EMIS Changes & FY2006 October Reporting

EMIS Changes & FY2006 October Reporting Stacy Hurtt Angie Crandall Ann Edwards MVECA

Elements NOT Required for FY2006! • College Prep Curriculum Completer no longer required on the Student Attendance Record. • Kindergarten Experience no longer required on the Student Demographic Record. MVECA

Funding Information &FY2006 EMIS Changes that Affect Funding MVECA

October Count Week • Funding Count Week for FY2006 will be the week of October 3-7, 2005 for most districts. • MVECA will take the FY2006 October (K) snapshot on October 30, 2005. MVECA

Building Record (Not a change) • This is a reminder from FY2005. • On the Building Record - it is necessary for a school building to be open all five days in order to receive credit for all students enrolled during this week. MVECA

FY2006 October Count Week Waivers • ODE has allowed districts to apply for an October Count Waiver, but the approval process has become more stringent than the past few years. • The October Count Waiver Form can be found on the ODE Treasurer web site (under “Forms, applications”): • http://www.ode.state.oh.us/treasurer/ • The instructions that accompany the waiver state: • “By requesting this waiver, the school district agrees that students reported by more than one district will count only where they are reported during the normal October Count Week. This latter stipulation is part of our ongoing effort to eliminate the double counting (and double payment) that occurs when there are districts in close geographic proximity that have different count weeks.” • For districts that did not request a waiver before the September 15th deadline, ODE will use the official October Count Week for their ADM count. MVECA

FY2006 October Count Week Waivers (cont’d) • The waiver form also states: • “Districts counting students for less than five (5) full days will only be able to claim the proportionate amount of the students counted.” • A list of districts/buildings with waivers can be found on the ODE/EMIS web site. • As you already know, accuracy of student data reported during October K affect funding. MVECA

New October K Check in the Aggregations • Add an edit check to the aggregations to flag any student who is 22 or older on the first day of school or upon enrollment • These students can attend school but the district cannot receive ADM funding for them. • If a student is 21 on the first day of school and turns 22 during the school year, the district can still receive full funding for the student for that school year. MVECA

Court-placed Students Going to Community Schools Change due to Am. Sub. HB66 – Section 3314.084 • If a student from District A (resident district) is court-placed in a “home” located in District B and then attends a community school, District B no longer has any responsibility to report this student to EMIS unless the student leaves the community school, continues to live in the “home” and attends District B. • District A (resident district) is responsible for reporting all student information in this situation and should count this student in the district’s ADM. District A should report the student as attending a community school. The community school should report District A as the district of residence for the student. • The definition of a “home” includes foster care, group home, juvenile detention center or other residential facility – it does NOT include placement in DYS. MVECA

NEW Admission Reason Element (mandatory to obtain SSID) • Answers the question “How did this student arrive at my district?” • Not submitted to ODE through EMIS • It will NOT be necessary to add this field to existing SSID’s. • Required to obtain new SSID’s beginning October 1, 2005. MVECA

NEW Admission Reason Element (mandatory to obtain SSID) (cont’d) • New SSID’s will not automatically be issued an SSID for reasons 6 or 7 • 6 - Transferred from another Ohio public district / community school • 7- Not newly enrolled in this school district. MVECA

Information forthcoming on “Admission Reason” in SIS • Software developers are currently working on the placement of the new “Admission Reason” element in SIS. • Information will be shared as soon as it is available. MVECA

Reporting Students Educated by ESCs or Other Contracted Entities MVECA

Students educated at ESCs • Beginning in FY 2006, with the exception of preschool student data, Educational Service Centers are no longer required to report student data. MVECA

Preschool students educated at ESCs – no change from FY2005! • For funding purposes, ESCs are still required to report student-level data for preschool students they are educating and/or providing services. If the ESC is allocated funds from the Office of Early Learning and School Readiness (formerly the Early Childhood Education) then the ESC is required to report the appropriate student-level records. These funds include allocations for the following two preschool programs: • Preschool Special Education Unit Funds • Early Childhood Education state funds (formerly State Funded Public Preschool Grant) MVECA

Preschool students educated at ESCs –no change from FY2005! (cont’d) • Generally, the following student records are required to be reported by the ESC if the ESC is serving preschool students: • Demographic • Attendance • Program (if applicable) • Course (if applicable) • Early Childhood Record • Preschool Assessment Record • Discipline • Resident districts must report the following records for preschool students with disabilities educated by an ESC: • Student demographics • Student attendance • Student programs MVECA

