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<strong>New</strong><br />
<strong>EMIS</strong><br />
<strong>Coordinator</strong><br />
Part 1:<br />
General Overview and<br />
Reporting Period Requirements<br />
Elizabeth Davis<br />
SWOCA <strong>EMIS</strong> Support Services<br />
8/21/2012
<strong>New</strong> <strong>EMIS</strong> <strong>Coordinator</strong><br />
This 3 part training series is intended to help new<br />
<strong>EMIS</strong> <strong>Coordinator</strong>s that have 3 years or less<br />
experience in <strong>EMIS</strong>.<br />
Detailed classes and trainings are offered by<br />
SWOCA throughout the year.<br />
SWOCA also offers workday sessions for<br />
additional “one on one” training twice a<br />
month.
� <strong>EMIS</strong><br />
AGENDA<br />
� The Role of the <strong>EMIS</strong> <strong>Coordinator</strong><br />
� Where to Start<br />
� Where to get help<br />
� <strong>EMIS</strong> Reporting Periods<br />
� Preparing your <strong>EMIS</strong> Data<br />
� Putting it all together<br />
� Sending Data to ODE<br />
� ODE Reports<br />
� Web Resources
What is <strong>EMIS</strong> ?<br />
� Educational Management Information<br />
System (<strong>EMIS</strong>)<br />
� Established in 1989 by the Ohio General<br />
Assembly ORC section 3301.0714<br />
� <strong>EMIS</strong> allows ODE to gather information in a<br />
consistent and standard method from<br />
school districts<br />
� ODE began collecting data electronically<br />
in 1992
What Specifically is <strong>EMIS</strong>?<br />
Collection of detailed data<br />
� Student level<br />
� Assessments<br />
� Demographics<br />
� Special Education<br />
� Progression through the Ohio School Systems (SSID)<br />
� Course Data<br />
� Staff Data<br />
� Certification/HQT<br />
� Degree Level<br />
� Financial Data<br />
� Five Year Forecast<br />
� Expenditures/Cost Per Pupil (CPP)<br />
� District Level Data<br />
� Building Level Data
How is <strong>EMIS</strong> Used?<br />
� Local Report Card (LRC and ILRC)<br />
� CTE Performance Report<br />
� ODE District Profile Report (CUPP)<br />
� State Funding<br />
� ADM Monies<br />
� Unit money (preschool and CTAE)<br />
� Grants<br />
� Federal Funding<br />
� Title 1 money<br />
� Special Education (December 1 st Child count)<br />
� Stimulus<br />
� Grants<br />
� Analysis of data<br />
� Public Perception
Who Reports in <strong>EMIS</strong><br />
� Public Schools<br />
� City, Local and Exempted Village<br />
� Community Schools<br />
� Department of Youth Service (DYS)<br />
� Educational Services Centers (ESC)<br />
� Joint Vocational Schools (JVS)<br />
� STEM Districts<br />
� State Schools<br />
� School of the Blind<br />
� School for the Deaf
The Role of the <strong>EMIS</strong> <strong>Coordinator</strong><br />
What is an <strong>EMIS</strong> <strong>Coordinator</strong>?<br />
� General knowledge of the Education<br />
System and how it works<br />
� Good communication skills<br />
� Organizational skills and time<br />
management skills<br />
� Attention to detail<br />
� Pride in work and your district
The Role of the <strong>EMIS</strong> <strong>Coordinator</strong><br />
Responsibilities of the <strong>EMIS</strong> <strong>Coordinator</strong>:<br />
� Coordination of all Student/Staff <strong>EMIS</strong> Data<br />
� Ensure collection of required <strong>EMIS</strong> data elements<br />
� Ensures data is reported in accordance with the ODE <strong>EMIS</strong><br />
Manual<br />
� Meeting deadlines<br />
� Keep up to date on changes<br />
� Informing District Personnel of <strong>EMIS</strong> Changes<br />
� Coordinates<br />
� District and ITC<br />
� Between other school districts<br />
� Within own school district
The Role of the <strong>EMIS</strong> <strong>Coordinator</strong><br />
Responsibilities of the <strong>EMIS</strong> <strong>Coordinator</strong>:<br />
� Distributing Local and State Reports to<br />
appropriate personnel<br />
� Cleaning up <strong>EMIS</strong> errors or getting the correct<br />
District Personnel to correct the errors<br />
� Knowing when not to make the decisions and<br />
when to ask someone else
Open Discussion Topic…<br />
What is your role as <strong>EMIS</strong> <strong>Coordinator</strong><br />
� Are you coordinating all services?<br />
� What data will you be responsible for?<br />
� Are you responsible for correcting all<br />
errors?<br />
� What other job duties do you have?
