1. eSchool 18G-Graduation Collection
OAEP Spring Conference 2018
Terri Lynn Heslep - SPARCC

2. This presentation is not intended to cover every aspect of the Graduation Reporting Collection, but will focus on the processes in eSchoolPLUS to complete the necessary data elements for reporting. Please refer to the EMIS Manual and ODE EMIS Website for reporting requirements, information on graduation co-horts, and report explanations.
5/2/2018

3. Today’s - Graduate (G) Reporting Agenda
What is the Graduation Reporting Collection
Graduate (G) Reporting Timelines
Reporting Entities
Who is Reported in Period G
Student Maintenance in eSchool
Graduation Collection Record Types
EMIS Download Processes
EMIS Submission File
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4. What is the Graduation Reporting Collection?
The Graduation (G) Reporting Collection captures data related to graduating students. This data will include diploma information and all data necessary to verify that the student has met CORE and testing graduation requirements.
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5. Graduate (G) Reporting Timelines
Graduation (G) Collection
Opens: 5/4/2018
Closes: 10/19/2018
FY18 Graduate & Prepared for Success Data Review
Opens: 10/22/2018
Closes: TBD
FY18 Graduate & Prepared for Success Appeals
Opens: 10/22/2018
Closes: 11/2/2018
Note: These timelines are subject to change, please refer to the ODE EMIS Webpage for the most current timelines.
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6. Reporting Entities
Which Entities Must Report the Graduation Collection:
Traditional Districts
Community Schools
STEM Districts
State Supported Schools
Which Entities Do Not Report this Collection:
JVSDs
ESCs
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7. Who is Reported in Period G?
Records should be reported for all students who attended and graduated from the district during the school year, including early, current, and summer graduates.
Summer graduates are those students who graduate after the district’s graduation date, but prior to the 1st day of the next school year.
Resident students who attended either a JVSD or Contract Vocational District, and who receive their diploma from the resident district, are reported by the resident district with the graduation date, diploma type, and are withdrawn with reason 99.
The JVSD and Contract Vocational district withdraw these students with 99.
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8. Who is Reported in Period G? (continued)
Grad Only Students – students who were not educated in the current school year but earn their diploma. Report Courses Completed Date and Courses Completed IRN on the FN record.
Note: Instructions on subsequent slide.
Resident students who attended and graduated elsewhere (i.e. Open enrolled out) are withdrawn by the resident district with Withdraw Reason 41 or 45 and the Withdraw IRN of the district they are graduating from.
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9. Student Maintenance in eSchool
Optional: Create spreadsheet of current 12th graders.
Ask high school guidance to review and update spreadsheet to indicate those seniors who are graduating and those who are not, along with whether they will continue or be withdrawn.
Guidance department should complete all end of year mark reporting.
Note: Mass update graduation date if guidance wants this date included on the student transcripts.
Maintain student data on various Record Types.
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10. Graduation Collection Record Types
The following EMIS Record Types are reported in Data Set G: GI
- Student Demographic Record GC
- CORE Summary Record FN
- Student Attributes-No Date Record FE
- Student Special Education Graduation Requirement Record FC
- Student Withdrawal Override Record FA
- Student Assessment Record
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11. Which Assessments are Reported in G
AC – American College Testing (ACT) Assessment
AP – Advanced Placement (AP) Assessment
GE – End of Course Exam
GW – Industry Credential
GX – Ohio Graduation Test (OGT)
IB – International Baccalaureate Assessment
SA – Scholastic Aptitude Test (SAT)
WK – ACT WorkKeys Assessment
May add GQ – Program to capture certain Program Codes (see later slide)
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12. GI – Student Demographic Record
GI330 – First Name
GI340 – Middle Name
GI350 – Last Name
Registration> Entry & Reports> Student Demographic>Registration
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13. GC – Graduation Core Summary Record
GC060 – CORE Area Code
GC110 – Dual Enrollment Credit Earned
Scheduling> Courses> Building Courses> EMIS Course
Scheduling> Courses> Course Sections> EMIS Course
Note: High School course credit is enter on the Building Course Catalog and Master. College credit is enter on the EMIS Course screen.