School Age students educated by ESCs – Resident/Educating District Reporting • What does the resident/educating district report? • Student demographic/attendance data • Student % of time should include time educated by ESC staff • Do not report the ESC IRN in the Attending/Home IRN • Do not report Attending/Home IRN Indicator “4” • Beginning in FY2006, “4” can only be used for preschool MVECA

School Age students educated by ESCs – Res/Educating District Reporting (cont’d) • Student Course Records & a Course Master for each subject/course taught by the contracted staff person: • On the Course Master Record, report: • Program Provider IRN = ESC IRN • Employee ID = SSN of the contracted employee MVECA

School Age students educated by ESCs – Res/Educating District Reporting (cont’d) Reporting Courses for Students Educated by ESC Staff • Contact the ESC to obtain the staff member's ID number in order to create a TEAC record in SIS, to tie the teacher to the courses. • The course information, to include the ESC staff person's ID, can be set up in SIS following the same steps for creating regular courses actually taught in the building. • In SIS, a TEAC record would need to be created using the ESC staff id, and tying that TEAC record to the courses in the CMST course master screen in SIS. MVECA

School Age students educated by ESCs – Res/Educating District Reporting (cont’d) Reporting Courses for Students Educated by ESC Staff • Then the students can be scheduled into the courses in SIS. • The courses and classes will then be able to be updated to EMIS via the REMIS programs CTRMEMIS and CLISEMIS. • The “Program Provider IRN” (ESC IRN) will need to be updated directly on the EMIS EMSFCL screen. NOTE: As with all other processes, districts have the option of manually entering the data directly into EMIS screens. MVECA

School Age students educated by ESCs – Res/Educating District Reporting (cont’d) • Student Program information: • On the Student Program Record, report: • Program Provider IRN = ESC IRN • Employee ID = SSN or State ID of the contracted employee • These two elements will need to be updated on the EMIS EMSPMG screen, after student program data are moved into EMIS. • Assessment Results/records, Discipline Records and any other student records/information required as per Chapter 2 of the EMIS manual. MVECA

Additional information forthcoming on SIS reporting for ESC students • Software developers are currently working on a new SIS coding combination for resident districts to use to identify their "ESC" students. • Information will be shared as soon as it is available. MVECA

Course Master & Program Record for Instruction/Services by Contractor • The resident/educating district will need the staff ID for contracted staff that: • Instruct their students to report it in the Employee ID on the Course Master Record. • Provide related services to their students to report it in the Employee ID on the Student Program Records. • In order to tie the student to the teacher in SIS – the teacher SSN is needed. If districts choose to enter the ESC course information directly into EMIS screens, then the teacher’s state ID can be used. • The “State ID” is the number assigned to each individual when s/he applies for a certificate/license from the Ohio Department of Education. MVECA

Reporting LEP Student Data in October FY2006 MVECA

LEP Students – New Element • New element added to the Student Demographic Record “Limited English Proficient Reclassification Date” • To capture the year that the student was reclassified as no longer LEP (will replace the exited 1, 2, and 3 years ago options from the LEP element) MVECA

Limited English Proficiency (LEP) Element • Changes to options for FY2006 • Options “1”, “2” and “3” deleted • VALID OPTIONS: • N – No - The student is not Limited English Proficient. • Y - Yes - The student is of Limited English Proficiency and was enrolled in U.S. Schools for the first time before the first day of the current school year. • L - Yes - The student is of Limited English Proficiency and was enrolled in US Schools for the first time on or after the first day of the current school year. MVECA

ELDA/ELA testing • Vendor name: Measurement Incorporated (MI) • Students in grades 3-12 were assessed using ELDA during the spring of 2005. • Students in grades K-2 were assessed with the English Language Assessment (ELA) that districts already had in place. (Because the K-2 component of the ELDA was still under development). • NOTE: For FY2006, the ELDA will be used for all grade levels (K-12). MVECA

How should FY2005 Spring ELDA results be reported? • Results from the FY2005 Spring ELDA assessments will be reported during the FY06 October reporting period in the following elements on the Student Demographic Record. • ELA Speaking Level • ELA Listening Level • ELA Reading Level • ELA Writing Level • ELA Comprehension Level • FY2005 spring results are being reported in FY2006 because ELDA test results were not returned by the testing company to districts in time for FY2005 Yearend EMIS reporting. MVECA

