FY12 EMIS Reporting Yearend (N) and Graduate (G) - Swoca

FY12 EMIS Reporting 

Yearend (N) and 

Graduate (G) 

Elizabeth Davis 

SWOCA EMIS Support Services 

May 22, 2012


Yearend (N) 

AGENDA 

• Reporting Timeline 

• Communication Reminder 

• Data Collector 

• Building and District Records 

• General Student Information 

• Staff Reporting 

• 12N Reports and SDC 

• Questions

Disclaimer 

We will not cover every EMIS reportable item in 

this session…. 

Please reference the EMIS Manual, including 

Appendix I, and be aware of upcoming 

trainings for additional assistance and 

information on specific topics.

FY12 EMIS Reporting Yearend (N) 

Timelines for EMIS 12N Yearend Reporting Period: 

• 5/?/2012 – 7/13/2012 

Communication 

• Start Communication early with staff in your 

district about data needs and timelines for 

various data. 

• Verify contact information for staff in each area 

for data issues that may arise in June and July for 

yearend reporting.


Data Collector Reminders: 

• Have a back up to submit data 

• Manifest 12N – not available yet 

• ODE must receive submission by 5:00 PM 

• USPS SIF Agent is set to yearend 

• Preview 

– Missing Student, Missing Staff, Building Records, etc… 

• Level 1 and Level 2 errors


Building and District Records 

District Testing Record (DT) 

• Required for traditional school districts and community 

schools 

• Schools must collect and report headcount information 

on district-wide assessments beyond those required by 

the state. 

• Report one record per test per grade level if a test is 

given to an entire grade level in the district. 

• If district does not give non-state test, a district testing 

record is still required. Districts will report a single 

record with “NT” in the grade level field and a Local 

Assessment Number of the district’s choice.



Grade Schedule (DL) 

• Report one DL record for each grade level in the school 

building 

• Annual Days In Session 

• Annual hours in session (reported by Community Schools Only) 

• Date of Spring Administration of Math Test for grades that 

are administered the OGT or OAA – if grade level does not 

have test then report “00000000” 

• Hours per day – Do not add additional time for calamity 

days made up or subtract any time for any school delays or 

early releases 

• First Day of School and Last Day of School



Organizational General Information (DN): 

• Student Group 

– Required to be reported by traditional schools, STEM and community 

schools 

– Count of resident and nonresident nonpublic students with the district 

evaluated and determined ineligible for special ed services 

– Count of preschool transition conferences held by 3 rd birthday, no 

disability suspected, no additional evaluation 

– Count of preschool transition conversation held after 3 rd birthday, no 

disability suspected, no additional evaluation 

• Feeder School Information Group 

– Required to be reported by: traditional schools, STEM, community 

schools, and JVSDs 

• Teacher information Group 

– Required to be reported by: traditional schools, STEM, community 

schools, and JVSDs 

– Professional Teacher Mtg; Parent/Teacher Conference



Organizational General Information (DN) continued: 

• SIG Extended Time Group 

– for each building within a district that has been awarded a 

School Improvement Grant (SIG) only if SIG funds are used for 

that building 

• Calamity Information Group 

– Required to be reported by: traditional schools, STEM, 

community schools, and JVSDs. 

• First Day of School in 2013 

– for each building with 10 th grade or older students that issues a 

diploma 

• Informational Technology Center Group 

– Required to be reported by: traditional schools, STEM, 

community schools, JVSDs and ESCs


General Student Information 

FS Record 

• SSID 

• Percent of Time 

• How Received Code 

• Sent To 

• Attendance 

– PSEO, MRDD, ESC, etc… 

• Race *



FD Record 

• Grade Level 

• Handicap/Disability Code* 

– As of time of the test for LRC subgroup 

• LEP* 

– Status need updated? 

