EMIS Updates & Period N Reporting

1. EMIS Updates & Period N Reporting OAEP Spring Conference May 7, 2012

2. What is StudentInformation? • ProgressBook Suite • StudentInformation • GradeBook • VendorLink • SpS • DataMap

3. Shared Student Data Page • Updates Include • Addition of Admitted from IRN to EMIS-FS view • Addition of Withdrawn to IRN to EMIS-FS view • Assessments • Course History • Special Education Events

4. Shared Student Data Page • EMIS - FS View • Addition of Admitted from IRN to EMIS-FS view • Addition of Withdrawn to IRN to EMIS-FS view

5. Shared Student Data Page • Assessments include OGT, OAA, OTELA, PS ASQ/SE, PS ECO, PS GGG and KRAL • Can be viewed with any other trusted district, JVS, ESC, etc.

6. Shared Student Data Page • Choose to view one or all assessments types

7. Shared Student Data Page • Special Education Events

8. Shared Student Data Page • Course History

9. Shared Student Data Page • Course History

10. Assessment Verification Updates • OTELA – summer withdrawn students not included • GGG - • Students missing record get error message • ASQ/SE- • Verification process added

11. Assessment Verification Updates

12. Assessment Updates • Updates to Score Not Reported values • Updates to Accommodations values • All assessments now fall under the same record type, Student Assessment Record (FA) • Data Entry screens for assessments in DASL will not change, changes will be made behind the scenes • All assessment transfers included in the Transfer – Student Assessment (FA)

13. Assessment Updates • Scores Not Reported Values • Values added: • I - Students who have taken the test, but the test was, for good cause, invalidated by the Ohio Department of Education or the school district • R – Parents request results not be reported to the state • S – Non-Scorable Assessment (only valid for that Standards-Based Alternate Assessment) • U – Unable to answer sample items

14. Assessment Updates • Accommodations values: • Y4 removed for FY12 • Valid values, ‘**’, NO, Y1, Y2 and Y3

15. Student Assessment Records (FA) • Assessment records combined into the new Student Assessment Records (FA) record type. • OAA (GA) • OGT (GX) • OTELA (GF) • Preschool Get It, Got It, Go (GB) • Preschool ECO (GM) • Preschool ASQ/SE (GS) • KRAL (GO) – Only reported in Period K • CTE Student Assessment (GY) • CTE Industry Assessment (GU)

16. Student Assessment Records (FA) • All assessment records – transferred in one file

17. Assessment Transfer Updates

18. Student Assessment Records (FA) • Some assessment transfers now have multiple records in transfer • Preschool Get It, Got It, Go (GB) • 3 FA rows per GB record

19. Student Assessment Records (FA) • Some assessment transfers now have multiple records in transfer • Preschool ECO (GM) • 2 FA rows per GM record, one for test score, one for progress score (6 total)

20. Student Assessment Records (FA) • Some assessment transfers now have multiple records in transfer • OTELA (GF) • 4 FA rows per GF record

21. Student Assessment Records (FA) • Some assessment transfers now have multiple records in transfer • CTE Student Assessment (GY) • 0, 1, or 2 FA rows per GY row

22. Student Assessment Records (FA) • CTE Student Assessment (OCTCA) and CTE Industry Assessment • If duplicate records exist for the same assessment code, the latest record is transferred.

23. Student Assessment Records (FA) • CTE Student Assessment (OCTCA) • The CTE Teaching Professions Portfolio Score field must be completed for screen to save

24. OGT Transfer Logic Update • FY12 Transfer Logic updated in the FA transfer of OGT (GX) assessment records • The transfer file will include only OGT records for the current year • ODE has past years’ records on file • ‘Test Required for Graduation’ no longer reported as part of OGT record (Part of FE transfer record) • ‘Test Required for Graduation’ required for transcripts and grad verification process

25. Special Education Import Updates • The following additions have been made to allow the import of the following records: • Student Special Education Graduation Requirement (FE) • File updates existing record if it has same date type, event date and assessment area code • File imported if no exact match is found

26. Special Education Import Updates • The following imports have been reinstated and now allow the accommodations values to be updated to the correct value: • Student Achievement Test • Student Ohio Graduation Test • Student Kindergarten Readiness Assessment (KRAL)

27. Special Education Import Updates • Assessment Imports (FA) for (1) Student Achievement Test (GA); (2) Student Ohio Graduation Test (GX); and (3) KRAL (GO) • File updates the Accommodations value on existing record if it has same test date, required test part, assessment type code and existing accommodation equals ‘No’ • No record is imported if a match is not found

