NWOCA Spring 2012 EMIS Meeting Nwoca - Defiance/Fulton Rooms Wednesday May 16 th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions from the OEDSA/OAEP conferences

Today’s Agenda Introductions FY12N Yearend EMIS EMIS Reminders 12N Assessment Reporting 12D – 12G FY13 Update 2

Introductions NWOCA EMIS/Student Services staff New team members 3

General Student Changes Exemption from CORE requirements Military Compact students & OGT Admitted From & Withdrawn To IRNs 4

Assessment New tests in pipeline- can not continue current path A single record type for all assessments Add element to indicate which test the score is from (GA, GX, GO, GB, etc.) Only one score per row- so multiple rows for some tests (e.g., OTELA) FFE if vendor not ready 5

Assessment Move elements not related to scores to other locations –Test Building IRN now derived based on schedule for Math assessment for a particular building and grade level (N) –Required for grad to new record type (N) –Acceleration information to new record type (N) –No longer report INV, PNO, and NSA as scores- now Score Not Reported* 6

Assessment New Special Education Graduation Requirements record (FE record) Reported at time of IEP Only reported if a student is exempted from one or more OGT subject passes, or… If previously exempted but exemption removed 7

FE Record 8

Assessment New Acceleration record (FB record) Combines several elements in one place –Y4 accommodation from OAA record –Special rules for reporting Building IRN on test record of accelerated student –Acceleration count from FN record 9

FB Record 10

Building/District Record Redesign Building record to be split –Calendar information- own record by grade and attendance pattern –Report one row per grade/AP combo –Other dates, counts, or codes- 1 per row District record to have one data point per row- now have multiple rows 11

Building/District Record Redesign Building and District records have same layout for all reporting periods New data to be collected –Date of scheduled math administration –School Improvement Grant required data 12

Building Records- Days in Session Many issues with this data Significant impact on Open Enrollment and Yearend ADM if in error More GEN_ISSUES checks this year Days in session should equal total attendance days for full time all year student 13

Building Records- Days in Session Do not include calamity days unless made up with additional calendar days Do not include PD days for staff Do not include conference days Include days when students expected to attend 14

Building Records- Days in Session Kindergarten students –Days in session are whole numbers, so half day every day around 170 –Others also around 170 –For student attendance days, only full day every day at 170- others about half –All day alternate day 85/170 days, or 0.5 FTE 15

Work To Do Now Special Ed events- enter and/or log MOA and Accountability IRN cleanup Enter Score Not Reported test records IEP Future Fund and Open Enroll- be ready to collaborate 16

Reports No “new” reports, but may be in different locations –Manifest –Level 2 –Traditional –Secure Data Center 17

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PowerSchool 12N State Reports Start Page > Reports > Reports (State Reports) 12N Start Dates: For the start dates for these reports you will want to use your first day of school and for the end date you will want to use 6/30/2011. For the GE report your start date should be 6/1/2011 and your end date should be 5/31/2012, these would be the dates from the EMIS manual for this record type. 19

PowerSchool 12N State Reports FN Test Dates: March 19 for all grades except 3-8 March 19 for all Alternate Assessments (both OGT and OAA) May 10 for grades 3-8 (except students taking the Alternate Assessment) We have marked some of the reports which you will not need to run for 12N reporting. Don’t forget the report at the bottom of the page – some are new for FY12N these have a by them. If you have CJ records in the EMIS-FFE system, remember to load those into the data collector for 12N reporting 20

Reminders DN, DL (District>Building/District information) DN (District>Schools/Info) DT Program Codes, Gifted, Discipline EMIS-R Accounts Multiple Reporting Periods 21

Test Load Process Test Load DocumentationTest Load Documentation eSIS Test Load DocumentationTest Load Documentation PowerSchool Reminder – eSIS and Powerschool – don’t forget to load the Fall 2011 OGT results Remember to load your AASWD results and or any OTELA results available early MAY ODE’s Valid Test Combinations website 22

eSIS Assessment Reporting Run your extract as normal Take the assessment files – (GA, GM, GB, GS, GX, GF) *Do not Load (GA, GM, GB, GS, GX, GF) Into Data Collector* Import into the EMIS-FFE system This importing will convert the individual records into the new FA record Export FA out of the EMIS-FFE system Load into the EMIS-R data collector Schools using the FFE – You must download your file from the success website and manually enter it into the FFE on the FA tab. 23

PowerSchool 12G State Reports 12G Start Dates: For the start dates for these reports you will want to use your first day of school and for the end date you will want to use the day after your last summer grad but before your first day next year. For 12G reporting – the only record types you need are: GI – Student Demographics FN – Student Attributes – No Date FA – Student Assessment GP – Graduation Only GC – Student Graduation CORE Summary 24

12G/12D Update PowerSchool Mass update Diploma Date Retained Students District>District>Schools/School Info Uncheck the Exclude From State Reporting? Check box from Graduate building for G 25

Exclude From State Reporting? 26

12G/12D Update eSIS – Pre-scheduling Checklist Diploma Met Diploma Issued Retained Students Dates - First Day of school until the day after you last summer grad or before your first day next year. 27

Key Dates Yearend (12N) 5/10/2012 through 7/13/2012 March (12D) 5/14/2012 through 06/22/2012 Graduate (12G) 5/31/2012 through 11/16/2012 Financials (12H) 7/2/2012 through TBD 28

FY13 Changes These are proposed for FY13 and are subject to change. * Some slides taken or modified from ODE sessions from the OEDSA/OAEP conferences

New Student Data New Element: Attending Building IRN, Next Year New Element: County of Residence New Withdrawal Code: "Student Reported in Error" Student Summer Withdrawal Record Consider Add SAT and/or ACT

Special Education Student Data Peterson Scholarship Add instructions related to correctional facility SPED students Change reporting business rules for special education event "secondary planning" element

Special Education Student Data Special Ed Events - Non-Pub students Add "Amended IEP" as Special Education Event type Special Education Federal Follow-up Data Collection Process

Teacher/Student/Course Data Preschool Regular Ed Assignment Area Fund Source Updates Course Data - New Reports/Data Checks Teacher(s) of a course FY13 CTE Subject Code Changes

EMIS System Enhancements/Improvements Collect Calendar Info Admission & Withdrawal checks Review withdrawal code CTE Follow-Up (GV) record Codes no longer needed? –Position Codes - EBM –Special Program program codes –Dropout program codes

EMIS Manual Updates/Clarification Multi-District Preschool Reporting Court Placement Admission Date & Reason- when to update Capital Assets- Proprietary Fund? Combined Attendance Staff Reporting - Oct. Count Week vs. current

ODE Data Programs E-Transcript Student Records Exchange SOES Replacement Student Cross Reference

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