• Disadvantagement* 

– As of last day of school 

– PS Poverty Level 

– Important for subgroups 

• Foreign Exchange Plan 

– Used in accountability – not test taking status 

– ALL Foreign Exchange students must take OGT



FN Record 

• Grade Level Next Year 

– Withdrawn students should be **; graduates GR and 

Dropouts DR 

– Updated for retained students (as of the last day of school) 

• Fiscal Year Began 9 th Grade 

– Not used for Longitudinal Graduation Rate 

• LEP Reclassification 

• Majority of Attendance IRN 

– Software will not calculate 100% 

– JDC, district placed non-pub (as of last day of school) 

– WKC Reports



FN Record (continued): 

• Accountability IRN 

• CTE Program/Concentrator 

• Tech Prep Completer 

– Must be marked with Program of Concentration to be a Y in this field 

• OGT Alternative 

• Military Compact



Student Assessments 

• Make sure all your results are loaded 

• Update Accommodations, waivers, etc.. 

• Correct any load errors 

– OGT 

• Fall and Spring Results available 

• ALT Scores now available 

– OAA 

• Fall 3 rd Grade Reading and ALT Scores now available 

• Spring Results available mid- June (June 15 th )



Student Assessments (Continued): 

– OTELA 

• Spring results available 

– Additional Assessments 

• GGG 

• ASQ/SE 

• ECO 

• CTE Industry Assessments 

• CTE Technical Assessments



Discipline 

• Both infraction and action must be EMIS Reportable 

• Used by iLRC and LRC 

Membership/Program Codes 

• Add code if student participated any time during school year 

– All required program codes for yearend (refer to FY11 EMIS 

Manual Chapter 2; Student Program Records – GQ) 

• Staff ID required on specific codes: 

– 305003 Career Assessment; 206XXX – Gifted Program Codes and 

220100 – preschool itinerant 

Courses 

• Percent of time greater than 0 (or Sent to Percent of time 

greater than 0) should have courses on student schedule 

– PSEO courses, non pub at district’s expense (Example: St. Rita)



Gifted Record (GG) 

• Gifted record is used for reporting screening, assessed, identified and 

served gifted data. 

• Must be reported for all enrolled students 

• Resident districts do not need to report for students attending 

elsewhere full time if other entity is required to report record. 

• But resident district needs to report for full time JVS, ESC or Post 

Secondary students 

• Community Schools are required to report 

• JVS and ESC do not report 

Reminder: Now that EMIS is submitted through the Data Collector the 

Validation report and prepare process will NOT generate gifted records for 

students that do not have one – districts will have to create these records 

for their students or receive fatal errors.



Special Education 

• Handicap/Disability Code 

• Special Education Events 

– Reported by educating and resident school district 

– ESCs and JVSDs do not report 

– 6/1/2011 – 5/31/2012 

– New consent choices for Period N (Optional for FY12) 

• CNGI – consent granted for initial evaluation 

• CNGR – consent granted for reviewed evaluation 

• CNGO – consent granted for other special education activity no IETR 

or RETR 

• One IEP two outcome events 

• Grade 23



Special Education (continued) 

• Special Education Graduation Requirement Record (FE) 

– Will need to create a list of special education students that 

are exempt from passing the OGT 

– You will enter this for any newly identified students (before 

OGT test was taken) 

– Students that are already exempt from past testing and 

written in current IEP (you will report yearly – is a part of 

the annual review of the IEP) 

– Students that once had exemption from testing but now 

must pass the OGT test – you will report this record once 

to ODE to let them know student is no longer exempt 

(report once only)



New Acceleration Record (FB) 

• Old elements from the FN tab were moved to this record 

• Accelerated Level Count 

– Report record for student(s) that was accelerated in current 

school year in one or more valid subjects 

• Y4 is no longer reported on the assessment record 

• Accelerated Assessment Flag and Subject Code 

– Report record for students who took a state assessment at an 

accelerated grade level, regardless if the acceleration first 

occurred this year or in a prior year (meaning student took 

assessment higher then their current grade level) 

– Report record when student is taking assessment in subject as 

same grade level reported on the FD record or there is no state 

assessment to taken in this subject area 

• Accelerated Assessment Accountability IRN



Gifted Record (GG) 

• Gifted record is used for reporting screening, assessed, identified and 

served gifted data. 

