EMIS Collaboration

1. EMIS Collaboration New EMIS Coordinator Training 12/13/13 Presenters: Brenda Hartley – OMERESA EMIS Support Tammy Hrosch – MDECA EMIS Services Manager

2. Working with District Personnel

3. Role of the EMIS Coordinator • The EMIS Coordinator • Main contact for district • Receive all EMIS mailings • Ensure data is collected and reported in accordance with the ODE EMIS Manual • Responsible for the timely submission of accurate data • Collect, verify, and disseminate information • Review reports and provide feedback

4. A need for collaboration • EMIS data originates from a number of sources • Much of your student data will come from your local student information system • Each district/community school functions differently, responsibility for entering data varies with each district • Not all sources apply to all districts, many districts have one person covering multiple areas • Get to know the people that “own” the data in your district • Not all potential sources for Information are listed 

5. Sources for Information • Assistant EMIS coordinator • Building secretary • District coordinators • Other building sources • Administrative staff • Other helpful staff

6. Most Useful • Assistant EMIS coordinator • Provides back up support for the EMIS Coordinator • Works closely with the collection and verification of data • Building Secretary • Secretaries are often your main source for data • Enter and maintain the data in the student software

7. District coordinators • Special Education Coordinator & Special Education Teacher • Responsible for IEP events, verify for accuracy • Verify disability code and testing status • Review ODE reports • Testing Coordinator • Students tested, verify scores, enter data • Review accountability reports in Secure Data Center and other ODE reports • Additional testing other than state required

8. District coordinators • Curriculum Coordinator • Core subjects, qualified teachers, certified teachers • Verify Third Grade Reading Guarantee data • Gifted Coordinator • Screening, assessment, identified, served • Community schools report students that have been identified as gifted • Performance Coach • Community schools often have a Performance Coach that coordinates several different areas • SOES Coordinator (Community School) • Maintains student enrollment numbers

9. Other building sources • Guidance Counselor or Performance Coach • Student schedules, course master records, core subject area, graduation credits • Principal or Community School Director • Discipline data, building data, HQT • Teacher • Class lists, absences, mark, concentrators, certification

10. Administrative staff • Treasurer • Five-year forecasts and other financial reporting • Funding received for Title I, preschool, tuition, and other financial data • Payroll/Personnel • Main source for staff data, staff demographic and employment records • Superintendent • Sign off on all of the data submitted • Oversee accuracy and timeliness of data

11. Other helpful staff • Cafeteria Manager • Free/Reduced lunch count data • Attendance Officer • Follow up on truant students • Bus Coordinator/Driver • Address verification • Students moving in and out of the district • Technology Coordinator • Update software • Help with importing and exporting data files

12. District Checkup • Keep Organized • Be proactive • What and when data needs collected • Who is responsible • Help each other • Provide timelines, check sheets, sign off sheets, email updates, etc. • Verify data before submitting • Verify reports returned from ODE

13. Working with OTHER LOCAL EDUCATION AGENCIES (LEAs)

14. Create a network contact list • Include LEA Name, IRN, Contact Name, Email Address, Telephone Number • Use OEDS-R to find LEA contact information • Verify that your contact and role information is correct in OEDS-R (this is VERY important!)

15. Communicate with your Network • Best practice to email when communicating with your network LEAs • Searchable history of communications • Convenient for both entities • CC yourself and leave copy in your inbox as a reminder until you receive a response

16. Collaborate with your network • Compare data of shared students (court placements, open enrollment, JVS, ESC, etc.) • Accurate data will reduce the number of level 2 validation errors • Share graduate information • Your funding and accountability can be impacted by another district’s reporting

17. Enrolling and withdrawing students • Withdrawal codes, admission codes, SSIDs, dates, IRNs • Ensure that staff are processing records requests properly • Watch for new EMIS guide section on admission and withdrawal guidelines • Accurate dates are critical to avoid overlapping errors in level 2 validations

18. Community Schools and resident districts “The burden is on all schools/districts involved to identify the problems, communicate and work together to resolve all concerns in a timely and professional manner.” • SOES Manual-http://education.ohio.gov/Topics/Finance-and-Funding/State-Funding-For-Schools/Community-School-Funding/School-Options-Enrollment-System

19. Community Schools and resident districts • Residency Issues • It is not acceptable to “flag” students as non-residents unless the resident district can document information to dispute the residency determination of the community school. • Resident districts are not to impose flags on students in SOES for lack of a POR consistent with the resident district’s policy. • Where there are differences with regards to proof of residency (POR), then the policy of the traditional district or community school in which the student is enrolled prevails.

20. ODE Area Coordinators • Mediators of issue resolution between community schools and resident districts http://education.ohio.gov/Topics/Finance-and-Funding/Finance-Related-Data/School-Finance-Area-Coordinators-Directory

21. Working with your information technology center (ITC)

22. ITC Support • Your ITC is your first source of EMIS support • Follow contact procedures as outlined by your ITC (Helpdesk, email, telephone) • ITC will prioritize user issues

23. Training and resources • Attend trainings and working sessions provided by your ITC • Communicate your training needs to your ITC • Your ITC website contains training documents and important links

24. Communications from ODE • ODE often disseminates information to LEAs through their ITCs • Confirm that you are listed as the EMIS contact for your district at your ITC • Verify that your contact and role information is correct in OEDS-R to receive direct communications from ODE

25. Communications from ODE • ODE EMIS reports are distributed through ITCs • Find EMIS report explanations on the ODE website • ITCs can assist with understanding and troubleshooting ODE EMIS reports and in resolving data collector errors

26. Beyond EMIS • ITCs serve as the liaison between districts and the ODE EMIS office • EMIS covers a lot but not everything • Sometimes you will be told to contact a specific office at ODE for Career Technology, Special Education, Accountability, etc. questions

27. EMIS Collaboration EMIS reporting is a team effort. Build your district, inter-district, and ITC networking through effective communications and team work.

28. Questions?