1. Handy Helpers for EMIS Reporting Survival
Heidi Rhodes

2. Courses Staff Special Ed Gifted Testing Acceleration LEP Free/ Reduced
EMIS
Courses
Staff
Special Ed
Gifted
Testing
Acceleration
LEP
Free/
Reduced
Grads
CTE
Enrollment/
Demographic
Discipline
Program Codes

3. Handy Helper #1: Team Effort
Relationships and Communication
Be up front with concerns
Ask for info early
Software components are interrelated
EMIS reporting doesn’t dictate how we educate our students…
But there is often an EMIS impact to the decisions we make related to this

4. CHecklists

5. Handy Helper #2: ODE Alerts
Examples:

6. Handy Helper #3: Retention reporting
Send out to the buildings at the end of the school year
Resend prior to start of new school year so the Retained Status element can be entered (pink column)

7. Handy Helper #4: Student Status Codes
StudentInformation > Management > School Administration > Student Codes Administration > Student Status Codes
Make these more specific so you can search for students easier
OLD - LEGACY

8. Student Status Codes - Examples
Name 
Overall Student Status
Description A
Active Resident Attending BCSD
Active
Resident attending BCSD
EALT
Education Alternatives
Inactive
Attends Education Alternatives
ESC
Education Service Center
ESC/PEP/Achievement Center
EVAL
Evaluation Only
Not attending - evaluation only students
GRAD
Graduate
Early Grads/OGT only students (non-attending grad)
HOME
Home Instruction
Home Instruction (not home-schooled) I N
Non-Resident Attends BCSD
Non-Resident (foster-placed) attends BCSD
NPNR
Nonpub - non resident
Nonpublic school student who is a resident of another city
NPR
Nonpub - Resident
Nonpublic school student who is a resident
OPEN
Open Enrolled - Resident
Open Enrolled Resident to Another District
PLAT
PLATO
Full-time PLATO student (computer as instructor; online courses)
RAE
Resident Attends Elsewhere
Non-pub district expense, Supt Agreement, Ombudsmen
RCPE
Resident Court Placed Elsewher
Resident Court Place (foster) - attends elsewhere
SCHL
Scholarship Participant
Autism Schol, Jon Peterson Scholar

9. Handy Helper #5: File Organization
Set up folders by Year/Collection
Within each folder
Level 1 folder
Folders with date of each preview or submission
Review Files
To Do
Resolved

10. To Do & Resolved Level 1 reports in Workbooks
Start in “To Do” and when all errors are cleaned up/resolved, move to “Resolved”
Keep notes in extra columns to track what you have done and follow-up items
Color code what you have corrected and believe to be resolved for the next submission vs. what you are still investigating

11. Creating a Workbook Right click on the tab at the bottom of the sheet.
Select Move or Copy…

12. Creating a workbook (cont)
Select the workbook that contained your previous Level 1 errors
The current sheet will now be a new sheet in the workbook.
You can right click and rename it with the date

13. Colors, notes, and Groups (example)

14. Group COlumns
Select the columns you want to group together

15. Group Columns (Cont)
Click the Data Tab
Click Group

16. Group Columns (cont)
Click on the + or – symbol to expand or hide your columns

17. Handy Helper #6: Grad Verification
StudentInformation > EZ Query > Reports > SIS Student Search
Filter:
State Equivalent Grade Level=12, 23, 13
all statuses except inactive
Include: First Name, Last Name, EMIS ID, SSID, Student Status, Sent IRNs, etc.
Use this list as a basis for grad verification

18. Grad verification list
Begins as a list for counselors/HS staff & EMIS Coordinator to track potential graduates so no one gets lost in the shuffle

19. Grad Verification list (cont.)
Using VLOOKUP, you can use your list to check against Grad Info, Longitudinal Grad reports, SDC counts, and Prep for Success data

20. Grad Verification - SDC

21. Grad verification – grad rate

22. Handy Helper #7: VLOOKUP (in Plain english)
The job of the VLOOKUP is to look for a value (either numbers or text) in the left most column of a table.
Once it finds a match, the VLOOKUP will return a value from any cell in the same row as the match.
Excel Syntax:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
In plain English:
=VLOOKUP (this value, in this list, get me the value in this column, [should I find an exact match?])
=VLOOKUP (what, where, column num, closest/exact match) (

23. VLOOKUP
Make sure your lookup value (SSID) is in the left most column of your spreadsheet
Utilize the function wizard to assist with creating the formula

24. Are my grads from the verification list counted as A “Y” in the long
Are my grads from the verification list counted as A “Y” in the long. grad numerator?
Click in a cell in a new column
Click the fx (Insert function icon)
Select VLOOKUP

25. =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
lookup_value – This is the what value

26. =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
This is the where argument
This argument is specified as a range of cells, and the vlookup will only look in the left column of this range.  
Also need to include the columns that we want to return a value from.  
As you click & drag over the columns, you will notice that the column number is displayed. Pay attention to the number of the column that you want to get your value from as this will be relevant in the next step.

27. =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
This is the column number argument.
The column number tells the VLOOKUP which column in the table_array we want to return as the result.  
It counts the columns from left-to-right based on the starting column of the table_array.

28. =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
This is the closest/exact match argument
Usually is FALSE
will look for an exact match to the value in the first column of the table_array

29. HH #8: Ad Hoc Memberships & Bulk profile update
StudentInformation > My Account > Ad Hoc Memberships
Can include students in different buildings throughout the district
StudentInformation > Management > Ad-Hoc Updates > Student Profile Bulk Update
Can only be done at the building level

30. Ad Hoc Memberships & Bulk profile update - (cont.)
Bulk Profile update will update all records districtwide if the students are in the ad hoc!
Be aware that it will only show counts for the students whose building you are in when you do the update, even though it updates all students in the ad hoc

31. Handy Helper #9: Other entity attendance reporting
Will not be overwritten when you run the Student Attendance (ATTUPEMIS) in update mode

32. HH#10: Pre-ID for End of Course with Ad Hoc Membership
Create an ad hoc membership using the Assessment Info tab

33. Pre-ID for End of Course with Ad Hoc Membership
In the Pre-ID export, select the building, then the subject area
Select the ad hoc membership from the drop down

34. HH #11: Pre-id – creating a list of student numbers separated by Comma
Create ad hoc membership of needed students
Run StudentInformation > EZ Query > Reports > SIS Student Search
Include student number

35. Pre-id (cont.) Open the downloaded file in Excel
Delete the row with the column header

36. Pre-id (cont.) Select & copy all cells with student numbers
Do not select the entire column, just the cells with student numbers

37. Pre-id (cont.) Click in cell B1
Click on the down arrow under the Paste icon
Select Paste Special
Select Transpose and click OK

38. Pre-ID (cont.)
Select column A
Right click and select delete

39. Pre-ID (cont.)
Click File, Save As
Save as type: CSV

40. Pre-ID (cont.) Open the file using Notepad, Wordpad, or Notepad++
Copy and Paste the student numbers with the commas into the Pre-ID Export

41. Handy Helper #12: Two handy programs
Evernote
Collect and store notes across desktop and mobile platforms
Notes are always with you, always accessible, always in sync.
PasswordGorilla
helps you manage your logins
stores all your user names and passwords, along with login information and other notes, in a securely encrypted file
A single “master password” is used to protect the file