NWOCA Spring 2011 EMIS Meeting

1. NWOCA Spring 2011EMIS Meeting Nwoca - Defiance/Fulton Rooms Tuesday May 10th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions from the OEDSA/OAEP conferences

2. Today’s Agenda • Introductions • FY11N Yearend EMIS • Test load process • 11N EMIS changes • eSIS did you know? • Agg/Rdet updates • EMIS-R update/demo • 11H Update • FY12 Update

3. Introductions • NWOCA EMIS/Student Services staff • New team members

4. Test Load Process • Test Load Documentation • Reminder – eSIS and Powerschool – don’t forget to load the Fall 2010 OGT results • Remember to load your AASWD results and or any OTELA results available early MAY • ODE’s Valid Test Combinations website

5. Testing Foreign Exchange • If not passed, must test • Graduation plan makes no difference on requirement to test • If not tested, report record with score not reported • Score will only count if 2nd year student

6. And now for the 11N EMIS updates

7. Career Tech Changes • Sharon will cover this afternoon • CTE Program of Concentration Element (FN290) • Tech Prep Completer (FN280) • District CTE Tech Prep Consortium Mapping Record (DC)

8. Who is a CTE Concentrator? A student who has completed half of a CTE Workforce Development Program and has enrolled in the next portion of the same CTE program. See handout.

9. CTE Concentrator Guidance – ODE Web: • CTE Programming and EMIS Reporting • Appendix A

10. CTE Program of Concentration Element (FN290) – NEW in FY2011 • Report “CTE Program of Concentration” when CTE Concentrator status is reached. • Report only one CTE Program of Concentration for each student. • Report in EMIS at Yearend (N).

11. Career Field, CTE Program, Subject Crosswalk • NEW FY2011 resource • KEY PURPOSE: Identify the “CTE Program of Concentration” for each CTE Concentrator – Report in EMIS. • New “CTE Program” codes drive other changes.

12. Career Field, CTE Program, Subject Crosswalk EXAMPLE: If CTE Concentrator is in “Animal Science and Management” course, report “A2” for this student. . If student reported as CTE Concentrator in “A2,” student MUST be enrolled in “Animal Science and Management” course.

13. Career Field, CTE Program, Subject Crosswalk Web address: http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1759&ContentID=91429&Content=91876

14. Tech Prep Completer Element (FN280) – NEW in FY2011 • Has TP student successfully completed secondary portion of TP program? • Must meet all applicable TP “completion” criteria. • Successful TP “completers” may become Postsecondary TP students. • Report in EMIS Yearend (N). • Also report students to TP Consortia.

15. Tech Prep Completer Element (FN280) Secondary TP “Completer” Criteria: • Technical courses – 2.0 GPA or higher; meets graduation requirements. • Courses eligible for articulation – “C” or higher. • Completes Technical Assessment (if available). • Postsecondary-approved assessment – Meets benchmark.

16. District CTE Tech Prep Consortium Mapping Record (DC) • Used to connect district (or building) Tech Prep program to a Tech Prep consortium • One row of data per program/consortium set • Vast majority of mappings at district level • If reported at district, applies to all buildings • Each IRN/program combo only once • Report only at Yearend (N)

17. District CTE Tech Prep Consortium Mapping Record (DC) KEY PURPOSE: Tech Prep (TP) Consortium Accountability • When a TP program is “mapped” to a TP consortium, TP students reported with “CTE Program of Concentration” in that program are counted in the mapped TP consortium.

18. Staff Changes • Position Status • Only staff who worked no days in current year should be reported with U • If worked in current school year, report Position Status as of Separation Date • Therefore, should not be any position status U reported

19. Work To Do Now • Special Ed events- enter and/or log • MOA and Accountability IRN cleanup • Enter Score Not Reported test records • IEP Future Fund and Open Enroll- be ready to collaborate

20. Missing Data Overrides • Temporary overrides on OAA • Program counts from 10N ready • Otherwise, same as usual • Override if prior mistake made • No override just because easier than reporting something that can be reported • Similar dates and progression as 10N

21. Key Dates • Yearend (11N) 5/6/2011 through 7/15/2011 • Data submission requirements begins 5/27/2011 • Graduate (11G) 5/27/2011 through 11/18/2011 • Same as FY10 • Financials (11H) 7/1/2011 through 9/30/2011

22. eSIS • Extract, FTP, Eload_11N Process • Searching • Importing • Exporting

24. Searching • Navigate to your esisextracts folder • Edit the file of the record type you are questioning (ie: FS, GE…) • Use Notepad/wordpad/pspad textedit • Use the FIND option to search for the eSIS student number to verify if the student is in your extract. • Review agg reports (emsagg5 and/or emsrdet)

25. Importing • EMIS-FFE • Can be used as an option/last resort towards the end of a reporting period • Must let NWOCA know • Import or manually add a record/s

26. Exporting • When exporting rename file • Notify Nwoca of the file name and remind us to load in UPDATE mode • Choose correct reporting period • Choose correct record types prior to exporting (uncheck all and then re-check…) • Similar process you used for your CC/CJ records in years past

27. Agg Updates • Open FS and no corresponding open FD - fatal error 836 invalid combination of Open/Closed FS/FD records • Updated First required FS record missing – will be a warning or a fatal • Updated GE date validation for date range encompassing Feb 2010 for leap year. • Early agg flag will turn off on June 13th.

