EMIS Basics New EMIS Coordinator Training August 2016

Transcription

1 EMIS Basics New EMIS Coordinator Training August 2016

2 EMIS Overview EMIS Manual Collection Requests Helpful Information Questions Topics 2

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4 Education Management Information System (EMIS) EMIS is the statewide data collection system for Ohio primary and secondary education Data import system Local student, HR, and finance systems Rely on software vendors Standardized definitions and exports 4

5 Who Reports to EMIS? Ohio public school districts City, local, and exempted village Community schools Department of Youth Services (DYS) Educational Service Centers (ESCs) Joint Vocational Schools (JVSs) State schools School for the Blind School for the Deaf STEM districts 5

6 Major Functions of EMIS Streamlines state and federal reporting requirements Determines funding and distribution of payments Feeds local report card and accountability system Generates reports for various state and district uses 6

7 Importance of EMIS Reporting Meeting legislative requirements Majority of EMIS reporting is mandated by ORC or OAC Funding Nearly all district funding is generated through EMIS data Student FTE (full-time equivalency) Special Education weighted funding Preschool state funding CTE funding Federal programs 7

8 Importance, cont. Accountability Accountability measures on local report card District Teacher Student ODE business offices use EMIS data Various programs State/federal reporting Education-related research 8

9 Data Security Legislation FERPA Family Educational Rights and Privacy Act HIPPA Health Insurance Portability and Accountability Act of 1996 IDEA Individuals with Disabilities Education Act Student data protection ODE cannot have student names or SSNs Reason for State Student Identifier (SSID) SSID crosswalk not to be shared For EMIS reporting, only SSID is used 9

10 Role of the EMIS Coordinator Primary EMIS contact receives all EMIS correspondence for district Ensures EMIS data is collected and reported in accordance with ODE EMIS Manual on behalf of reporting entity Works with district staff regarding collection and reporting of data Verifies and disseminates information from reports to appropriate persons 10

11 Need for Collaboration EMIS data originates from a variety of sources Majority of student data will be input through your student information system (SIS) Learn who owns the data in your district Involve district staff in data verification Work with other districts Use to document and track communications and follow-up processes In other words: get it in writing! 11

12 Data Collected in EMIS Student data Staff data Course data District and building data Financial data 12

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14 EMIS Manual Overview 1. General Information 2. Student Records 3. Staff Records 4. Course Records 5. District/Building Records 6. Financial Records 7. Five-Year Forecast Records 8. Special Collections 14

15 EMIS Manual Web Page 15

16 EMIS Manual - Section Contents Revision History Coming Changes Table of Contents Required Collections General Guidelines Data Elements File Layout 16

17 Revision History 17

18 Coming Changes 18

19 Table of Contents 19

20 Required Collections 20

21 Data Elements Element name Record field number Definition Valid options Reporting instructions 21

22 Data Elements 1. Element name 2. Record field number 3. Definition 4. Valid options 5. Reporting instructions 22

23 Specified by ODE File Layout Create uniformity in EMIS processing Data is extracted from district student systems in the formats prescribed by these sections 23

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25 Collection Requests This is a draft of ideal reporting timelines and is subject to change The purpose of this table is to understand the concept of collections Do not use this table as an official source of collection request dates 25

26 Student (S) Collections Three main S collections for traditional districts Beginning of Year, Midyear, and End of Year Each collection has a different data focus Once a student is reported, he/she must be reported throughout the entire year Two main S collections for community schools/stem districts Beginning of Year and End of Year Each collection has a different data focus Once a student is reported, he/she must be reported throughout the entire year 26

27 Additional S Collections Retention Reporting All Grades Opens in August This is the only opportunity to report Retained Status Element (FN070) Student Cross Reference Continuing students must be submitted to the SCR Collection within 30 days of the start of school Student changes admissions and withdrawals must be submitted to the SCR Collection within 30 days (t/o school year) 27