• Must be reported for all enrolled students 

• Resident districts do not need to report for students attending 

elsewhere full time if other entity is required to report record. 

• But resident district needs to report for full time JVS, ESC, Post 

Secondary students, MRDD, and District Placed in non-pub 

• Not required on PS and Grade 23 

• Community Schools are required to report 

• JVS and ESC do not report 

Reminder: Now that EMIS is submitted through the Data Collector the 

Validation report and prepare process will NOT generate gifted records for 

students that do not have one – districts will have to create these records 

for their students or receive fatal errors.


Staff Reporting 


• USPS Districts - SIF Agent is set to Yearend 

• Districts can now go ahead and update data for yearend as 

necessary 

• Highly Qualified Professional Development Information 

– Districts will need to start collecting and entering in their staff 

software programs if staff did or did not received professional 

development 

– If you are a district that uses USPS software you can have this 

mass loaded and then change exceptions 

– You will need to collect information for staff that meet the 

following criteria: 

• Position code: 230 

• Start date in position is on or before Nov. 9, 2011 (employed by district 120 days) 

• Position status at end of school year for any status except the following 

A, I, P and U



Staff Reporting (continued): 

• Attendance 

– Total attendance, absence days and longer term illness 

• Separation Status, Date and Reason (if applicable) for staff 

that will not be returning next school year 

– Do no use separation status “U” at yearend – not valid 

• CJ Records 

– If a staff member is reported in October with FTE to a school 

district and students are no longer in course at yearend, it is 

important for a CJ record to be reprote 

• CC records 

– for yearend reporting report any contract that was in effect at 

any point during the fiscal year (July 1 – June 30)


12N Reports and SDC 

12N Reports 

• Should be the same reports as last year 

– Examples: 

• Open Enrollment 

• Gifted 

• Homeless 

• WKC and SDC reports 

• IEP Future Fund 

• Grad Info 

• CTE 

• Staff (Classified and Certified) 

SDC 

• Will update districts when available with updated 2011- 

2012 data

Questions and Break


Graduate (G) 

AGENDA 

• Reporting Timelines 

• Things to Remember 

• Student Information 

• FY12N Withdrawing Students 

• FY12G Reports 

• SDC 

• Questions 

• Graduate Situations

FY12 EMIS Reporting Graduate (G) 

Reporting 12G Period timelines 

• May 31, 2012 through November 16, 2012


Things to remember: 

• Only graduates included in 12G 

– others will fatal 

• Sooner you report students the better 

– You need to show students withdrawn in 12N with 99 

• Students coming in from Home School and Non Pubs 

do not get reported in 12G - they do not receive a Ohio 

Educational Diploma 

• Students attending MRDD 100% are not issued an Ohio 

Diploma from MRDD and would not be reported in 

12G. They are withdrawn from home school (if you 

grant diploma reporting is different).


Things to remember: 

• Grade 23 students 

– By definition, student can only be grade level 23 when the IEP team 

determines that the student has not fulfilled all requirements to meet 

FAPE even though the student has fulfilled all requirements for 

Graduation. 

– If the team determines that FAPE has not yet been met, then the 

student may re-enroll in the JVS to continue their education until the 

student reaches their 22 nd birthday or finishes program 

– If after that, the student does not continue, either the IEP team needs 

to be reconvened to determine to issue diploma or district needs to 

follow policy concerning students over the age of 18 who stop showing 

up for school. 