28. EMSRDET updates • This is your staff validation error report • Updated position code 230 check • Active employees must have course master – inactive ones do not as long as they have a sep date and reason • Fatal Error 497 – separation date from a prior fiscal year. • Fatal Error 713 – pos status of “U” • Only valid for October Reporting • Warning 720 – pos status of “C”- current- must have attendance days reported

29. EMIS-R Update/Demo • Yearend Manifests will come out a few weeks into the reporting period • Not mandatory that you participate for 11N • Staff data will utilize the agent for USPS districts • Student data will utilize flat files • Usernames/passwords

30. Financials Reporting • More important than ever • For first time, do GEN_MISSING • Measures still being developed • Concept is to compare receipts to money from ODE • Compare expenditures to receipts & cash • Several new GEN_ISSUES related to impact of data (especially MOE)

31. FY11H Missing Measures • Following measures will be included • Building General Information- Financial • District General Information- Financial • Receipts • Expenditures • Cash • Operational Units • Capital Assets • Following is DRAFT plan for calculation • Will be some variation by reporting entity type • Feedback and questions IN WRITING via helpdesk will be most helpful

32. FY11H Missing Measures • Building General Information- Financial • Numerator: count of required building records reported • Denominator: count of buildings required based on 11N building data • Overrides not likely, but possible • About 15% would have missed in FY10, but easy to fix

33. FY11H Missing Measures • District General Information- Financial • Numerator: one if reported, zero if not • Denominator: always one • Overrides not likely • No districts missed in FY10, but ESCs did not report

34. FY11H Missing Measures • Receipts • Numerator: sum of actual amounts for 3xxx receipt codes • Denominator: net distribution amount from ODE on settlement report • Overrides not likely • About 1.3% of traditional districts would have missed in FY10

35. FY11H Missing Measures • Expenditures • Numerator: sum of current actual expenditures • Denominator: sum of cash begin balance + sum of actual receipts – sum of final balance • Overrides not likely • About 5% would have missed in FY10, half > 99%

36. FY11H Missing Measures • Cash • Numerator: count of FY11 distinct fund codes that match FY10 reported codes • Denominator: count of FY10 distinct fund codes if final balance <> 0 • Overrides not likely • About 4% would have missed in FY10

37. FY11H Missing Measures • OPU • Numerator: count of expenditure records with matching OPU + count of receipt records with matching OPU • Denominator: count of expenditure records + count of receipt records • Overrides not likely • No districts would have missed in FY10

38. FY11H Missing Measures • Capital Assets • Numerator: zero if none reported, one if any reported • Denominator: always one • Overrides not likely, but possible • No districts would have missed in FY10

39. FY11H Missing Measures

40. FY11H Missing Measures • Issues to keep in mind • Can not wait until data is “done” to submit unless it is “done” by Sept. 2nd • Measures impact each other… • OPU by changes in Receipts and Expenditures • Expenditures by changes in Receipts and Cash • GEN_ISSUES will list what is missing on Building, OPU, and Cash measures

41. FY12 Overview • General Student Changes • Assessment • Courses and Teachers • Building/District Record Redesign • Special Ed OSEP Compliance Period • Career Tech Updates • Overrides via Record Type • Miscellaneous Changes • Clarifications to Manual

42. The Usual Reminders… • Not enough time today to cover all the details of each change • More information will be included in the manual • As always, if conflict between this presentation and manual, manual prevails

43. General Student Changes • Exemption from CORE requirements • Military Compact students & OGT • Additional Free/Reduced Lunch info • Admitted From & Withdrawn To IRNs • Expected Attending Building IRN for next school year • Instruction during suspension- K vs N

44. Assessment • New tests in pipeline- can not continue current path • A single record type for all assessments • Add element to indicate which test the score is from (GA, GX, GO, GB, etc.) • Only one score per row- so multiple rows for some tests (e.g., OTELA)

45. Assessment • Move elements not related to scores to other locations • Test Building IRN now derived based on schedule for Math assessment for a particular building and grade level • Required for grad to new record type • Acceleration information to new record type • No longer report INV, PNO, and NSA as scores- now Score Not Reported

46. Assessment • New Special Education Graduation Requirements record • Reported at time of IEP • Only reported if a student is exempted from one or more OGT subject passes, or… • If previously exempted but exemption removed

47. Assessment • In long run, separate record type works better than addition to the GE record • Student with an IEP could have anywhere from 0 to 5 rows • reported as exempted for a subject, report again for each IEP if still true • No longer need to re-report most recent score if status changes

48. Assessment • New Acceleration record • Combines several elements in one place • Y4 accommodation from OAA record • Special rules for reporting Building IRN on test record of accelerated student • Acceleration count from FN record

49. Courses and Teachers • Multiple teachers per course • Multiple enrollment ranges per course • Dates on all Course Masters • Exceptions to course dates for all Student Course • Credit Flex

50. Multiple Teachers per Course • Add a new record type- Teacher Course • Allow multiple teachers to be associated with a single group of students • At same time (team teaching) • Change in teacher during year • Report role and date range if different from CN • In future, may include other staff types (intervention, assistant, etc) • Move items related to teacher from Course Master to Teacher Course