Questions
Where to start…<br />
� Access<br />
� The <strong>EMIS</strong> Manual<br />
� Getting to know your District<br />
� Knowing your Software<br />
� Hook up with your ITC<br />
� Training/Conferences<br />
� <strong>EMIS</strong> Mentor<br />
� Relationships with District Personnel
Access<br />
What access do I need?<br />
� Data Collector (<strong>EMIS</strong>-R)<br />
� Flat File Editor<br />
� DASL or district’s student software package<br />
� USPS<br />
� Safe Account<br />
� Secure Data Center<br />
� OEDSR<br />
� STARS V2.0<br />
� Other Web Systems<br />
� SSID/IBM Website<br />
� VPN Account<br />
� Helpdesk<br />
� School Options Enrollment System (SOES)
The <strong>EMIS</strong> Manual<br />
<strong>EMIS</strong> Manual<br />
� FY13 Version not available<br />
� Under design change<br />
� Two versions of the Final Manual should<br />
be posted<br />
� Microsoft word<br />
� Changes from previous version denoted<br />
� Should match the change log<br />
� PDF<br />
� Clean Version<br />
www.ode.state.oh.us
The <strong>EMIS</strong> Manual<br />
<strong>EMIS</strong> Manual Breakdown<br />
� Chapters<br />
� Chapter 1 – General Information<br />
� Chapter 2 – Student<br />
� Chapter 3 – Staff<br />
� Chapter 4 – Building/District/Financial<br />
� Chapter 5 – Record layouts<br />
� Each chapter has a log of changes<br />
� Appendices<br />
� Appendix A– Contracted Staff Situations<br />
� Appendix C – Subject Codes<br />
� Appendix D – Position Codes<br />
� Appendix E – Program Codes<br />
� Appendix I – Required Records/Elements<br />
� Appendix Y
The <strong>EMIS</strong> Manual<br />
Chapters 2-4 Informational layout<br />
� Record Name (GI, FS, FN, etc..)<br />
� General Guidelines<br />
� Elements added/Removed<br />
NEW<br />
Elements Added to Record<br />
•CTE Program of Concentration Element (FN290)<br />
•Tech Prep Completer Element (FN280)<br />
Elements Removed from Record<br />
•CTE Concentrator Element<br />
•Strike through in text
The <strong>EMIS</strong> Manual<br />
Chapters 2-4 Informational layout<br />
� Elements listed<br />
� Record Field Number<br />
� Definition<br />
� Valid Options<br />
� Reporting Instructions<br />
☼ Date of Birth Element<br />
Record Field Number GI070<br />
Definition The date on which the individual being reported was born.<br />
Valid Options<br />
YYYYMMDD Year, Month, Day<br />
Reporting Instructions. A birth date of August 11, 2000, is to be reported as 20000811. Date of<br />
birth is used by ODE to calculate student age.