• JVSD’s and ESC’s do not report 12G 

– JVSDs will receive reports to indicate graduates 

– If JVS reports a student as a concentrator with a 99 wd code, ODE 

looks to the home school for diploma info in 12G 

– This can change accountability for the JVS

FN Record: 

• Diploma Date 

• Diploma Type 


Student Information 

– New Diploma Type added for FY12 G “Diploma received in 

another state via Military compact” 

• OGT Graduation Alternative 

• Military Compact Graduation Alternative 

• Yearend Reported State Student ID (SSID) (FN230) 

– automatically generated for DASL Districts 

• CORE Economic and Financial Literacy Requirement (FN240)




• CORE Fine Arts Requirement (FN250) 

– These 2 elements are to determine if students met CORE 

requirements 

– This element must be a Y or N 

– Experiences completed by student to meet this requirement 

may or may not be for graduation credit and may or may not be 

reported via the GC Student Graduation – Core Summary 

Record 

– These 2 elements are required for the class of 2014 (this would 

be for freshman who enroll in high school on or after July 1, 

2010)




• Exempted from Physical Education Graduation Requirement 

(FN260) 

– If school district adopted policy to exempt certain students 

from Physical Education graduation credit requirement and 

if student met policy requirements. 

– This element must be reported with a Y or N. 

• Exemption from core requirements – new



OGT Assessment Record: 

• Summer OGT Testing for students that graduated in 12G 

• Missing OGT test results of reported graduates – after 12N 

reporting period is closed. 

DASL Helpful hint: 

To report previous OGT testing records (that are not summer 2012 OGT) to 

12G EMIS, in DASL 2011-2012 database; go to 

(Home » SIS » Student » Assessment » OGT ); click the pencil of the 

test record that needs to be reported to EMIS 12G; update the Re-Report 

Time period field to 2012-G. Then transfer OGT records to EMIS 12G.



Ohio Graduation Only Test record (GP) 

• Only available via the EMIS Flat File Editor 

Student Graduation – CORE Summary Record (GC) 

• Reported for all students that attended and graduated from 

district during the school year (including summer grads) 

• Record includes all subject area and credits student earned 

towards graduation in alignment with the new CORE 

graduation requirements 

• This record is only reported by district that grants diploma 

• Students reported with Graduation Only Record will not have 

Core summary record


12N Withdrawing Students 

Withdraw information is reported 

to ODE in 12N or 13K EMIS reporting 

Withdraw Student Situations #1: 

Open Enrollment, Superintendent’s 

Agreement, Foster, Grandparent’s legislation: 

• Resident District withdraws student with 41 

• Educating District withdraws with 99 

Resident district is not issuing a diploma therefore does not report diploma 

date and type elements (student will not be in your 12G data)


12N Withdrawing Students 

Withdrawing Student situations Continued: 

Situation #2: 

Student attending JVS/ESC/PSEO 

• Resident district withdraws students with a 99 

– JVS/ESC/PSEO 

• JVS reports withdraw date and 99 code 

Resident district is issuing the diploma and is 

responsible for all 12G data requirements.


12G Reports 

Student Graduation Information 

• CSV report 

• Want to clean up before 12N closes so you can correct withdraw issues 

• Report includes diploma information and withdrawal information for 

students reported by district and other districts that have a 

relationship with the student 

• It is a cross reporting period report and pulls withdrawal information 

from Yearend (12N) reporting period and graduation information from 

Graduate (12G) reporting and withdrawal information from October 

(13K) Reporting 

• Report will also help districts verify students reported with 99 

withdrawal code are being reported as graduates 

• Students reported through the Graduation only record are not 

included on the report 

• Report is located on fiscweb under FY12 reports not under a specific 

reporting period


12G Reports 

Student Graduate Issues – Testing 

• Students reported in 12G as graduates but ODE did not receive all 5 

OGT testing scores 

• Most should be caught and reported in 12N from Student Missing OGT 

report 

• Summer administration of OGT (only those allowed graduation) 

• Students listed on report will not be included in graduation count


12G Reports 

Student Longitudinal Graduation Report 

• Reports should be located on FISCWeb under EMIS FY12 currently under reports 

for reporting period 12N 

• Reports will give district ability to track students by cohort 

– 2012 (students will graduate in 12N – fiscal year began 9 th grade 2009) 




