summary of emis changes for october fy09 nwoca fall emis meeting october 2, 2008

Summary of EMIS Changesfor October FY09

NWOCA Fall EMIS MeetingOctober 2, 2008

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

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

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

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

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


• 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

District Level Changes

• Master Teacher count per building• Master Teacher count per district• Adding new record types for financial year-end

reporting (H)

8

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

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

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

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

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

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


14


• 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


• 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


16


• 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


17

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


• 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

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• 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


20


• 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


• 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


• 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


• 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


24


• 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


• 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


• 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


• 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

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)


• 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


• 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

Sample Screen for GI Records

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• Student Standing (FS) – Defines relationship or ‘standing’ of student to

the district– Admission, attending and residence detail


33


• 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!

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Sample Screen for FS Record

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• 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


36

Sample Screen for FD Record

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• 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


38

Sample Screen for FN Record

39

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

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

Questions ?

summary of emis changes for october fy09 nwoca fall emis meeting october 2, 2008

Documents

staff changes master

staff changes position

new element

staff changes assignment

new employment records

new record types

changes elements

summary of emis changes