Next Year (FN) Assistance in Open Lab NCOCC Excel End of Year FN Checklist Detailed instructions Keep report for FY17S Retention Reporting
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Special Ed. Detailed Instructions Coming Soon Are events up to date?
Missing Events FTE Adjustment – Disability No IEP Merge FD.csv & GE.csv (xIEP event) Verify FE.csv – Special Ed. Exemptions Special Ed. history coming to ODDEX 3 years of history Special Ed. Adjusted FTE New Column added NCOCC FTE Excel Checklist requires update for new field Please note documentation that refers to columns or cells may be off by a column until the documentation is updated
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Special Ed. FTE report adding Special Ed FTE to the report
If the student has a disability, the Special Ed FTE will be zero If student has an adjustment because of not having an IEP or time lapse of a valid IEP, the Special Ed FTE will be less than the regular FTE field If providing services and don’t have the IEP reported, report a NIEP IEP not done within the 30 days If the IEP is in place and student is receiving services district needs to report the IEP and will get the weighted funding If the student is a transfer in and the district is providing services but haven’t adopted the IEP, district can report an NEIP Having an ETR without the IEP being done doesn’t warrant funding because the IEP has to be in place and services provided in order to receive funding
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Gifted Acceleration (FB) Updated Acceleration Examples in EMIS Guide
Required for students taking assessments in subjects higher than current grade level Required for both Gifted & Non-Gifted Students Student Accelerated 1 year for 2 consecutive years beginning in FY15 FY15 Acceleration Count = 1 FY16 Acceleration Count = 1 FY17 Acceleration Count = 0 Grades 1-8 Student Acceleration (FB) AND Student Acceleration Grades 9-12 Student Acceleration (FB) Updated Acceleration Examples in EMIS Guide
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Gifted Mass load Gifted Records Check Carefully
All No’s Helpdesk Check Carefully Student Gifted (GG).csv Filter for each column = Y create a worksheet Send data to be verified by Gifted Coordinator Total Gifted Screened, Assessed, Identified & Served and Dates by subject area Each Total, new worksheet WKC Excel Checklist – Gifted WKC Verify Gifted FAY Share with Gifted Coordinator
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Program Codes Check carefully!!! Education.ohio.gov
Topics > Data > EMIS > Documentation > 2.9 Program Codes GQ Filter Program Codes (GQ).csv Separate Worksheet for each program code Sort by building Ablebits Use Split Table by Program Code and/or Building Pivot Tables
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Graduates 17G SI Grad Checklist FN Graduate Tab
Core Economics & Financial Literacy Core Fine Arts Core Grad Requirement Exemption Date Met Exempt from Phys. Ed. Expected Date of Graduation (blank for most) Diploma Date/Type OGT Grad Alternative Military Compact
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Graduates Graduate Withdrawal Dates Diploma Date
VERY IMPORTANT Missing 99 withdrawal reason will cause 17G Grads to not be reported as Graduates Check Student Standing (FS).CSV Sort/Filter by Withdrawal Reason=99 Diploma Date Grade Level Next Year = GR Diploma Type Foreign Exchange Graduation Plan
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Graduates New Diploma Types Added * -Not Applicable 1 -Regular Diploma
2 -Academic Diploma with Honors 3 -Diploma received in another state via Military Compact 4 -International Baccalaureate Honors Diploma 5 –Career Tech Honors Diploma 6 –STEM Honors Diploma 7 –Arts Honors Diploma 8 –Social Science and Civic Engagement Honors Diploma
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Graduates Retained Completed Course Requirements – Did NOT Pass OGT
Did NOT complete course requirements Did NOT withdraw Grade Level = 12 Grade Level Next Year = 12 Completed Course Requirements – Did NOT Pass OGT See Graduate Decision Tree OGT ONLY No Courses Grad Only Registration Wizard
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Graduates Resident Attending Elsewhere 41 Withdrawal Reason
Withdrawal date Graduation date of educating district Recommended OR DOR last day of school Risk Overlapping date error in Student Cross Reference District decision Errors Helpdesk
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Graduates Special Ed. Under 21 PCTC (Project Search) Report
Grade Level = 12 Grade Level Next Year = 23 Diploma Date = 00/00/0000 Diploma Type = ** Do NOT Withdraw!!!