• Reports will be generated for Yearend (N), Graduate (G), and October (K) 

• Goal of the reports is to show all students ever in district’s cohort (if student is 

included or if student is not included and why) and grad status 

• New for FY12 – Form with Superintendent Assurance (more info to come later) 

Graduation Rate – Specialized Training session scheduled 6/7/2012


SDC 

• Secure Data Center (safe account) 

• ALL EMIS Coordinators should have an account 

• 11-12 Graduate info will be available once SDC is updated and 

data is submitted 

• Graduate info is based on G reporting 

• Need to check often to make sure SDC matches what is reported in 

12G 

• Use customizable reports to see 12G data – select 2011-2012 school yr 

– Can drill down to SSID number of student and who is and is not included in 

grad rate 

• Past years data available also 

– Dropouts, honors, on time 

– Subgroup breakouts 

• Race, LEP, Disadvantage, etc..

Questions

Graduation Situations 

Some situations are based on 12N reporting period being closed. If 12N reporting is 

still open districts should correct data in 11-12 school year (12N) for cleaner data 

and Student Graduation Information reports from ODE.

Graduate Situations #1 

Student graduates before or on last day of school in 12N 

(Typical Graduate): 

12N 

• FS standing tab 

- Withdrawal information reported 99 

12G 

• FN Attributes No Date 

- Diploma information 

- Core requirements 

• GC – Graduation Core Summary record 

13K 

Report nothing

Graduate Situations #2 

Student withdrawn in prior year (not most recent) and 

graduates by credit or assessments: 

12N 

Nothing – student wasn’t enrolled 

12G 

• GP – Graduation Only Record 

– Includes passing summer OGT scores 

13K 

Nothing

Graduation Situations #3 

Student reported as active in 12N and should have been reported as a 

graduate: 

12N 

• Student shown as enrolled (not withdrawn) - ACTIVE 

• Cannot change data in 12N reporting period is closed 

12G 

• FN – Attributes No Date Tab 

– Diploma information 

– Core requirements 

• GC – Graduation Core Summary 

• GX – Summer OGT scores (only those that allowed graduation if applicable) 

13K 

• Nothing! 

• Student will showing on missing student report, will need to request an override! 

Only report a summer grad if they were really a summer grad.

Graduation Situations #4 

Student reported as a graduate in 12N – should not have been: 

12N 

• Withdrawal information reported 99 

• Cannot change/correct data in 12N reporting period is closed. 

12G 

• Do not report student – remove from 12G files. 

13K 

• Report as re-admission

Graduation Situation #5 

Student was reported as a dropout in 12N and only needed to pass OGT to be a 

graduate (SUMMER GRADUATE). 

12N 

• Student reported withdrawn with withdrawal reason 75 

12G 

• FN-Attributes No Date Tab 

– Diploma Information 



• GX – Summer OGT scores (only those that allowed graduation) 

13K 

• Nothing district would request student override in 13K (correct method) 

– (DASL districts would need to go to 11-12 School year and change withdrawal date to 99 and 

report all required graduate data, so student’s graduation data will roll into EMIS 12G). 

(Other option): 

• Student re-admitted in 13K using a summer date (example: 7/1/2012) 

• Student is then reported as a summer graduate using a withdrawal date before school starts 

in 13K 

• This option will correct error on Graduation Information report


Student reported as a dropout in 12N, student completes course 

work over summer and is now a summer graduate. 

12N 

• Student reported withdrawn as a dropout 

12G 






13K 

• Student re-admitted in 13K using a summer date (example: 7/1/2012) 

• Student is then reported as a summer graduate using a withdrawal date before 

school starts in 13K


Student reported active in 12N passes summer OGT or courses to 

become a summer graduate. 

12N 

• FS Standing Tab 

– As student appeared last day of school (active) 

12G 






13K 

• FS Standing Tab 

– Withdrawal information – summer date (after 7/1 but before your first day of 

school).

FY12 EMIS Reporting Yearend (N) and Graduate (G) - Swoca

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