28. Special Education Import Updates

29. CLISEMIS/CTRMEMIS Update • Vocational Course sections (Curriculum value begins with V) with no students will be created automatically, even if Include Records for Course Sections with No Students Assigned is not checked

30. Student Acceleration (FB) • Student Acceleration (FB) replaces the acceleration fields that used to be on the Student Profile FN tab (Home » SIS » Student » Assessment » Student Acceleration (FB)) • Reported During Period N only

31. Student Special Education &Student Special Education Grad Req • Screen updated with 2 tabs (Home » SIS » Student » Special Education ) • Events = Special Ed Events (GE Records) • Grad Requirement = Special Education Graduation Requirements (FE Records)

32. Student Special Education &Student Special Education Grad Req

33. Student Special Ed Graduation Requirement Record (FE) • FE records are reported in both Period K and N: • IEP determination to add, confirm or cancel an exemption from the graduation assessment area (OGTs) • Students never exempted do not report an FE record • Report one FE record for each subject type that is exempt • If reported in K, must be reported again in N, even if no change in value

34. Student Special Ed Graduation Requirement Record (FE) • Exemption is reported, with a matching special ed event, each year student continues to be exempt • If exemption is removed or cancelled, it is reported in both K and N of that year (if occurred after 12/1, then in N only of that year), optional reporting in following years • Must be reported with matching Event/Date • FE records are school year specific, but displayed in future years • Must update the Required for Graduation value on the OGT record; no longer reported to EMIS, but needed for Grad Verification process

35. Verify - Student Special Ed Graduation Requirement Record (FE)

36. Verify - Student Special Ed Graduation Requirement Record (FE) • Verify Student Special Education provides verification errors when running Verification messages, Student Special Ed. Events or Student Special Ed. Grad. Req. • The File Download provides a downloadable file with only the records selected, ex. Student Special Ed. Grad. Req. will include only the FE records

37. Transfer - Student Special Ed Graduation Requirement Record (FE)

38. Student Special Education • Additional Outcome ID codes added for CNST Date Type • CNGI, CNGO, CNGR (optional for FY12, required in FY13)

39. Admitted from & Withdrawn To IRN • For JVSDs and ESCs • Disabled on FS Standing Tab • Disabled on Student Registration Wizard • UNCLEMIS updated to no longer validate these elements

40. Power Withdraw Updates • The following options have been added to the search criteria: • Grade Next Year • Home School IRN • Ad-Hoc Membership

41. Power Withdraw Updates • At JVSDs or ESCs, the Withdrawn to IRN value is disabled and given value of ‘******’

42. Power Withdraw Updates& Withdraw Student Updates • FS and FD records with dates after the date of withdrawal in current year, are removed. • FS and FD records in future years for students withdrawn in current year are not removed

43. Withdraw Student Updates • At JVSDs or ESCs, the Withdrawn to IRN value is disabled and given value of ‘******’ • 2nd Semester Vocational Courses will be dropped instead of removed with an end date same as the start date • Curriculum Code must begin with ‘V’ • Student Subject Record must have been reported in ‘K’

44. Building Withdraw • Withdraw to School IRN • ‘999999’ removed, update as needed • No erroneous pending enrollments created

45. Calendar Dates Wizard Updates • Teacher History Records end dates are updated in the following situations • Changes to School Year End Date

46. Student Profile Bulk Update • Field added to FS Standing & FD Attributes Tab – • Withdrawn to IRN • Fields added to FN Graduate Tab • Military Compact Graduation Alternative with updated values • CORE Graduation Requirement Exemption with updated values

47. Registration/Registration Wizard • Pending enrollments – Registration Wizard • StudentInformation is moving toward one registration option – registration wizard (13.0) • Pending enrollments for intra-district transfers will pull in the student via Registration Wizard

48. WebXam Export Enhancements • Updated to include 9th and 10th grade students

49. WebXam Export Enhancements

50. 12.6 Updates (6/8/12) • Civil Rights Report, Phase I • Additional CTRMEMIS Verification Errors • Student has same start date for multiple assignments of same course section • First 10 characters of course code are not unique/CTRMEMIS update will not run • Family Groups for Contacts, Phase I (work begins, but won’t yet be seen) • Teacher History Maintenance process • Period G Transfers combined into one transfer