Reporting ELA Results for K-2 Students • ELA results for LEP students who were in K-2 during FY2005, will also be reported during the FY06 October K reporting period in the following ELA elements on the Student Demographic Record. • ELA Speaking Level • ELA Listening Level • ELA Reading Level • ELA Writing Level • ELA Comprehension Level MVECA

Reporting ELDA Results for 3-12 Students • The only difference is that the results for LEP students who were in grades 3-12 during FY2005 will come from the ELDA CDs sent by the testing company. The FY2005 K-2 results will come from the ELDA test coordinator in your district. • The test results on the CD (for students in grades 3-12 last year) will be sent to each district "ELDA test coordinator" as identified on the test order form that the district submitted to the vendor (Measurement Incorporated) last spring. MVECA

How will 3-12 ELDA results be sent? • ELDA test results will be on CDs. • The CDs will include the following: • A file with test information for each student using a format similar to the one used to report Ohio's statewide assessment results toeach district. • An individual report for each student, giving the student'sscaled score and proficiency level for each language domain as well as the composite score. • A student roster by district and by building, listing eachstudent's scaled score and proficiency level for each language domain as well as the composite score. • A district summary report showing the number and percentage ofstudents in each proficiency level. MVECA

ELDA Testing Levels • There will be 4 different ELA “subject” levels for students who were in grades K-2 during 2004-05 that took the ELA test. • This is because the K-2 component of ELDA was still in the initial developmentstage in spring 2005. • There will be 5 ELA “subject” levels for students in grades 3-12 during 2004-05 that took the ELDA test. *NOTE: The “Proficient” level has been referred to in the FY2005 EMIS manual as “Proficient/Trial Mainstream”, and is currently referred to by the ELDA test developers as “Fully English Proficient”. MVECA

LEP Students Who Took the ELDA that Left School • What if a student did take the test in Spring 2005, but graduated, was reassessed as no longer LEP, left school, or moved to another district? • The district should report FY2005 ELDA results for students that are enrolled during the October count week (and took the FY2005 ELDA). They do not need to enter results for withdrawn or graduated students because that information is not sent to ODE for withdrawals and graduates. • If the student has transferred to another public district, the ELDA results should be sent to the new district so that the new district can report the results for that student. • If the student took the ELDA test in FY2005 and the student is enrolled during October Count Week then the results should be reported; regardless of current grade level and/or LEP status. MVECA

Assessment Data Reported in FY2006 October MVECA

Kindergarten Readiness Assessment – Literacy (KRA-L) • The KRA-L is required to be administered to kindergarten students no later than six weeks after the first day of school. • Although the assessment may be administered to a student prior to the student's enrollment in kindergarten. MVECA

Who is required to take the KRA-L? • All kindergarten students who are enrolled no later than the first six weeks of school, with a few exceptions: • LEP students enrolled for the first time in U.S. schools on or after the first day of school, of the current school year • Students with disabilities who are deaf and/or blind MVECA

Reporting KRA-L Results • The KRA-L record is only reported during October (K). • If a student is reported with grade level = “KG”, then ODE will be looking for a KRA-L Record. • If a student takes the test and moves to another district prior to October Count week, the district in which the student is enrolled during October Count Week needs to report the KRA-L record for that student. • A student who is enrolled in two different districts during October Count Week is to have a KRA-L record submitted by each district. MVECA

Obtaining KRA-L Results • The KRA-L is both administered and scored by district personnel (not a testing vendor). • The raw score needs to be entered by district personnel. • There is no alternate assessment for the KRA-L. • ODE created a data collection form that teachers can use to record the scores for each student. (Do not send these forms to ODE.) • This form is on the ODE/EMIS web site as part of the FY2006 EMIS Guide. • According to Ohio Revised Code, a parent can request that results not reported to the state. If this occurs, report Test Score as “PNO”. • A KRA-L raw score of 15 is reported as “015”. (no decimal) MVECA

Preschool Assessment Record • Districts will be administering the “Get It, Got It, Go!” (GGG) assessment to preschool students in both FallandSpring. MVECA

Which students are required to take the Preschool Assessment? • All preschool students, ages 3-5 as of December 1, enrolled in a preschool program funded by the Office of Early Learning and School Readiness (EL&SR) are required to take the preschool assessment. • Currently, it is optional to assess and report data for: • students from preschool programs funded through other means. • typically developing peers enrolled in a special education state-funded unit program. • Districts are not required to assess students who receive preschool special education itinerant services only AND are not also enrolled in a preschool state-funded unit nor a state funded Ohio Early Learning Program. • No Preschool Assessment Record is required to be reported for these students. MVECA