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Graduate Reports Gen Issues Grad Longitudinal Grad
ITC_IRN_COORD_date.TXT_2017X_GEN_ISSUES Grad ITC_IRN_COORD_date.CSV_2017G_STU_GRAD_TEST_REQ ITC_IRN_COORD_date.CSV_2017G_STU_GRAD_DUP Grad Info Longitudinal Grad ITC_IRN_COORD_ CSV_2017G_STU_LONG_GR_2015_4Y ITC_IRN_COORD_ CSV_2017G_STU_LONG_GR_2016_4Y ITC_IRN_COORD_ CSV_2017G_STU_LONG_GR_2017_4Y ITC_IRN_COORD_ CSV_2017G_STU_LONG_GR_2018_4Y ITC_IRN_COORD_ CSV_2017G_STU_LONG_GR_2014_5Y
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Graduate Reports Longitudinal Grad Reports Check for errors Y/Y = Good
N/N = Student will not count Y/N = Student will be counted as a drop out Determine if student reenrolled or reenrolled elsewhere Be sure new district is using same SSID Could require SSID delete on SSID website Incorrect withdrawal data Student Withdrawal Override (FC) Cohort dates cannot be changed Base on first time student is reported as 9th grade student in any Ohio public district Verify FY17 9th Grade students Fiscal Year Began 9th Grade for future Grad rate
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Graduate Reports Education.ohio.gov SAFE SDC Traditional Districts
LRC Grad Reports Work in Progress Reports for Analysis > Graduation Legacy Graduation Rate 4-Year Graduation Rate Current Data 5-Year Graduation Rate Current Data Graduation Rate Customizable Traditional Districts District Reports Community Schools School Reports
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Graduate Reports SDC No Names Data Drill Home Easy Fix
SSID – Student Identifier Home Export Excel with plain text No Names Easy Fix Excel > Ablebits > Merge 2 Tables or VLOOKUP ITC_IRN_COORD_ CSV_2015G_STU_LONG_GR_2015_4Y Need Assistance Contact NCOCC or Open Lab
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Other End of Year Homeless Unaccompanied Youth Discipline Migrant
Not in the custody of parents Y/N Student no longer required to be homeless Discipline Migrant Immigrant 504 LEP Disadvantagement
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CTE Concentrators Program Codes
Career Assessment (requires employee ID) WECEP JOG CTE Single Parent Subgroup CTE Academic Intracurricular Program Codes 41000x
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Staff Resource Officer District pays directly
Report Staff demographic/employment District contracts with Police Dept. Report a Contract Only Record (CC)
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Preschool Preschool Courses Location IRN
For all preschool courses report the IRN of the physical location of the course, even if the physical location is in another district building, ESC, or private entity
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District & Building Information
DT District Test All students in a grade assessed Non-State Assessments Don’t forget Testing Record NT – No Test If Grade level testing was not given a NT record is required to be reported
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District & Building Information
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District & Building Information
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District & Building Information
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District & Building Information
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District & Building Information
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District & Building Information
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District & Building Information
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EMIS Meetings ODE & NCOCC EMIS June Meeting EMIS Open Lab
June 15th NCOCC 9am-Noon SDC Prep For Success NCOCC Course Excel Checklist NCOCC Student Excel Checklist Yearend Follow-Up Reports ODE 1pm-3:30pm EMIS Open Lab May 31st 9am-4pm June 9th 9am-4pm June 12th 9am-4pm June 28th 9am-4pm OAEP Handouts Conferences Spring Conference Sunday Handouts Monday Handouts Tuesday Handouts
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