1. EMIS The fun never ends…

2. 2 Previously… EMIS data -- snapshot submitted once in January, December (special education, CTAE students only), February and June. ODE and the State Legislature need more information (at least that is what they tell us)

3. Sample…the old reporting method Student begins year at Edison Transfers to Washington in November Transfers to Edison In January EMIS reporting in October and February shows student at Edison No information about interim move October January February November

4. 4 The New F Records… EMIS has introduced three NEW Student Records: –FS: Student Standing Record There will be one of these each time certain data elements are changed –FD: Student Attributes-Effective Date Record There will be one of these each time certain data elements are changed –FN: Student Attributes-No Date Record Typically only ONE of these per student

5. 5 Data Elements Which Affect the New EMIS F Records The eight sacred data elements 1.Current Grade (FD) 2.Current School (FD/FS) 3.Federal Aid Code (FD) 4.Percent of Time (FS) 5.Special Needs Code (FD) 6.Status - now called How Received (FS) 7.Tuition Type (FS) 8.Withdraw from the Entry/Withdraw Screen (FS)

6. 6 Sample…the NEW reporting method October January February From conversion process student has new FS EMIS transaction record An FS record is added to report school change Another FS record is added to indicate school change Three FS Records submitted to ODE Another FS record is added to report school change Three FS Records sent to ODE From conversion process student has new FS EMIS transaction record An FS record is added to report school change From conversion process student has new FS EMIS transaction record An FS record is added to report school change Another FS record is added to report school change From conversion process student has new FS EMIS transaction record An FS record is added to report school change Three FS Records sent to ODE Another FS record is added to report school change From conversion process student has new FS EMIS transaction record An FS record is added to report school change

7. 7 So What… Effective MONDAY OCTOBER 6, you will see new screens in ADM2000! Changes to one of the eight sacred data elements will trigger a new screen in ADM2000 Will require you to choose between: a Modify of an FS and/or an FD record OR a Close/Open (create a new record) of an FS/FD record

8. 8 The New FD screen IF you change one of the eight sacred data elements in the student master record THEN, after pressing F2- Save on that screen, you will see this NEW SCREEN Most of the time click F5-Close/Open Only use F6-Modify if you are fixing something you CHANGED TODAY – otherwise call the help desk! CANNOT just click F2-Accept Do Not change anything on this screen! Just select Close/Open or Modify below

9. 9 Close/Open Dates The CLOSE/OPEN Option requires an END date for the previous information and a START date for the new information This is usually today and tomorrow! Press F2-Save

10. 10 Updated FD Screen New record shown on FD screen Press F2- Accept Do Not change anything on this screen! Just select Close/Open or Modify below

11. 11 FS Screen – Basically the Same Process as the FD Screen FS data elements which are changed on the student screen cause this new screen to be displayed Select either Close/Open (most likely option) or Modify Do Not change anything on this screen! Just select Close/Open or Modify below

12. 12 FS Date Screen The End/Start Date screen will be displayed if you selected Close/Open Change Dates if necessary NOTE: Modify option does NOT display a date screen – existing dates are used Press F2-Save

13. 13 Updated FS Screen Just like FD change – shows new record Press F2- Accept Do Not change anything on this screen! Just select Close/Open or Modify below

14. 14 School Code Changes Will see an FD screen AND an FS screen since this data element is tied to BOTH records ONLY option will be Modify (i.e. No Close/Open)

15. 15 EMIS COMMANDMENT 947: Thou Shalt BE TIMELY AND ACCURATE WITH ENTRY OF THE EIGHT SACRED DATA ELEMENTS Careless entry of the eight sacred data elements can cause an unholy mess in EMIS Timing of WHEN this data is entered is now more critical Multiple records are being created with this new requirement VERY DIFFICULT to fix a problem as more records are added EMIS Eight Sacred Data Elements 1.Current Grade 2.Current School 3.Federal Aid Code 4.Percent of Time 5.Special Needs Code 6.Status – (How Received) 7.Tuition Type 8.Withdraw from the Entry/Withdraw Screen

16. 16 Sample – Start to Finish Step 1: Change current grade and disability condition (as usual) Press F2-Accept on Additional Info Screen, then F2-Save on Student Master screen

17. 17 Sample – Start to Finish Step 2: Since changes made to FD data elements a NEW SCREEN appears Shows FD Record changes – press F5-Close/Open

18. 18 Sample – Start to Finish Step 3: Pressing F5-Close/Open triggers another NEW SCREEN with DATES Verify or change dates then Press F2-Save

19. 19 Sample – Start to Finish Step 4: FD screen is redisplayed with new record Press F2-Accept

20. 20 WARNING When changing one of the Eight Sacred Data Elements … F2-SAVE ON STUDENT SCREEN = MUST UPDATE THE F RECORD!

21. 21 EMIS COMMANDMENT 948: Thou Shalt ALWAYS call the HELP DESK Before Attempting to Modify an FS/FD Record After One Day Once an FS/FD Record entered, other records may be inserted for non- related changes to the SAME student record Modifying a record too long after its original entry increases the chance of additional records having been entered I hate my EMIS Help Desk job…

22. 22 STUDENT STATUS = HOW RECEIVED Since they had nothing else to do down there…in EMIS, Status has been renamed to How Received There are a few CODE CHANGES –see the handout

23. 23 IRN INDICATOR = HOW SENT And since they were renaming things…IRN Indicator has been renamed to How Sent There are a LOT of CODE CHANGES – see the handout

24. 24 Phantom Students You M-U-S-T ALWAYS enter an entry date and entry code for EVERY NEW STUDENT If missing, creates problem reconciling enrollment report to homeroom lists for enrollment counts. Is stored in new FS record and used to calculate the attendance days at each school for year- end report card. NEVER leave this blank YIKES!!!! Here is an actual ADM2000 record with NO ENTRY CODE AND NO ENTRY DATE! YIKES!!!! Here is an actual ADM2000 record with NO ENTRY CODE AND NO ENTRY DATE!

25. 25...and no matter what you do ALWAYS…