1. EMIS FY 11 Changes Presented by: Linda A. Pohto – ESMOC
State Software Development Team – eSIS
Student Services Coordinator – eSIS EMIS
Teresa Williams – SSDT/NWOCA
Director of Student Services/EMIS

2. Overview General Student Changes Special Education Changes
Assessment Changes
Career Tech Changes
Course Related Changes
Processing Changes
Other Changes 2

3. New Admission Reasons For PS and KG students who already have SSIDs
Early Childhood students, less than 3
Only used by Ohio Department of Health
Value = 8
Student previously enrolled in Early Childhood
Used by district
Student will have an SSID assigned by Ohio Department of Health programs
Value = 9 3

4. eSMOC SSID form
ESLEM01

5. Community Schools - Dual Enrollment
Allowed for students who wish to enroll in resident district for CTE program
Does not apply to JVSD or any other district compact
Community school will still serve as ‘resident’ district for reporting of IEP, test scores
Resident district reports the same as a contract CTE provider would report data 5

6. Community School - Dual Enrollment
Resident providing CTE program
Uses “L” as the How Received
Received from IRN is that of a community school
Percent of time must be adjusted
Community School
Uses “CR” as the Sent to Reason
Sent to IRN is Legal District of Residence 6

7. Student Race/Ethnicity
Changes were published in FY10 Manual
Now found in Chapter 2 of FY11 Manual
USDOE required
ODE only requires this for students, but other Federal collections (non-ODE) may require it for staff
Updates in USPS for staff
The data can be recollected for all students 7

8. Student Race/Ethnicity
The data must be recollected for all new students
Any student with admission date after July 1 regardless of reason
Flip in district of residence
Break in enrollment; withdrawal & readmit
Open enrollment that moves into your district
New enrollment at JVS or Career Tech 8

9. Student Race/Ethnicity
For most purposes ODE will use the Summative Racial/Ethnic element on the Student Demographic record
If not recollected, this value will be the same as it was in FY10
If recollected, will be derived based on new element and record
GI090
eSIS > ‘Race’ field on Basic Student Demographics
EMISFFE – Enter on GI record 9

10. Student Race/Ethnicity
New element on student demographic; Hispanic/Latino Element
Y = Hispanic/Latino
N = Not Hispanic/Latino
* = Not recollected
GI580
eSIS > ‘Ethnicity’ field on Basic student demographics screen
EMISFFE – Enter on GI record 10

11. Student Race/Ethnicity
Basic Student Demographics STU105 11

12. Student Race/Ethnicity
New record type
Student Demographic Race Detail (GJ)
Can further define Summative Race Element
Not all students will have this record
Enables reporting of more than 1 race
Options are similar to the old Race values minus the Multiracial and Hispanic
eSIS > Basic Student Demographics > Pop-up box for details; details create GJ record for EMIS
EMISFFE – Enter on GJ record 12

13. Student Race/Ethnicity
Basic Student Demographics STU105 13

14. Student Race/Ethnicity
Aggregations will check for valid combinations based on table in EMIS Guide, Chapter 2
See next slide
All errors will be at the fatal level 14

15. Student Race/Ethnicity15

16. Misc Student Changes Grad Only must now include a valid SSID
Added a new program code
Closing the Achievement Gap
Fiscal year started 9th grade no longer reported in October
Year-end only element
OAT now is OAA 16

17. Graduation Only - EMIS192 Grad Only now includes a valid SSID

18. Special Education Changes
Updates to LRE definitions on Outcomes
Update due to federal change
Released/announced in the spring
Affects Pre-school students only
IE51, IE53, IE55, IE56
If new values not used in FY10 “N” when reporting an IEP that will still be effective on Dec.1
Use FN270 to override
If old values are still in place on GE and FN270 is not completed, the student will fatal on ODE reports 18

19. PS Outcome change
Special Education Lite > More (SED900)

20. Special Education Changes
LRE override field FN270 – Word of caution
ODE will not allow districts to use this field for missed IEP reporting as was allowed in FY10
For FY11
Field will only be allowed to update an IEP already on file at ODE 20

21. Assessment Changes The usual Industry Assessment Updates
Annual Tech Assessment Updates
CTE Teaching Portfolio
GY records
Allows up to 3 digits
OTELA Summary Scores
GF records
No longer report the Comprehension & Composite values 21