Which entities report the Preschool Assessment Record? • The school district or ESC which is allocated state funding through the Office of Early Learning and School Readiness reports records for students enrolled in these programs. • This test is both administered and scored by district personnel (not a testing vendor). • The raw score needs to be entered by district personnel. • ODE created a data collection form that teachers can use to record the scores for each student. (Do not send these forms to ODE.) • This form is on the ODE/EMIS web site as part of the FY2006 EMIS Guide. MVECA

Preschool Assessment Results • If the assessment is given multiple times, only report the first set of scores. • There are three sections of the test and thus three scores. • Picture Naming Score • Rhyming • Alliteration • When reporting the score, the decimal point is assumed. For example: • A score of 26.5 is reported as 265. • A score of 15 is reported as 150. MVECA

Proficiency-only Record for Summer Graduates • Students who have completed course requirements, and did not graduate at yearend, but decided to test and were issued a diploma over the summer (prior to the beginning of the school year) should be reported on the Proficiency-Only Test Record during October K FY2006. MVECA

Reporting Summer Proficiency-only Graduates – NEW for FY2006 October (cont’d) • The Proficiency-only record will be reported during the FY2006 October (K) reporting period if a student meets all of the following conditions (i.e., if the student is a summer graduate). The student: • Did not have a diploma issued at previous yearend because he/she did not meet the graduation test requirements • Was enrolled during the summer, completed the necessary graduation test requirements • Was issued a diploma prior to the start of the next school year, AND • Was withdrawn by the start of the next school year (before the first day of school) • In addition to the Proficiency-Only Test Record, a Student Demographic and a Student Attendance Record are to be submitted for this student during the October (K) reporting period. Students in this situation are considered summer graduates. MVECA

Proficiency-Only Test Score Elements • Valid Options • 1 - Previously passed, OPT • 2 - Passed, OPT • 3 - Excused from consequences • 4 - Failed, OPT • 5 - Passed, OGT Reporting Instructions • Report the latest ninth-grade proficiency results. If the student takes an OGT test and fails, do not report the failing OGT score. MVECA

Summer Graduates • Students who have completed all course requirements for graduation prior to the beginning of the school year and have passed the graduation test during the summer should be reported with the information below in the following October (K) reporting period: • A Diploma Date • The appropriate Diploma Type, • Withdrawal Date, and • Withdrawal Reason “99”. • If a student was reported as a graduate at yearend – make sure you do not report the student: • As a graduate for the second time. • As a student enrolled in K-12 education that is receiving state foundation funding. • NOTE: Simply participating in a graduation ceremony, without receiving a diploma, does not constitute graduation. MVECA

Program Code Changes for FY2006 MVECA

Program Codes Added for FY 2006 EMIS Reporting Academic Intervention Codes (formerly Student Intervention) • 151490 - Student received intervention services during the summer. Reported during October (K) reporting. • 152330 - Student received intervention services during the school year. Report this code during Yearend (N) reporting. Gifted Program Codes • 205052 - Regular Classroom with Subject Acceleration • 206052 - Regular Classroom with Subject Acceleration and GIS is directly involved with student Hurricane Katrina Code • 600001 - Student enrolled in a district as a result of displacement due to Hurricane Katrina MVECA

Students in Ohio due to Hurricane Katrina • The new program code is: 600001 Student enrolled in district as a result of displacement due to Hurricane Katrina. • In addition to reporting this program code in the October K and Yearend N reporting periods, these students should be considered residents of your district, student status code "0". Community schools should report a student status code "M". • The appropriate Homeless Status and Homeless Unaccompanied Youth Elements should also be completed on a case-by-case basis. • Additional information can be found on the ODE web site at http://www.ode.state.oh.us/finance-school-accountability/federal_programs/homeless/Hurricane/default.asp MVECA

Student Program Codes • When does the “Employee State ID” element need to be completed on the Student Program Record? • With the following program codes: • 305003 - Career Assessment • 206XXX series of Gifted Program Codes (Gifted programs and services provided directly by the Gifted Intervention Specialist) • 220100 - Preschool Itinerant Services program code • The Employee State ID Element is required to be completed (for most program codes) by the reporting district when the district is contracting with an ESC, or any EMIS reporting entity, to provide programs and or services to the student. • An employee ID is not required to be reported to EMIS for the 210xxx, 217xxx or 218xxx program codes. MVECA

EMIS Changes & FY2006 October Reporting