1. Ohio Department of Education FY 10 EMIS Changes Presented by: David Ehle, EMIS Data/QA Manager Ohio Department of Education, Office of Information Policy & Management September 2009

2. Overview Some In, Some Out… Redesign & Data Manual Format/Structure Basic Student Changes Special Education Student Home Language 2

3. Overview Assessment Career Tech Courses and Credits Staff District/Building Financials (H and P) 3

4. Usual Cautions… This presentation is not meant to be a comprehensive list of all FY10 changes FY10 EMIS Manual, report specs, and Redesign users guide will be official references 4

5. Some in, Some out… All references to February gone… All reference to ELI gone… As needed, added STEM requirements –Two types of STEM schools Building of a specific district- Open Enroll Stand-alone entity –Only one stand-alone this year- Dayton area –Unless noted otherwise, STEM instructions in manual for this type 5

6. Redesign & Data Should not impact work in most districts, but for the record… –Some header elements may become filler –Header and Trailer record gone –Filler to 300 characters no longer required, but no impact if left on each row No longer support use of “@” to combine data from 2 files into same record type –Data required must be complete when flat file for a record type uploaded to Data Collector 6

7. Manual Format/Structure Options no longer listed in Ch. 5 –In Chapters 2-4 and file on ODE web site TBD Reporting instructions moved from some Appendices to relevant element Appendix B deleted- now list Assignment Areas in Ch. 3 7

8. Manual Format/Structure All footnotes incorporated into main text Reporting instructions at start of each record type in Ch. 5 moved to record section in Chs. 2-4 Updated language as needed (e.g., replace “SSDT load programs” with “Data Collector file upload process” 8

9. Basic Student Changes Updated options for Race/Ethnicity –Split A (Asian or Pacific Islander) into A and P –Update country list and/or option name on some options Updated options for Homeless Status element Clarified use of Building IRN and Attending Building IRN- when is district IRN allowed 9

10. Basic Student Changes No blanks in Accountability IRN (now report ******) Updated K reporting references regarding summer graduates Deleted Corporal Punishment Autism Scholarship Program coding/funding clarified If a Sent To % reported, should report attendance 10

11. Basic Student Changes Clarified some reporting instructions for new FY09 record types Collect single Grade Level field –ODE will not collect UG –Replicating processing that took place in aggs prior to FY10 –For each student If Grade Level not = UG, report current Grade Level If Grade Level = UG, report current State Equiv. Grade Level –Kept State Equivalent Grade Level name/position 11

12. December Child Count First year to be based on Special Ed events –GE record now reported in all major student periods except G Based on latest IEP event outcome effective on 12/1 12

13. December Child Count If outcome on latest IEP on record at ODE (FY09N or FY10M) not current LRE on 12/1, can update with new element –FN270 Updated December 1 IEP Outcome Element –Only reported in December –If no change, report **** (R&R TBD) 13

14. Related Services Many 215xxx program codes to be updated –Changes in Federal def’n and OAC –New descriptions for some codes –Some deleted –Some new 14

15. Final IEP Meeting Event New Date Type- FIEP IEP team meeting that is… –Last meeting prior to graduation –A new IEP is not completed –Student will continue to receive exactly same services for remainder of school year Only Date and Non-compliance (if needed) are reported with this Date Type 15

16. IEP Consent Withdrawn Event New Date Type- CIEP IEP is already in effect (IIEP, RIEP, TIEP) Parent revokes consent for student to receive services on this IEP Student no longer special ed Would have to start process at beginning to become special ed again Only report Outcome ID and Date 16

17. Preschool SE Specific Only DOR reports GE Record If no IEP effective with services as of 12/1, student will not count for unit funding No Split of Itinerant and Center-based –Report preschool spec ed teachers on one job –Delete 999413 assignment- now all 999412 Clarified reporting of PS ineligible students who do not 3 until after school year ends 17

18. Other Special Education IEEX option gone for RIEP- only need to report exit on RETR 2111xx Transition program codes gone- now only report as part of IEP event 210xxx and 217xxx LRE program codes gone- now only report as part of IEP event –If LRE changes (planned or unplanned) after IEP goes into effect, report value as of Dec 1 –If LRE is changed from what reported in prior year without a new IEP, use new December element 18

19. Student Home Language New element –Required for all LEP and Immigrant students for Federal reports –May be same, may be different from a student’s Native Language –Much longer list of options- see manual One option correction from draft to final version of manual- Swahili 19

20. Assessment End of the Proficiency Test era… no more 9 th grade record Clarify test reporting rules in context of new FS and FD elements Clarified who must report test records- changes for SE coop and Contract Career Tech No OAT Writing and Social Studies administered, so none reported, but options to remain for now… 20

21. Career Tech Changes in options, as usual, for –Subject Codes –Industry Assessments (vary by period) Elements on follow-up record will change –ODE will still provide file as have since FY08 –Data provided by ODE will change due to FY09 changes –ODE Keys from new database included for reference- no edits by districts 21

22. Courses and Credits Mapping rules clarified- at ODE now Program Builder Code deleted Provider IRN must be a different EMIS reporting entity or ****** (applies to program codes as well) Location IRN can be 999999 A few Math & Science subject code changes 22

23. Courses and Credits Delete Course Type –Replaced by elements added in FY09 (Curriculum, Delivery Method, Educational Option, & Student Population) –Many business rules updated to show equivalent. Examples: No HQT required if –Curriculum is PS, or –Delivery Method is CC, ET, or ID, or –Student Population is D8, DP, or PR Career Tech courses now Curriculum in format Vx –** no longer valid on new elements- choose best –See Appendix Y for suggested crosswalk 23

24. Courses and Credits Graduation – Core Summary (GC) in K –Reported for grade 9-12 students in CW –Students who, by status, could earn diploma from district in future –Graduation units earned as of start of school year- none of current year included –Also report CORE-related elements on FN record Graduation Credit Units (FN130) deleted Subject Area for Credit on Course Master updated to match values for CORE Area Code 24

25. Staff Removed K language about State Staff ID as optional Staff local ID cannot be 999999999 Same Race/Ethnicity updates as for students Master Teacher gone New LEP teacher assignment area (999365) ESP no longer a deduction 25

26. Staff New: Staff Summer Employment Separation Record (CL) –Optional record- can still report via regular Demo and Job –Will allow reporting of minimal data needed to show separation –Only for total separation from district over summer –Will facilitate reporting separated staff when data requirements change from one year to the next 26

27. District/Building Records Master Teacher elements deleted Add Scheduled 1 st Day Next Year to Yearend Building for grades 10-12 Fewer org types now required to report District records- see manual 27

28. Financials (H and P) Many changes dependent on –New FY10 & FY11 budget –Implementation of Federal Stimulus Funds Look for updates from ODE School Finance and Auditor of State New Special Education function codes (by grade level) Forecast- two new lines and 532 disclosure all related to Stimulus funds 28

29. Changes Yet to Come?? FY11 Race/Ethnicity changes –New Appendix Z- future FY requirements New LREs for Preschool- post-December FY10 optional, FY11 required Possible that ESCs and Community Schools will report the period P (5YF) May submission LEP Status update due to Federal accountability plan? New positions from budget? Other budget-related changes? 29

30. 30 Q & A