New EMIS Coordinator - Swoca

New 

EMIS 

Coordinator 

Part 1: 

General Overview and 

Reporting Period Requirements 

Elizabeth Davis 

SWOCA EMIS Support Services 

8/21/2012

New EMIS Coordinator 

This 3 part training series is intended to help new 

EMIS Coordinators that have 3 years or less 

experience in EMIS. 

Detailed classes and trainings are offered by 

SWOCA throughout the year. 

SWOCA also offers workday sessions for 

additional “one on one” training twice a 

month.

� EMIS 

AGENDA 

� The Role of the EMIS Coordinator 

� Where to Start 

� Where to get help 

� EMIS Reporting Periods 

� Preparing your EMIS Data 

� Putting it all together 

� Sending Data to ODE 

� ODE Reports 

� Web Resources

What is EMIS ? 

� Educational Management Information 

System (EMIS) 

� Established in 1989 by the Ohio General 

Assembly ORC section 3301.0714 

� EMIS allows ODE to gather information in a 

consistent and standard method from 

school districts 

� ODE began collecting data electronically 

in 1992

What Specifically is EMIS? 

Collection of detailed data 

� Student level 

� Assessments 

� Demographics 

� Special Education 

� Progression through the Ohio School Systems (SSID) 

� Course Data 

� Staff Data 

� Certification/HQT 

� Degree Level 

� Financial Data 

� Five Year Forecast 

� Expenditures/Cost Per Pupil (CPP) 

� District Level Data 

� Building Level Data

How is EMIS Used? 

� Local Report Card (LRC and ILRC) 

� CTE Performance Report 

� ODE District Profile Report (CUPP) 

� State Funding 

� ADM Monies 

� Unit money (preschool and CTAE) 

� Grants 

� Federal Funding 

� Title 1 money 

� Special Education (December 1 st Child count) 

� Stimulus 

� Grants 

� Analysis of data 

� Public Perception

Who Reports in EMIS 

� Public Schools 

� City, Local and Exempted Village 

� Community Schools 

� Department of Youth Service (DYS) 

� Educational Services Centers (ESC) 

� Joint Vocational Schools (JVS) 

� STEM Districts 

� State Schools 

� School of the Blind 

� School for the Deaf

The Role of the EMIS Coordinator 

What is an EMIS Coordinator? 

� General knowledge of the Education 

System and how it works 

� Good communication skills 

� Organizational skills and time 

management skills 

� Attention to detail 

� Pride in work and your district


Responsibilities of the EMIS Coordinator: 

� Coordination of all Student/Staff EMIS Data 

� Ensure collection of required EMIS data elements 

� Ensures data is reported in accordance with the ODE EMIS 

Manual 

� Meeting deadlines 

� Keep up to date on changes 

� Informing District Personnel of EMIS Changes 

� Coordinates 

� District and ITC 

� Between other school districts 

� Within own school district


Responsibilities of the EMIS Coordinator: 

� Distributing Local and State Reports to 

appropriate personnel 

� Cleaning up EMIS errors or getting the correct 

District Personnel to correct the errors 

� Knowing when not to make the decisions and 

when to ask someone else

Open Discussion Topic… 

What is your role as EMIS Coordinator 

� Are you coordinating all services? 

� What data will you be responsible for? 

� Are you responsible for correcting all 

errors? 

� What other job duties do you have?

Questions

Where to start… 

� Access 

� The EMIS Manual 

� Getting to know your District 

� Knowing your Software 

� Hook up with your ITC 

� Training/Conferences 

� EMIS Mentor 

� Relationships with District Personnel

Access 

What access do I need? 

� Data Collector (EMIS-R) 

� Flat File Editor 

� DASL or district’s student software package 

� USPS 

� Safe Account 

� Secure Data Center 

� OEDSR 

� STARS V2.0 

� Other Web Systems 

� SSID/IBM Website 

� VPN Account 

� Helpdesk 

� School Options Enrollment System (SOES)

The EMIS Manual 

EMIS Manual 

� FY13 Version not available 

� Under design change 

� Two versions of the Final Manual should 

be posted 

� Microsoft word 

� Changes from previous version denoted 

� Should match the change log 

� PDF 

� Clean Version 

www.ode.state.oh.us


EMIS Manual Breakdown 

� Chapters 

� Chapter 1 – General Information 

� Chapter 2 – Student 

� Chapter 3 – Staff 

� Chapter 4 – Building/District/Financial 

� Chapter 5 – Record layouts 

� Each chapter has a log of changes 

� Appendices 

� Appendix A– Contracted Staff Situations 

� Appendix C – Subject Codes 

� Appendix D – Position Codes 

� Appendix E – Program Codes 

� Appendix I – Required Records/Elements 

� Appendix Y


Chapters 2-4 Informational layout 

� Record Name (GI, FS, FN, etc..) 

