1. Summary of EMIS Changes for October FY09 NWOCA Fall EMIS Meeting October 2, 2008

2. Summary of Presentation General list of changes More details for the changes – Elements affected – Not covered…Specific business rules for reporting of elements as these can be found in Chapter 2 and Chapter 3 of EMIS Guide See Appendices in EMIS Guide Appendix Y contains examples of specific reporting situations NWOCA Student Services Assistance via the USD Help Desk 2

3. Staff Changes Combining Position Codes Combining Position Status Codes Dropped many Assignment Areas New Special Education FTE New Master Teacher Status New Master Teacher Designation Year 3

4. Course Master Changes New CTE (Career-Technical) College credit element New Highly Qualified Teacher IRN New Course start date New Course end date New Science certification/licensure checks New Curriculum source for course 4

5. Course Master Changes New Delivery Method New Education Option New Student Population Removed Course status Removed preschool course codes New CTE subject codes Added Course Mapping to ODE submission data 5

6. General Student Changes Change in Preschool Disability code Changes to Special Education record Testing Records New Foreign Exchange Graduation Plan New Immigrant Status Removed Special Education Exit Date 6

7. General Student Changes Removed Withdrawal Date Test options for Career Tech Education (CTE) changed Update to State Equivalent Grade Level Program Code/record Changes Update to Preschool Assessments Likely new reporting period for graduates 7

8. District Level Changes Master Teacher count per building Master Teacher count per district Adding new record types for financial year-end reporting (H) 8

9. Staff Changes Position Codes – Many position codes being eliminated and replaced with a more general code which requires the use of an assignment area – Largest impact will be with position 205, 206, 207 and 211 These become position 230 with specific assignment area – Affects Staff Employment ‘CK’ and Staff Contractor ‘CJ’ records See Appendix D for list of Position Codes See EMIS Guide 3.2.2 for Mapping Table 9

10. Staff Changes Assignment Areas – Removed majority of Assignment Areas as they’re no longer necessary – Added 999414 - Special Education K-12 – Only 1 assignment area can be defined per Staff Employment record Districts will have to set up multiple jobs if a staff member has 1 position code with multiple assignment areas May affect Contractor Staff Employment ‘CJ’ records if new Employment records are added See Appendix B for list of Assignment Areas See EMIS Guide 3.2.2 10

11. Staff Changes Special Education FTE – Found on Staff Employment ‘CK’ record – New element for full time equivalency of position related to Special Education – Same calculation as regular FTE but for Special Ed instructors only See EMIS Guide 3.2.2 11

12. Staff Changes Master Teacher – Found on Staff Demographic ‘CI’ record – Method by which a teacher meets the requirement for Master Teacher – Eligibility determined by district based on criteria defined by the Educator Standards Board Master Teacher Designation Year – Found on Staff Demographic ‘CI’ record – The fiscal year the teacher is designated a Master Teacher See EMIS Guide 3.2.1 for details 12

13. Staff Changes Position Status – Eliminated transitional position status values of R - Returning from leave of absence D - Active/new position in district N - New to district O – Retired/Rehired – All these become a status of C – Current position within the district 13

14. Staff Changes Position Status continued… – Position Change ( break in employment service ) Update existing Staff Employment records with a separation reason and a separation date and Add a new Staff Employment record with a new position start date and all other required fields Do not update existing record for new position This is not new but rather now enforced by ODE May affect Staff Contractor ‘CJ’ records due to local contract code connection See EMIS Guide 3.2.2 for details 14

15. Course Master Changes Added element for CTE College Credit earned – CTE course can earn college credit – Only by agreement between district and college Highly Qualified Teacher IRN element – Used to determine where a course will count in the HQT calculations – Most often will match Location IRN – Report “******” when not a HQT subject area See EMIS Guide 3.2.5 for details See Appendix C for list of HQT subjects 15

16. Course Master Changes Course Start and Course End dates – Date the course starts and ends in the current school year – Critical for courses when date might affect a funding determination or Federal reporting requirement such as CTA (Career Tech) – Only required for preschool course 196095 and CTA courses See EMIS Guide 3.2.1 for details 16

17. Course Master Changes FY09 is last year for Course Type to be reported – Course Type Versus New Course Attributes – Adds greater flexibility in reporting actual situation Data replaced with 4 new elements (attributes) – Curriculum – Delivery Method – Education Option – Student Population Optional for FY09 – Attributes can be default value of ‘**’ for this October See EMIS Guide 3.2.5 for details 17

18. Course Master Changes Removed preschool course codes – 180250,180260,180270,180280,180290,196096 & 196098 Preschool Courses that remain – 180050 Early Childhood Education – 196095 Early Education of the Handicapped New code added – 180108 PS course in self-contained classroom New CTE (Career Tech) subject codes See Appendix C for complete descriptions 18

19. Course Master Changes Course mapping ( Cross Reference ) added to ODE submission – Aggs and data entry programs have allowed the course mapping – Aggs internally mapped courses and sent the result to ODE – ODE will now get the end result and the detail used to create the result 19

20. General Student Changes Disability Condition – Removed preschool disability code 11 – Replace with disability code 16 Can only be used with grade PS Can no longer have KG with preschool services – Must have specific disability condition See EMIS Guide 2.3.3 for details 20