The <strong>EMIS</strong> Manual<br />
� Chapter 5<br />
� Formatting rules<br />
� Specific layout on how data must be sent to ODE<br />
� Data is extracted from district systems in the<br />
formats prescribed by this chapter<br />
� Appendices<br />
� Codes<br />
� Subject (Appendix C)<br />
� Position (Appendix D)<br />
� Program (Appendix E)<br />
� Other<br />
� Contracted Situations Reporting Instructions<br />
(Appendix A)<br />
� Required Records/Elements by Reporting Period<br />
(Appendix I)<br />
� Transition Information (Appendix Y)
The <strong>EMIS</strong> Manual<br />
� Updating the <strong>EMIS</strong> Manual during the Reporting<br />
Year (under design change for FY13)<br />
� Final version of <strong>EMIS</strong> Manual itself is not updated<br />
� Refinement and Rectification<br />
� Notified only through <strong>EMIS</strong> <strong>New</strong>sflash<br />
� Refinement and Rectifications<br />
� Posted on the webpage with <strong>EMIS</strong> Manual<br />
� Log<br />
� By Chapter
Getting to know your district<br />
� Preschool Program<br />
� CTA (vocational) funding<br />
� Open Enrollment<br />
� Gifted<br />
� Does your district contract with an outside agency<br />
for Teacher staff?<br />
� Does your district contract with an outside agency<br />
for non-teaching positions?<br />
� Title 1<br />
� Targeted Assisted or School Wide<br />
� <strong>Coordinator</strong>s<br />
� Who is SSID Administrator, SOES Administrator,<br />
EMAD Administrator, etc…
Knowing your Software<br />
� Become familiar with the student and staff<br />
software your school district uses.<br />
Examples:<br />
� DASL<br />
� Pentamation<br />
� ProgressBook<br />
� Data Collector<br />
� Helpdesk<br />
� <strong>EMIS</strong> Flat File Editor<br />
� USPS<br />
� SOES
Hook up with your ITC<br />
� Hook up with your ITC – Information<br />
Technology Center (SWOCA)<br />
� Meet with the <strong>EMIS</strong> department<br />
and Student Services team<br />
� SWOCA offers several training sessions<br />
to update you on the latest <strong>EMIS</strong> changes and<br />
reporting<br />
� Utilize the correct forum to ask questions and<br />
get the quickest response: Helpdesk
Training/Conferences<br />
Go to as many training and conferences as<br />
possible to keep up to date on student/staff<br />
software changes/upgrades and the latest <strong>EMIS</strong><br />
information<br />
� ODE Trainings<br />
� OAEP<br />
� OEDSA<br />
� SWOCA<br />
� County <strong>EMIS</strong> <strong>Coordinator</strong> Meetings<br />
� Third Party Vendors<br />
� Microsoft Excel<br />
� Microsoft Access
Find an <strong>EMIS</strong> Mentor<br />
Find an <strong>EMIS</strong> <strong>Coordinator</strong> to be your “mentor”.<br />
� They can help you with best practices and<br />
also give you moral support you will need<br />
along the way.<br />
<strong>EMIS</strong> “Talk” Tuesday sessions at SWOCA<br />
� These open discussions with <strong>EMIS</strong><br />
<strong>Coordinator</strong>s are designed to share and<br />
go over best practices of hot <strong>EMIS</strong> topics
Relationships with District Personnel<br />
Establish relationships with District Personnel<br />
� Secretaries – Building personnel who input data<br />
� <strong>Coordinator</strong>s/Business owners<br />
(Gifted, Testing, Special Education, Curriculum)<br />
� Principals, Directors and Guidance Counselors<br />
� Superintendents and Treasurers<br />
� Payroll Clerks and Human Resources<br />
� Transportation and Food Services<br />
� Everyone is useful
Where to get help<br />
Where can an <strong>EMIS</strong> <strong>Coordinator</strong> go to get<br />
help?<br />
� SWOCA<br />
� <strong>EMIS</strong> <strong>Coordinator</strong>s<br />
� District Personnel<br />
� ODE<br />