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14. GC Record - continued GC070 – CORE Area Count
Student/Course Download for Period G has option called ‘CORE Validation File’ – when checked it will create 2 csv files. One provides totals for each CORE area and the other provides all the courses for each student with associated CORE areas.
The CORE values can also be viewed on the Student Download Summary screen – choose the GC record type.
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15. FN – Student Attributes – No Date
FN240 - CORE Econ and Fin Lit Req
FN250 - CORE Fine Arts Req
FN260 - Exempt from PE Grad Req
FN300 - CORE Grad Req Exemption
FN310 - Military Compact Grad Alt
FN120 - OGT Graduation Alt
Note: I am no longer seeing this field on the No Date screen, but this may not apply to many remaining graduates.
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16. FN – Student Attributes – No Date (continued)
Registration> Entry & Reports> Student Demographic> Academic
FN090 – Diploma Date (Graduation)
FN100 – Diploma Type
FN110 – eSchool determines this based on the students Entry/Withdraw 9th grade record.
Note: The ‘Ninth Grade Fiscal Year Override’ can be used for students for whom you do not have entry/withdraw records for ninth grade. Enter the fiscal year when the student began ninth grade.
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17. FN – Student Attributes – No Date (continued)
Registration> Entry & Reports> Student Demographic> Programs> OH616-EMIS Student Standing
SSID – this field updates the SSID field on the Personal Information page.
Registration> Entry & Reports> Student Demographic> Personal
FN230 – Yearend Reported State Student ID
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18. FN – Student Attributes – No Date (continued)
Grad Only Student Reporting
FN410 – Courses Completed Date
FN420 – Courses Completed IRN
Note: Grad Only students are no longer reported on the GP record type. The Courses Completed Date and IRN are reported as part of the FN record.
Note: Grad Only students are students who were not educated in the current year by the district.
These fields are completed under the Student Download Summary Screen, under the FN record. See next slide for instructions.
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19. Grad Only Student – Reporting Instructions
Go to Regulatory> EMIS Submissions> EMIS Downloads Search> Student Download Summary.
On the Student Search page, click on Advanced and enter criteria to find the previously enrolled student, which needs the Grad Only record.
Note: We have not received instruction on how to report students who were never enrolled in your district.
Click the name of the student, which will take you to the Student Summary Screen. Select the record type of FC and the View Type should be View History.
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20. Grad Only Student – Reporting Instructions (continued)
Enter data on the following fields:
Fiscal Year = 2018
Period = G
District IRN = enter your district IRN
Courses Completed Date= enter the date courses were completed (MMDDYYYY)
Courses Completed IRN = enter the IRN of where the courses were completed.
Make sure the ‘Override Download’ and ‘Record Edited’ boxes are checked so this record is retained when the next Student/Course Download is ran.
Make sure you click SAVE, then this record should get pulled to the FN Record during the 18G EMIS File Submission process.
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21. FE-Special Ed Graduation Requirement Record
This record is reported whenever an IEP determination is made to add, confirm, or cancel an exemption from the consequences of any graduation assessment and/or individual graduation assessment areas.
Registration> Entry & Reports> Student District-Defined> EMIS Special Ed
FE060 – IEP Date Type - pulls field GE100 - Date Type (Indicator)
FE070 – IEP Date - pulls field GE110 – Date
FE080 – Assessment Type Code (GE or GX)
FE090 – Assessment Area Code (i.e. ALG1, BIOL or C, M, etc)
FE100 – Exemption Flag (Y or N)
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22. FE-Special Ed Grad Req Record (continued)
Fields FE080 – Assessment Type Code, FE090 – Assessment Area Code, and FE100 – Exemption Flag are pulled from courses on the EMIS Special Ed screen, based upon which checkboxes are marked.
Any checkboxes marked under C, M, R, S and W will count as Assessment Type = GX, with the appropriate Area Code, and Exemption Flag=Yes.
Any checkboxes marked under ALG1, BIOL, etc will count as Assessment Type = GE, with the appropriate Area Code, and Exemption Flag=Yes.
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23. FC-Student Withdrawal Override Record
Formerly called Student Missing Override Record.