� General Guidelines 

� Elements added/Removed 

NEW 

Elements Added to Record 

•CTE Program of Concentration Element (FN290) 

•Tech Prep Completer Element (FN280) 

Elements Removed from Record 

•CTE Concentrator Element 

•Strike through in text


Chapters 2-4 Informational layout 

� Elements listed 

� Record Field Number 

� Definition 

� Valid Options 

� Reporting Instructions 

☼ Date of Birth Element 

Record Field Number GI070 

Definition The date on which the individual being reported was born. 

Valid Options 

YYYYMMDD Year, Month, Day 

Reporting Instructions. A birth date of August 11, 2000, is to be reported as 20000811. Date of 

birth is used by ODE to calculate student age.


� Chapter 5 

� Formatting rules 

� Specific layout on how data must be sent to ODE 

� Data is extracted from district systems in the 

formats prescribed by this chapter 

� Appendices 

� Codes 

� Subject (Appendix C) 

� Position (Appendix D) 

� Program (Appendix E) 

� Other 

� Contracted Situations Reporting Instructions 

(Appendix A) 

� Required Records/Elements by Reporting Period 

(Appendix I) 

� Transition Information (Appendix Y)


� Updating the EMIS Manual during the Reporting 

Year (under design change for FY13) 

� Final version of EMIS Manual itself is not updated 

� Refinement and Rectification 

� Notified only through EMIS Newsflash 

� Refinement and Rectifications 

� Posted on the webpage with EMIS Manual 

� Log 

� By Chapter

Getting to know your district 

� Preschool Program 

� CTA (vocational) funding 

� Open Enrollment 

� Gifted 

� Does your district contract with an outside agency 

for Teacher staff? 

� Does your district contract with an outside agency 

for non-teaching positions? 

� Title 1 

� Targeted Assisted or School Wide 

� Coordinators 

� Who is SSID Administrator, SOES Administrator, 

EMAD Administrator, etc…

Knowing your Software 

� Become familiar with the student and staff 

software your school district uses. 

Examples: 

� DASL 

� Pentamation 

� ProgressBook 

� Data Collector 

� Helpdesk 

� EMIS Flat File Editor 

� USPS 

� SOES

Hook up with your ITC 

� Hook up with your ITC – Information 

Technology Center (SWOCA) 

� Meet with the EMIS department 

and Student Services team 

� SWOCA offers several training sessions 

to update you on the latest EMIS changes and 

reporting 

� Utilize the correct forum to ask questions and 

get the quickest response: Helpdesk

Training/Conferences 

Go to as many training and conferences as 

possible to keep up to date on student/staff 

software changes/upgrades and the latest EMIS 

information 

� ODE Trainings 

� OAEP 

� OEDSA 

� SWOCA 

� County EMIS Coordinator Meetings 

� Third Party Vendors 

� Microsoft Excel 

� Microsoft Access

Find an EMIS Mentor 

Find an EMIS Coordinator to be your “mentor”. 

� They can help you with best practices and 

also give you moral support you will need 

along the way. 

EMIS “Talk” Tuesday sessions at SWOCA 

� These open discussions with EMIS 

Coordinators are designed to share and 

go over best practices of hot EMIS topics

Relationships with District Personnel 

Establish relationships with District Personnel 

� Secretaries – Building personnel who input data 

� Coordinators/Business owners 

(Gifted, Testing, Special Education, Curriculum) 

� Principals, Directors and Guidance Counselors 

� Superintendents and Treasurers 

� Payroll Clerks and Human Resources 

� Transportation and Food Services 

� Everyone is useful

Where to get help 

Where can an EMIS Coordinator go to get 

help? 

� SWOCA 

� EMIS Coordinators 

� District Personnel 

� ODE 

� ODE Area Coordinator’s Office

EMIS Reporting Periods 

K – October Reporting 

� ADM Funding (exception Community Schools) 

� Local Report Card (LRC) 

� Special Education Funding 

D – March Reporting 

� CTA Funding 

N – Yearend Reporting 

� Local Report Card/Accountability 

G – Graduate Reporting 

� Local Report Card 

H – July Reporting (Financial) 

� Cost Per Pupil 

P – Five Year forecast (Financial) 

Timelines of reporting periods are posted on ODE’s website


October (K) 

Main Data Focus: 

� Student 

� Staff 

Data Uses 

� Funding 

� Accountability 

See Appendix I of EMIS Manual


October (K) Data Reported: 

� Student 

� Preschool – Enrolled on or before December 

1 st 

� School Age (K-12) – from beginning of school 

through end of count week 

� Funding based on first full week of October 

(known as count week) 

� Special Education changes through 

December 1st 

� Summer Withdrawals 

� Summer Graduates


October (K) Data Reported: 

