OAEP Conference May 3, 2011

1. OAEP ConferenceMay 3, 2011 Period G EMIS Reporting Best Practices Presented by: Terri Lynn Heslep SPARCC

2. What is Period G Reporting • Period G is the Graduation Reporting Period and is used to capture data related to graduating students. The data will include diploma information and all data necessary to verify that the student has met credit and testing graduation requirements. The reporting period generally spans the timeframe from the end of May till mid-November. The Graduation-Only Test Record is also reported during this reporting period.

3. Who Reports Data in Period G? • All City, Local, and Exempted Village school districts • JVSD’s and ESC’s not required to report, they do withdraw graduating students with reason 99

4. What Students Are Reported in G • School Year Graduates • Summer Graduates Students that did not meet graduation requirements (either course or test) during their final year in school, but meet requirements during the preceding summer.

5. Records for School Year Graduates Yearend=N Graduate=G October=K • Student Demographic (GI) – N/G • Student Standing (FS) – N • Report Effective End Date (WD Date) and Reason=99 • Student Attributes-Effective Date Record (FD) – N • Student Attributes-No Date Record (FN) – N/G • Various elements reported in N, Grade Level Next Year=GR • Period G – report Diploma Date and Type, etc • Student Course (GN) – N • Current SY Courses and High School Credit reported in N • No Summer grad courses reported in K

6. School Year Graduates (continued) • OGT Assessment (GX) – N/G • Report OGT in N, if available • Summer administration (and errors from N) reported in G • Report Graduation-Only Test Record (GP) in G • Other Assessments - N (CTE Testing-GY, OTELA-GF, CTE Industry-GU)

7. School Year Graduates (continued) • Student Program (GQ) – N • Student Gifted (GG) – N • Student Discipline (GD) – N • Student Demographic Race Detail (GJ) – N • Special Education (GE) – N • Student Graduation Core Summary (GC) - G

8. Records for Summer Graduates • Same as School Year Graduates with the following notable differences: • Yearend-N • Not reported as withdrawn in Yearend-N • Report Grade Level Next Year=12 (use 13 if completed course requirements but have not passed OGT). • Graduate-G • Student Attributes-No Date Record (FN) – report Diploma Date and Diploma Type

9. Summer Graduates (continued) • October-K • Student Demographic (GI) • Student Standing (FS) • Report Effective End Date (Withdraw Date) and Withdraw Reason=99 • Student Attributes-Effective Date Record (FD)

10. Graduation Period Reports • Student Graduation Information • Shows your students reported as graduates by your own district and others. • Gen Audit • Report sent to ITC of files submitted to ODE • Gen Data Stat • Gives districts information about files sent to ODE

11. Graduation Period Reports (continued) • Gen Issues • Provides summary of errors if district exceeds tolerance checks set by ODE office involved. • Gen Issues Detail • More detailed output including SSID and LCC • Gen Missing Data • Advises district of data missing for this reporting period • Gen Submission Status • Reflects what required files have been accepted by ODE

12. Local Report Card • Graduation Rate Calculation • Percentage of students that received a diploma during the previous school year. • Formula uses number of students reported as graduates during Period G reporting period. • Graduates are students , including Summer graduates reported with Diploma Date and Diploma Type. • Excludes Grade 13 and Graduation-Only students. • Adjustments made for returning withdrawals and previous dropouts. • See LRC 2010-2011 Documentation for full details.

13. References • EMIS Guide • Chapter 2 – Student Data • Appendix I – table of which reporting period elements are reported. • ODE Presentation from Spring OAEP Conference • FY10 Yearend and Grad Reporting handout • LRC 2010-2011 Documentation • Graduation Rate Calculation

14. Questions/Answers