A Student Withdrawal Override (FC) Record should be reported for:
SSIDs appearing on the Missing Student Report and where an override is warranted,
SSIDs where the district failed to report a withdrawal that occurred in a prior school year,
SSIDs whose withdrawal was reported with an incorrect date or reason in a prior school year, and
SSIDs for whom the EMIS reporting entity has received new information since the withdrawal was reported which indicates that the withdrawal reason should be updated in order for the student to properly count within the longitudinal graduation rate.
This record is now reportable in Period S or Period G.
Note: For current graduates, the Withdrawal Date and Reason are reported in the Period S-Student Collections, on the FS-Student Standing Record.
See next slide for instructions on reporting the FC-Student Withdrawal Override Record.
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24. Student Withdrawal Override – Reporting Instructions
Go to Regulatory> EMIS Submissions> EMIS Downloads Search> Student Download Summary.
On the Student Search page, click on Advanced and enter criteria to find the student(s), which needs the Override record.
Click the name of the student which will take you to the Student Summary Screen, select the record type of FC-Student Missing Override Record and the View Type should be View History.
-Continue on next slide-
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25. Student Withdrawal Override (continued)
Enter data on the following fields:
FC020 - Fiscal Year = 2018
FC030 - Data Set/Period = G
FC040 - District IRN = enter your district IRN
FC050 - SSID = enter student’s SSID number that was used in the previous reporting year.
FC060 - Withdrawal Date (CCYYMMDD)
FC070 - Withdrawal Reason
Make sure the ‘Override Download’ and ‘Record Edited’ boxes are checked so this record is retained when the next Student/Course Download is ran.
Make sure you click SAVE, then this record should get pulled to the FC Record during the 18G EMIS File Submission process.
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26. FA – Student Assessment Record for Period G
Assessment Type:
AC – ACT…………………………………....
AP – AP……………………………………….
GE – EOC……………………………………
GW – Industry Credential…………..
GX – OGT…….…………………………….
IB – International Baccalaureate…
SA – SAT……….……………………………
WK – WorkKeys………………………….
Test Definition in eSchool:
ACT-1-1
AP-1-1
OHIO-AIR-ALL-ALL
OH-CTEIND-CERT-ALL-ALL
OHIO-OGT-ALL-ALL
IB – International Baccalaureate
SAT-1-1
WorkKeys-1-1
Verify that all the reportable assessment results have been entered for each Graduate on their Test History screen (Test Scores> All> Student> Test History by Student).
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27. eSchool EMIS Download Process
This is the process that seemed to successfully pull all the necessary Record Types for Period G, including summer FA-Assessment Records:
In next school year ( ) update the EMIS Configuration so that the Graduation Period starts on the first day of the current school year (i.e. 08/23/2017) and ends on the day before the next school year (i.e. 08/22/2018).
Regulatory> Setup> EMIS Setup> EMIS Configuration
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28. eSchool EMIS Download Process (continued)
In next school year ( ) run the Assessment Download for school year=2018 and download period G.
Regulatory> EMIS Submissions> EMIS Downloads> Assessment Download
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29. eSchool EMIS Download Process (continued)
In this school year ( ) update the EMIS Configuration so that the Graduation Period starts on the first day of the current school year (i.e. 08/23/2017) and ends on the day before the next school year (i.e. 08/22/2018).
Regulatory> Setup> EMIS Setup> EMIS Configuration
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30. eSchool EMIS Download Process (continued)
In this school year ( ) run the Student/Course Download for school year=2018 and download period G.
Regulatory> EMIS Submissions> EMIS Downloads> Student/Course Downloads
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31. eSchool EMIS Submission File
In this school year ( ) run the EMIS Submission File for school year=2018 and download period G.
Regulatory> EMIS Submissions> EMIS Downloads> EMIS Submission File
The merged Period G file will be available under your Tasks window. Copy this file to your computer and then upload into the Data Collector and proceed with Data Collector processes.
5/2/2018

32. Areas We Need More Details About
Most likely the GQ-Program record will be reported in Period G with new program codes to capture information on the ‘Seal of Biliteracy’ and ‘Ohio Means Jobs’.
Ohio Graduation Pathway Data – points are now appearing on new graduation reports, which must be pulling from the eSchool Graduation Requirements setup screens.
5/2/2018