� Staff 

� Employed during the October Count Week 

� Employed the current school year, but left 

prior to the October Count Week 

� Employed as of last year reporting, but left 

prior to start of current school year


October (K) Data Used for: 

� Student ADM – based on the October Count Week of 

prior year 

� Exception: Community Schools 

� Special Education Weighted Funding 

� State funding based on special education students with 

a valid IEP by end of count week 

� Preschool State Funding 

� CTE Funding 

� Federal Reporting Requirements 

� Federal funding based on special education students with a 

valid IEP on December 1 st of the current school year 

� Local Report Card/Accountability - Staff 

� Certification 

� Degree 

� HQT (Highly Qualified Teacher)


March (D) – CTE Workforce Development 

Follow-Up Record 

� Main Data Sources 

� Students (Career Technical Only) 

� Staff 

� Data Based On 

� Career technical students who were identified 

as concentrators during prior school years 

� Graduates or 

� Students no longer enrolled 

� Data Used For 

� Perkins – Federal Reporting Requirements


Yearend (N) 


� Student 

� Students enrolled at any time during the school year 

� Staff 

� Any staff member who was employed during the current 

school year 


� Funding 

� Open Enrollment – Current 

� Economic Disadvantagement – next year 

� Special Education – next year 

� Accountability 

� State and Federal


Yearend (N) 

� Challenges of this reporting period: 

� Timeline 

� School is out 

� Limited Staff 

� Results of assessments 

� What can you do? 

� Gather lists 

� Graduates 

� Special education students 

� Students who were not tested 

� Not required 

� Required but did not take test 

� Ensure testing results are loaded into your 

student software as soon as possible after 

receipt


Graduate (G) 


� Student 

� Current year graduates 

� Summer graduates 

� Core 

� Core subject and credits earned 


� State reporting requirements 

� Graduation rate – next year (Local Report Card)


July (H) 

� Main Data Focus 

� Financial 


� District/Building revenue, expenditures, and 

receipts 


� Federal and State reporting requirements


Five Year Forecast (P) 

� Main Data Focus 

� Financial 

� Historical – three years 

� Projected – Current + four ensuing years 


� District revenue, expenditures, and other 

funding items 


� State reporting requirements

Preparing your EMIS data 

� Use documentation/sessions from SWOCA to 

guide you throughout the reporting schedule 

� Validate your data with the Level 1 and Level 

2 reports from ODE through the Data 

Collector 

� Make sure your data is in place as early as 

possible and clean before the deadlines 

� Know the deadlines 

� EMIS reporting period timelines 

� Data Submission Goal requirements

Putting it all together 

EMIS drives funding and requirements for many State and 

Federal mandates: 

� ADM Funding 

� Special Education Funding 

� CTA Funding 

� Community School Funding 

� Discipline Reporting 

� Assessment and demographic subgroups 

� Disadvantagement 

� Ethnicity 

� IEP 

� Local Report Card and Accountability 

� (Performance Report for JVS) 

� District to District comparison 

� Public Perception

Sending Data To ODE 

Districts will use the Data Collector to submit their data to 

ODE. 

� ODE will publish a manifest/collection request that is 

made available in the Data Collector for specific 

reporting periods 

� Districts can then manually and/or use SIF Agent to 

upload data into the collector 

� District will then run through the processes of collecting, 

preparing, validating and submitting data to ODE 

� Districts can submit data daily to ODE – deadline is 

usually 5:00 PM (submission must be marked “received”) 

� Once ODE receives and processes data – Level 2 

reports should be distributed daily (M-F); post processing 

reports should be available bi-weekly

ODE Reports 

Reports for FY12 and FY13 will be 

available in 3 different areas. 

1. Data Collector 

� Level One Reports 

Examples: Validation Reports 

Student Missing and Staff Missing 

� Level Two Reports 

Examples: Student Overlapping dates, 

Staff Contract errors, etc.. 

2. FiscWeb (Post Processing) – SWOCA Website 

Examples: Career Tech, General Issues, 

General Missing Data, CTE, 

Enrollment, etc… 

3. Secure Data Center (SDC) – ODE’s Website

Here we go…. 

� Once ODE has published manifest in the data 

collector, you will then begin the processes of 

analyzing your data. 

� Districts will need to review their data uploaded in the 

collector looking for errors on validation reports and 

preview/review files. 

� Districts will also review reports sent by ODE via Fiscweb 

� Districts will review data on the Secure Data Center 

Collect… 

Prepare… 

Validate… 

Correct… 

Submit…

Web Resources 

ODE’s Website: 

� EMIS 

� Career Tech 

� Community School Page 

� SOES Corner 

� Testing 

� Financial 

Reports: 

� Fiscweb 

� Data Collector (Level I and Level 2 Reports) 

� SDC (Secure Data Center) 

DASL 

� EMIS Checklist

Questions

New EMIS Coordinator - Swoca

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