28 Calendar (C) Collections Two collections Initial District calendar May July Includes start and end dates, planned exceptions (i.e., holidays, PD), etc. This is at a minimum; can submit more if available Final Detailed calendars August July Updates to planned exceptions Unplanned exceptions for closures/delays due to weather, illness, etc. 28

29 Calendar, cont. Includes District/Building Records All calendar submissions require both DL and DN Records 29

30 Assessment (A) Collections Summer 3 rd Gr Reading Fall 3 rd Gr ELA & Reading Fall End of Course Fall Early Learning Summer & Fall OGT Fall DORP Spring DORP Spring Alternate Spring OGT Non-Statewide Accountability Spring End of Course Spring State Assessments Grades 3-8 Career Tech Accountability Spring Early Learning OELPA 30

31 Staff and Course (L) Collections Two collections First Certification HQT Final CTE funding impact End of Course exam reporting requirements Record types Staff records (CI, CK, CJ, CC, CL, CP) Course records (CU, CN, CV, CM, GN) 31

32 Graduate (G) Collection Graduation elements on FN, FA, GC, and GP Records Report only students who received a diploma from your school 32

33 Graduation Requirements Progress (R) Collection Graduation requirements progress elements on FN and GC Records Report prior year s non-grads 33

34 March Follow-Up (D) Collection CTE elements on GV and FA Records Report data for students designated as career technical concentrators in prior school year 34

35 Financial (H, P) Collections Financial (H) District/Building revenue, expenditures, and receipts Federal and state reporting requirements Five-Year Forecast (P) Historical 3 years Projected current +4 years District revenue, expenditures, and other funding items State reporting requirements 35

36 Financial (H) Records Five-Year Forecast (P) Records 36

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38 References and Tools EMIS Manual EMIS Submission Requirements Release notes Missing reports Gen issues Data Collector Reports EMIS Newsflashes Your ITC EMIS Website! ( 38

39 Trainings and Presentations ODE EMIS Trainings at ITCs EMIS New Coordinator August November* Spring* OAEP and OEDSA EMIS Alliance 39

40 EMIS Reports Provide validation and feedback regarding your EMIS data Available via the data collector Highlight Missing data Invalid data values and combinations Missed goals and requirements Include cross-district data checks Do not wait on EMIS reports to begin validation of your district s data (EMIS Alliance training!) 40

41 Other Data Systems OEDS (Ohio Educational Directory System) Districts responsible for maintaining information Roles define level of access to other applications ODDEX (Ohio District Data Exchange) SCR (Student Cross Reference) History SOES (School Options Enrollment System) CCP (College Credit Plus) Hosted by SSDT (State Software Development Team) SAFE (Security Application for Enterprise) Works with OEDS Provides access to secure applications 41

42 Other Data Systems, cont. SDC (Secure Data Center) Many reports you will need or be asked for Local report card folder District level School level Your friend for LRC data! SSID (Statewide Student Identifier) Used to obtain and manage student IDs Regulated by IBM 42

43 Reminders Do not submit SSNs or student names to EMIS via /phone/helpdesk ODE cannot have personally identifiable information Once a student is reported to SCR, then must report all year May mean reporting with an 81 ITC is first line of contact Submit early and often Do not wait for complete data or for EMIS reports 43

44 Where to Go For Help Subject specific coordinators at the district Special education coordinator Testing coordinator Curriculum coordinator EMIS coordinators from other districts ITCs ODE website ODE EMIS Helpdesk (via ITC) EMIS phone/ 44

45 Additional Help ODE business centers Policy issues (not EMIS reporting instructions) Area finance coordinators Inter-district issues SSID/IBM helpdesk via the ITC Duplicate SSIDs 45

46 How We Communicate with You 46

47 Questions? 47

48 education.ohio.gov 48

49 Social Media Ohio Families and Education Ohio Teachers Homeroom ohio-department-of-education OhioEdDept 49