21. General Student Changes Student Subject Data (GN) – Enrollment Start Date – Enrollment End Date Use when the student is an exception to the start and stop dates on the Course Master record –OR- when it affect funding and/or State or Federal reporting – Course status (active/inactive) element removed See EMIS Guide 2.5 for details 21

22. General Student Changes Special Education (GE) record – IEP Test Type Projected format of required tests of Standard (STA), Alternate (ALT), and Standard with Accommodations (STA) – Effective Outcome Beginning and Ending Dates – Removed use of Special Education Exit date found on old Student Demographic GI record – New Outcome ID and Outcome Date combination replaces this element – Use outcome ID’s rather than 210xxx/217xxx program code as previous years – Secondary planning element –result of transition planning on the IEP for students 14 and older See EMIS Guide Chapter 2 for details 22

23. General Student Changes Foreign Exchange Student Graduation Plan – Status of a student as it relates to the student’s graduation plans. – Determines which OGT test subjects are required to be reported See EMIS Guide 2.3.3 for details 23

24. General Student Changes Immigrant Status Flag – Based on Federal definition – If a student Is age 3 through 21 Was not born in any US state or territory Has not been in attendance at one or more US schools for 3 years Considered an immigrant for Federal purposes Very-very few exceptions See EMIS Guide 2.3.3 for details 24

25. General Student Changes Removed Withdrawal Date – New Event Record dates replace this element State Equivalent Grade Level – If ‘Grade Level’ = UG State Equivalent can not be blank (**) – ODE uses State Equivalent Aggs will issue a fatal error if encountered Preparation for FY10 when Grade Level will be eliminated See EMIS Guide 2.3.3 for details 25

26. General Student Changes Student Program Code Changes (GQ) – Enrollment Start Date – First day enrolled in program – Enrollment End Date – Last day enrolled in program – Added 305010 - CTE Student who is Parenting – Added 120020 - Seniors to Sophomores – Gifted Rule (Ohio Administrative Code) Changes Two service codes deleted, two added Not a direct change from old from FY08 to new for FY09 – Removed 218xxx Documented Deficits codes – Removed 60000x Hurricane Displacement codes See Appendix E for complete list See EMIS Guide 2.6 for Program Code details 26

27. General Student Changes Preschool Assessments – Now report test administration if before October count week and the student withdrawals before count week – New district Relationship element indicates who reports scores If multiple entities need to report, there is a tie breaker, both do not report See EMIS Guide 2.3.2 for details 27

28. General Student Changes New reporting period for graduates – Implementation planned for Summer 09 – Additional flexibility to report grads correctly – Combines yearend and summer graduate reporting – Still in planning stages – Regardless of what needs to be reported for graduation OGT still will be reported only at yearend 28

29. Major Student Changes Elimination of Student Attendance ‘GK’ record Split of Student Demographic ‘GI’ and Student Attendance ‘GK’ data into 3 new data files GI – Student Demographic ( cut down GI ) FS – Student Standing ( new ) FD – Student Attributes with date (new) FN – Student attributes without date (new)

30. Major Student Changes Effective Dates – Found on FS and FD records – Will provide ODE with continuous values for all elements – Open records versus Closed records Records with an end date are closed – defines prior event Records with blank (zeroes) in end date are open Open records are considered “current” 30

31. Major Student Changes Student Demographic (GI) – Primarily elements related to SSID – Single record per student – Main record for student lookups – Just basic data, no longer defines the relationship between student and district See EMIS Guide 2.3.3 for details 31

32. Sample Screen for GI Records 32

33. Major Student Changes Student Standing (FS) – Defines relationship or ‘standing’ of student to the district – Admission, attending and residence detail See EMIS Guide 2.3.2 for details 33

34. Major Student Changes Student Standing ‘FS’ continued… – Examples of fields include Tuition type – New! Attendance counts Effective dates – New! SSID Percent of time Admission and Withdrawal reason District Relationship – New! Sent To and How Received – New! 34

35. Sample Screen for FS Record 35

36. Major Student Changes Student Attributes – Effective Date (FD) – Effective start and stop dates drives entry of records – Contains student characteristics that could change over time and where the date of the change can have an impact. Examples: Disability LEP Status Mid year grade level changes See EMIS Guide 2.3.3 for details 36

37. Sample Screen for FD Record 37

38. Major Student Changes Student Attributes w/o date (FN) – Remaining elements from GI and old GK – Elements for a specific reporting period Generally only a few elements from this record type are included in each reporting period – No new elements, same reporting rule as in past – Only a single record per school year per student See EMIS Guide 2.3.4 for details 38

39. Sample Screen for FN Record 39

40. District Level Changes Master Teacher Total counts – Total number of staff eligible for Master Teacher designation – Count per Building reported on Building Fall (DF) – Count per District reported on District Fall (DQ) See EMIS Guide Chapter 4 40

41. Online Documentation FY2009 EMIS Manual (Guide) – Chapter 2 – Student Data – Chapter 3 – Staff Data – Chapter 4 – District/Building Data – Appendix B – Assignment Areas – Appendix C – Subject Codes – Appendix D – Position Codes – Appendix E – Program Codes – Appendix Y – Reporting Situations

42. Questions ?