� ODE Area <strong>Coordinator</strong>’s Office
<strong>EMIS</strong> Reporting Periods<br />
K – October Reporting<br />
� ADM Funding (exception Community Schools)<br />
� Local Report Card (LRC)<br />
� Special Education Funding<br />
D – March Reporting<br />
� CTA Funding<br />
N – Yearend Reporting<br />
� Local Report Card/Accountability<br />
G – Graduate Reporting<br />
� Local Report Card<br />
H – July Reporting (Financial)<br />
� Cost Per Pupil<br />
P – Five Year forecast (Financial)<br />
Timelines of reporting periods are posted on ODE’s website
<strong>EMIS</strong> Reporting Periods<br />
October (K)<br />
Main Data Focus:<br />
� Student<br />
� Staff<br />
Data Uses<br />
� Funding<br />
� Accountability<br />
See Appendix I of <strong>EMIS</strong> Manual
<strong>EMIS</strong> Reporting Periods<br />
October (K) Data Reported:<br />
� Student<br />
� Preschool – Enrolled on or before December<br />
1 st<br />
� School Age (K-12) – from beginning of school<br />
through end of count week<br />
� Funding based on first full week of October<br />
(known as count week)<br />
� Special Education changes through<br />
December 1st<br />
� Summer Withdrawals<br />
� Summer Graduates
<strong>EMIS</strong> Reporting Periods<br />
October (K) Data Reported:<br />
� Staff<br />
� Employed during the October Count Week<br />
� Employed the current school year, but left<br />
prior to the October Count Week<br />
� Employed as of last year reporting, but left<br />
prior to start of current school year
<strong>EMIS</strong> Reporting Periods<br />
October (K) Data Used for:<br />
� Student ADM – based on the October Count Week of<br />
prior year<br />
� Exception: Community Schools<br />
� Special Education Weighted Funding<br />
� State funding based on special education students with<br />
a valid IEP by end of count week<br />
� Preschool State Funding<br />
� CTE Funding<br />
� Federal Reporting Requirements<br />
� Federal funding based on special education students with a<br />
valid IEP on December 1 st of the current school year<br />
� Local Report Card/Accountability - Staff<br />
� Certification<br />
� Degree<br />
� HQT (Highly Qualified Teacher)
<strong>EMIS</strong> Reporting Periods<br />
March (D) – CTE Workforce Development<br />
Follow-Up Record<br />
� Main Data Sources<br />
� Students (Career Technical Only)<br />
� Staff<br />
� Data Based On<br />
� Career technical students who were identified<br />
as concentrators during prior school years<br />
� Graduates or<br />
� Students no longer enrolled<br />
� Data Used For<br />
� Perkins – Federal Reporting Requirements
<strong>EMIS</strong> Reporting Periods<br />
Yearend (N)<br />
� Data Based On<br />
� Student<br />
� Students enrolled at any time during the school year<br />
� Staff<br />
� Any staff member who was employed during the current<br />
school year<br />
� Data Used For<br />
� Funding<br />
� Open Enrollment – Current<br />
� Economic Disadvantagement – next year<br />
� Special Education – next year<br />
� Accountability<br />
� State and Federal
<strong>EMIS</strong> Reporting Periods<br />
Yearend (N)<br />
� Challenges of this reporting period:<br />
� Timeline<br />
� School is out<br />
� Limited Staff<br />
� Results of assessments<br />
� What can you do?<br />
� Gather lists<br />
� Graduates<br />
� Special education students<br />
� Students who were not tested<br />
� Not required<br />
� Required but did not take test<br />
� Ensure testing results are loaded into your<br />
student software as soon as possible after<br />
receipt
<strong>EMIS</strong> Reporting Periods<br />
Graduate (G)<br />
� Data Based On<br />
� Student<br />
� Current year graduates<br />
� Summer graduates<br />
� Core<br />
� Core subject and credits earned<br />
