1. EMIS Overview Student

2. What is EMIS? Education Management Information System
There are 4 functions of EMIS
State and Federal reporting
Primary function of law is to streamline State and Federal reporting requirements for school districts
Funding and distribution of payments
EMIS provides a system for districts to provide information required to receive State funding and determine eligibility for Federal funding
Academic accountability system
EMIS enables both ODE and school districts to comply with State and Federal requirements
Statewide and district reports
Data collected through EMIS allows ODE to generate a variety of reports for policymakers, educators, administrators, education organizations and for policy and research needs

3. Four Categories of Data
Building and District data
School calendar, building square footage, nonpublic students evaluated for special education, ineligible preschool students, KG entrance birthdate
Financial Data
Expenditures, receipts, 5 year forecast
Staff Data
Demographic, employment information, course information
Student Data
Who the student is and everything they do in school

4. Who in the district contributes to your data?
What does your data validation process look like?
Who participates in your data verification process?
Who in your district updates/knows the data?
Who has a sense of ownership of the data?
Does your district have an EMIS Data Responsibility Sign-off list?
What conversations take place around the district data?

5. How is data submitted?
Depending on the collection that is being processed, up to 23 files are extracted out of Student Information.
In Student Information all data goes through a series of data verification depending on the collection.
All files are then transferred from Student Information into the Data Collector.
In the Data Collector each collection is collected, prepared, previewed, certified, and submitted.
Each collection goes through this process every time a change is made to the data.
Within the Data Collector Level 1 errors are identified and Level 2 reports are returned from ODE. Data is then posted to the Secure Data Center (SDC).

6. Some things to think about…
Does your EMIS Coordinator have help in verifying data?
Are district personnel looking at reports that are generated?
Do district personnel have the correct security access in Student Information to help verify the data?
What staff and student data is being used to update Local Report Card and Funding figures?

7. FY18 EMIS Reporting Periods
All Student Collections are in the ‘S’ report period:
Retention
Beginning of Year Student
Midyear Student
End of Year Student
Student Cross Reference
SOES Beginning of Year Student
SOES Student Contacts
SOES End of Year Student
There are two Calendar Collections – ‘C’ report period:
Initial Calendar Collection
Final Calendar Collection
There are two Staff Collections – ‘L’ report period:
Initial Staff and Course Collection
Final Staff and Course Collection

8. FY18 EMIS Reporting Periods
Additional Student/Staff collections
March Follow-up – ‘D’ report period
Graduation Reporting – ‘G’ report period
All Assessment collections are reported in report period ‘A’
There are currently fifteen Assessment collections that are reported each fiscal year
Financial Collections are reported in report period ‘H’ Financial
The Five Year Forecast is reported in report period ‘P’

9. What tools can districts use to help report/verify EMIS data?
There are many useful reports in Student Information that can be printed and reviewed for data accuracy. Some examples are:
R101A – Student Roster Detail
R102 – Student Roster by Membership
CRSE – Course report
R703 – Class Lists
There are many different EMIS verification processes in each reporting period. Some examples are:
UNCLEMIS – student demographic
DISCEMIS – discipline
MEMBEMIS – memberships
MAJOREMIS – majority of attendance IRN
ATTUPEMIS – student attendance

10. Tools – continued Verify – non-reportable students
Verify – student gifted records
Verify – student special education records
Verify – assessment data
CTRMEMIS - course and class list records
Verify – reportable courses
Verify – subject codes
There are many Ad-Hoc reports available in Student Information. All reports can be run in an excel format to allow users to sort and filter the data they need. Some examples are:
Reports to pull data from the FS/FD/FN tabs
5 credit rule check for high school students
Admission calendar comparison

11. Tools - continued
District administrators should have access to the SDC – Secure Data Center to view data already submitted. This data is used for District Local Report Cards.
District personnel should have access to ODDEX – Ohio District Data Exchange system. This system is used to facilitate data sharing and communication between EMIS reporting entities. Districts can see conflicts that impact funding and work with other districts to resolve issues. In some situations “flags” can be placed on students that will stop funding. Currently ODDEX houses the following modules:
Student Cross Reference
SOES
CCP
Tuition
Special Education
Assessment
Student Enrollment History

12. Tools - continued
The use of EXCEL to sort and filter data before and after data is submitted
EMIS manual located on ODE’s website
Report explanations located on ODE’s website
Checklist documentation located in Student Information in ?Help > Procedural Checklists > EMIS
Attend EMIS Trainings that are offered through OME- RESA and ODE

13. Things to think about…
Do you know who generates the funding data in your district?
Who is responsible for entering it into Student Information?
Is the communication network between these individuals and your EMIS coordinator working for your district?
Does your EMIS coordinator have the support and resources necessary to make sure your EMIS data is being reported correctly and in a timely manner?
Who monitors the different ODDEX sites?
Are you maximizing your funding potential?

14. The bottom line is…. Communication between personnel needs to occur
There is no ‘I’ in TEAM
Let’s go team!!