1. CTE EMIS Conference October 19, 2018
Data Appeals
CTE EMIS Conference
October 19, 2018

2. Topics Data Appeals Data Review & Verification process
Frequently Asked Questions & Helpful Reminders
Upcoming CTE Specific Data Appeals
Questions

3. EMIS Data
Appeals

4. New webpage. Information available to districts about current and upcoming appeals

5. When To File An Appeal
If ‘substantive’ errors are found after a collection closes:
Evaluate the reporting issue by considering the impact on Report Card and/or Funding
Determine whether to appeal
If errors are found before a collection closes:
Correct the issues in your SIS
Continue data submission

6. In SAFE
Log into SAFE, click “Forms”

7. In the Forms Application
Select Data Appeal
Select Year, Click Search

8. Data Appeal Forms
Similar format
Five sections to complete

9. Approval The form must be approved to be submitted for review
Must press OK, if not this will not go through

10. EMIS Data
Review & Verification

12. Why are superintendents asked to sign off on EMIS data?
Superintendents are legally required to review and certify the quality of data.
Ohio Revised Code requires districts to report data in the statewide education management information system (EMIS) as outlined in ORC  Ohio Administrative Code  (G) requires district Superintendents and Treasurer to verify and approve all EMIS data for reporting purposes. Ohio Revised Code  (B) requires district Superintendents to certify average daily membership (ADM) figures in the Funding Certification Report used to calculate funding. Ohio Revised Code   in accordance with sections   and   of the Revised Code, may limit, suspend, or revoke a license as defined under section   of the Revised Code that has been issued to any school employee found to have willfully contributed erroneous, inaccurate, or incomplete data required for the submission of the five-year projection required by this section. 

13. Data Review & Verification Forms
Similar format
Four sections to complete

14. Who is required to approve the data review/appeal:
Fill out and save form:
EMIS Coordinator
Superintendent or Superintendent Designee
Approve the form (submits form to ODE):
Finance – Treasurer (only)
Funding – Treasurer (first), Superintendent (second)
All Others – Superintendent (only)
Finance appeal is just the treasurer, for both filling it out and submitting it

15. Frequently Asked Questions…

16. How does the Department notify districts of an open data review or appeal?
EdConnection
EMIS Newsflash
Twitter
Data Review/Appeals webpages

17. Where are step-by-step instructions for completing the data review/appeal?
Use the link

18. How can I verify my data review/appeal is successfully submitted?
The Completion Status of the form must be “Superintendent Approved”
Includes sample in which the district did not submit one appeal but did submit the second appeal

19. Benefits to Submitting Appeals Earlier in Appeal Window
The sooner you submit your appeal the more time you will have to correct your data
More opportunities to receive EMIS reports
More updated reports in the Secure Data Center

20. Can I get an extension?
Approval can be done online, or even on your cell phone
If your Superintendent is unavailable then the Superintendent designee (in OEDS) can approve the form
If an EMIS coordinator is out unexpectedly, the Superintendent or Superintendent Designee can fill out the form

21. Upcoming CTE Specific Data Appeals

22. CTE Assessment Appeals
EMIS is creating a Missing List for CTE Technical Assessments
Appeal for Career Tech Accountability Assessment Collection (FY19) (2019ACTSP)
Appeal likely in early December
Watch for EMIS Newsflash
Districts with approved appeals will resubmit data in EMIS

23. March Concentrator Appeals
Purpose: Opportunity to identify 'CTE Program of Concentration' data reporting errors in the past that are causing a student to be excluded from the 2019 March list.
Timeframe: Winter.
Watch for EMIS Newsflash

24. Rules for Inclusion in March File
Student was funded in a CTE workforce development course aligned to the reported program of concentration during the year that they were reported as a concentrator
“Left school" during the school year
Earned a diploma or dropped out

25. Appeal Spreadsheet

26. Appeal Spreadsheet
Download student spreadsheet with instructions and sample.
Accurately and completely, fill out spreadsheet. Failure to do so may result in your appeal not being accepted for further review.
Upload completed spreadsheet in the 'Upload Data' section of appeal.
Data supplied used to make corrections

27. Appeal Spreadsheet

28. File Requirements Data Element Description SSID
9-digit SSID (not local ID)
School Year Student was (or should have been) reported as a Concentrator
Current Program of Concentration
Current program code reported. If none was reported, please indicate "**"
New Program of Concentration
New program code.
Subject Code
6-digit subject code of the CTE class the student received CTE weighted funding as a CTE Concentrator. MUST align to the New Program of Concentration (per the CTE Program Matrix).
Did this student graduate or dropout during the school year?
*hint: answer should be “Yes”
Student should have either graduated or dropped out during the school year in order to be included in the 2018 March list.

29. File Sample
SSID
School Year Student was (or should have been) reported as a Concentrator
Current Program of Concentration
New Program of Concentration
Subject Code
Did this student graduate or dropout during the school year? AB A1 A0
010610
YES CD ** M1
174130 EF N0 N1
145090

30. Common Points of Confusion
Appeal is only for CTE Program of Concentration element reporting
Cannot appeal misreported course master, student-course, student demographic data
Cannot dispute CTE 26 or funding data

31. Common Points of Confusion
Student must have “left school” during the school year
This means anytime between the first day of your school year and the first day of the school year
If didn’t leave school, then report them as a concentrator during the FY2019 Student Collections
Do not submit an appeal

32. Common Points of Confusion
If a student who you reported as a concentrator moves to a new district:
Counts at the new district if the new district reports them as a concentrator
Counts at your district if the new district does not report them as a concentrator
Do not submit an appeal

33. Common Points of Confusion
If student is not on list who you reported as a concentrator, research before appealing:
Concentrator code aligns with the subject code the student was enrolled in?
Student got CTE weighted funding in that class?
Student left school in ?
Verify actually reported the concentrator code?

34. Common Points of Confusion
To remove student from the list who was never a concentrator, use Other Follow-up Status Element (GV660)
Option “X” Incorrectly reported as a CTE Concentrator
DO NOT APPEAL SUBMIT AN APPEAL

35. March (D) Data Review & Appeals
In April-May, after FY19 March Follow-up (D) Collection closes
Placement results
Industry Credentials, CTE assessments, etc.
Cannot appeal which students are in the March file at this point

36. Resources
For CTE data, policy and calculation related questions, contact the Office of CTE
Link to matrices
For data review and appeal questions, contact the Office of Data Quality

37. Questions?

38. education.ohio.gov

39. Social Media Ohio Families and Education Ohio Teachers’ Homeroom
ohio-department-of-education
storify.com/ohioEdDept
@OHEducation
OhioEdDept