� Data Used For<br />
� State reporting requirements<br />
� Graduation rate – next year (Local Report Card)
<strong>EMIS</strong> Reporting Periods<br />
July (H)<br />
� Main Data Focus<br />
� Financial<br />
� Data Based On<br />
� District/Building revenue, expenditures, and<br />
receipts<br />
� Data Used For<br />
� Federal and State reporting requirements
<strong>EMIS</strong> Reporting Periods<br />
Five Year Forecast (P)<br />
� Main Data Focus<br />
� Financial<br />
� Historical – three years<br />
� Projected – Current + four ensuing years<br />
� Data Based On<br />
� District revenue, expenditures, and other<br />
funding items<br />
� Data Used For<br />
� State reporting requirements
Preparing your <strong>EMIS</strong> data<br />
� Use documentation/sessions from SWOCA to<br />
guide you throughout the reporting schedule<br />
� Validate your data with the Level 1 and Level<br />
2 reports from ODE through the Data<br />
Collector<br />
� Make sure your data is in place as early as<br />
possible and clean before the deadlines<br />
� Know the deadlines<br />
� <strong>EMIS</strong> reporting period timelines<br />
� Data Submission Goal requirements
Putting it all together<br />
<strong>EMIS</strong> drives funding and requirements for many State and<br />
Federal mandates:<br />
� ADM Funding<br />
� Special Education Funding<br />
� CTA Funding<br />
� Community School Funding<br />
� Discipline Reporting<br />
� Assessment and demographic subgroups<br />
� Disadvantagement<br />
� Ethnicity<br />
� IEP<br />
� Local Report Card and Accountability<br />
� (Performance Report for JVS)<br />
� District to District comparison<br />
� Public Perception
Sending Data To ODE<br />
Districts will use the Data Collector to submit their data to<br />
ODE.<br />
� ODE will publish a manifest/collection request that is<br />
made available in the Data Collector for specific<br />
reporting periods<br />
� Districts can then manually and/or use SIF Agent to<br />
upload data into the collector<br />
� District will then run through the processes of collecting,<br />
preparing, validating and submitting data to ODE<br />
� Districts can submit data daily to ODE – deadline is<br />
usually 5:00 PM (submission must be marked “received”)<br />
� Once ODE receives and processes data – Level 2<br />
reports should be distributed daily (M-F); post processing<br />
reports should be available bi-weekly
ODE Reports<br />
Reports for FY12 and FY13 will be<br />
available in 3 different areas.<br />
1. Data Collector<br />
� Level One Reports<br />
Examples: Validation Reports<br />
Student Missing and Staff Missing<br />
� Level Two Reports<br />
Examples: Student Overlapping dates,<br />
Staff Contract errors, etc..<br />
2. FiscWeb (Post Processing) – SWOCA Website<br />
Examples: Career Tech, General Issues,<br />
General Missing Data, CTE,<br />
Enrollment, etc…<br />
3. Secure Data Center (SDC) – ODE’s Website
Here we go….<br />
� Once ODE has published manifest in the data<br />
collector, you will then begin the processes of<br />
analyzing your data.<br />
� Districts will need to review their data uploaded in the<br />
collector looking for errors on validation reports and<br />
preview/review files.<br />
� Districts will also review reports sent by ODE via Fiscweb<br />
� Districts will review data on the Secure Data Center<br />
Collect…<br />
Prepare…<br />
Validate…<br />
Correct…<br />
Submit…
Web Resources<br />
ODE’s Website:<br />
� <strong>EMIS</strong><br />
� Career Tech<br />
� Community School Page<br />
� SOES Corner<br />
� Testing<br />
� Financial<br />
Reports:<br />
� Fiscweb<br />
� Data Collector (Level I and Level 2 Reports)<br />
� SDC (Secure Data Center)<br />
DASL<br />
� <strong>EMIS</strong> Checklist
Questions