22. ASQ/SE and ECE Programs
Additional students must be given ASQ/SE assessments
GS records
More students (non-handicap) must be given test and reported
Report ECE students new to program for FY11
Report all ECE students in FY12
Only required to administer additional tests in Fall window
Those with non-handicap reported only in “K” 22

23. Career Tech Changes Deleted Program Code 305005
CTE Program of Concentration Element added to FN record
Must enter primary program where student is a concentrator
“N” reported only
FN290
Tech Prep Completer was moved from GN to FN record
Student is a completer not a course the student takes
Tied to CTE major
Y/N value
FN280
Once a student is identified as a CTE concentrator, the student is a CTE concentrator for the rest of his/her schooling 23

24. CTE Program of Concentration
Student EMIS Detail Screen > EMIS Detail 3 (STU186)

25. Tech Prep Completer
Student EMIS Detail Screen > EMIS Detail 3 (STU186)

26. District CTE Tech Prep Consortium Mapping Record
New DC record type
Required by all districts operating a CTE tech prep program
If your district has VT or VP Curriculum codes, this record is required
Used to connect a district or building Tech Prep program to a Tech Prep Consortium 26

27. CTE Tech Prep Consortium Mapping
Mock up of future screen

28. Course Changes
Advanced Placement values added to the Curriculum Options Element
AP = Regular course Advanced Placement
VB = CTE Advanced Placement
Crosswalk in chapter 3 of Guide
Added new CTE Tech Prep Anchor to Curriculum Options Element
VP = CTE Tech Prep Cooperative Program Anchor 28

29. Course Changes New Codes for Courses; continued
OC New Curriculum Value
Expert contracted from Outside Company/Organization for Credit Flex
Contract with organization not an individual
Do not have to report any instructor
Use all 9’s
Not evaluated for HQT status
Additional guidance on Credit Flex still to come from ODE 29

30. AP VB values added to Curriculum
State Specific Course Maintenance (SROH050)

31. Course Changes New Codes for Courses CI = New delivery method
Computer as Instructor
Staff member provides no instruction
Staff member records grades only
To meet certification checks, must have Certification but not required in area of course
Course is not evaluated for HQT status 31

32. Course Delivery Method CI- Computer as Instructor
State Specific Course Maintenance (SROH050)

33. Course Changes Deleted Other Science subject code
Replaced in FY10 with more specific codes
Appendix C - CTE subject code updates
HQT IRN is not reported at Year-end; clarification only
HQT IRN must be a building IRN if a traditional district and not a contract staff member
For Curriculum values of PI, PS and OC, can report actual IDs, but must report CI and CK as well 33

34. District Reporting Changes
ITC IRN must be reported on DQ record
Element for K, N and H reporting periods
All entities will have to report a district record with this value
DQ270
If district reports an ITC IRN that does not match the OEDS ITC IRN, all district submissions will fail at ODE until corrected
ITC IRN’s listed in Chapter 4 34

35. December Reporting Cycle
December reporting cycle is eliminated
All data previously reported in December is moved to October
FN270 was December only element
Now October only element
If a student enrolls after Count Week and has a disability on December 1
Student must be reported as part of October 35

36. Data Submission Requirements
October “K” Reporting
Will be processed using aggregation routines
Processing opens the weekend of October 15 with weekly submissions
Closes 1 week earlier than usual due to federal requirements for data transfer; Closes January 21
Data Submission requirements posted on ODE web site
Verify access to web reports via NWOCA
Verify access to SDC 36

37. Changes to Look Forward To
Watch Appendix Z updates
FY12 changes are beyond are posted here
Implementation of EMIS-R
Revised Building record reporting
One record will be required for each grade level in a building 37

38. Changes to Look Forward To
Assessment changes
Records reported to ODE will be restructured
SOES
Data will be reported via monthly EMIS reporting cycles
Funding will be based on EMIS data reported, not what is in SOES
Flags only will remain in SOES 38

39. Questions 39

40. EMIS FY 11 Changes Presented by: Linda A. Pohto – ESMOC
State Software Development Team – eSIS
Student Services Coordinator – eSIS EMIS
Teresa Williams – SSDT/NWOCA
Director of Student Services/EMIS