Ohio Department of Education FY 10 EMIS Changes Presented by: David Ehle, EMIS Data/QA Manager

1. Ohio Department of Education FY 10 EMIS Changes Presented by: David Ehle, EMIS Data/QA Manager Ohio Department of Education, Office of Information Policy & Management September 2009

2. Overview • Some In, Some Out… • Redesign & Data • Manual Format/Structure • Basic Student Changes • Special Education • Student Home Language

3. Overview • Assessment • Career Tech • Courses and Credits • Staff • District/Building • Financials (H and P)

4. Usual Cautions… • This presentation is not meant to be a comprehensive list of all FY10 changes • FY10 EMIS Manual, report specs, and Redesign users guide will be official references

5. Some in, Some out… • All references to February gone… • All reference to ELI gone… • As needed, added STEM requirements • Two types of STEM schools • Building of a specific district- Open Enroll • Stand-alone entity • Only one stand-alone this year- Dayton area • Unless noted otherwise, STEM instructions in manual for this type

6. Redesign & Data • Should not impact work in most districts, but for the record… • Some header elements may become filler • Header and Trailer record gone • Filler to 300 characters no longer required, but no impact if left on each row • No longer support use of “@” to combine data from 2 files into same record type • Data required must be complete when flat file for a record type uploaded to Data Collector

7. Manual Format/Structure • Options no longer listed in Ch. 5 • In Chapters 2-4 and file on ODE web site TBD • Reporting instructions moved from some Appendices to relevant element • Appendix B deleted- now list Assignment Areas in Ch. 3

8. Manual Format/Structure • All footnotes incorporated into main text • Reporting instructions at start of each record type in Ch. 5 moved to record section in Chs. 2-4 • Updated language as needed (e.g., replace “SSDT load programs” with “Data Collector file upload process”

9. Basic Student Changes • Updated options for Race/Ethnicity • Split A (Asian or Pacific Islander) into A and P • Update country list and/or option name on some options • Updated options for Homeless Status element • Clarified use of Building IRN and Attending Building IRN- when is district IRN allowed

10. Basic Student Changes • No blanks in Accountability IRN (now report ******) • Updated K reporting references regarding summer graduates • Deleted Corporal Punishment • Autism Scholarship Program coding/funding clarified • If a Sent To % reported, should report attendance

11. Basic Student Changes • Clarified some reporting instructions for new FY09 record types • Collect single Grade Level field • ODE will not collect UG • Replicating processing that took place in aggs prior to FY10 • For each student • If Grade Level not = UG, report current Grade Level • If Grade Level = UG, report current State Equiv. Grade Level • Kept State Equivalent Grade Level name/position

12. December Child Count • First year to be based on Special Ed events • GE record now reported in all major student periods except G • Based on latest IEP event outcome effective on 12/1

13. December Child Count • If outcome on latest IEP on record at ODE (FY09N or FY10M) not current LRE on 12/1, can update with new element • FN270 Updated December 1 IEP Outcome Element • Only reported in December • If no change, report **** (R&R TBD)

14. Related Services • Many 215xxx program codes to be updated • Changes in Federal def’n and OAC • New descriptions for some codes • Some deleted • Some new

15. Final IEP Meeting Event • New Date Type- FIEP • IEP team meeting that is… • Last meeting prior to graduation • A new IEP is not completed • Student will continue to receive exactly same services for remainder of school year • Only Date and Non-compliance (if needed) are reported with this Date Type

16. IEP Consent Withdrawn Event • New Date Type- CIEP • IEP is already in effect (IIEP, RIEP, TIEP) • Parent revokes consent for student to receive services on this IEP • Student no longer special ed • Would have to start process at beginning to become special ed again • Only report Outcome ID and Date

17. Preschool SE Specific • Only DOR reports GE Record • If no IEP effective with services as of 12/1, student will not count for unit funding • No Split of Itinerant and Center-based • Report preschool spec ed teachers on one job • Delete 999413 assignment- now all 999412 • Clarified reporting of PS ineligible students who do not 3 until after school year ends

18. Other Special Education • IEEX option gone for RIEP- only need to report exit on RETR • 2111xx Transition program codes gone- now only report as part of IEP event • 210xxx and 217xxx LRE program codes gone- now only report as part of IEP event • If LRE changes (planned or unplanned) after IEP goes into effect, report value as of Dec 1 • If LRE is changed from what reported in prior year without a new IEP, use new December element

19. Student Home Language • New element • Required for all LEP and Immigrant students for Federal reports • May be same, may be different from a student’s Native Language • Much longer list of options- see manual • One option correction from draft to final version of manual- Swahili

20. Assessment • End of the Proficiency Test era… no more 9th grade record • Clarify test reporting rules in context of new FS and FD elements • Clarified who must report test records- changes for SE coop and Contract Career Tech • No OAT Writing and Social Studies administered, so none reported, but options to remain for now…

21. Career Tech • Changes in options, as usual, for • Subject Codes • Industry Assessments (vary by period) • Elements on follow-up record will change • ODE will still provide file as have since FY08 • Data provided by ODE will change due to FY09 changes • ODE Keys from new database included for reference- no edits by districts

22. Courses and Credits • Mapping rules clarified- at ODE now • Program Builder Code deleted • Provider IRN must be a different EMIS reporting entity or ****** (applies to program codes as well) • Location IRN can be 999999 • A few Math & Science subject code changes

23. Courses and Credits • Delete Course Type • Replaced by elements added in FY09 (Curriculum, Delivery Method, Educational Option, & Student Population) • Many business rules updated to show equivalent. Examples: • No HQT required if • Curriculum is PS, or • Delivery Method is CC, ET, or ID, or • Student Population is D8, DP, or PR • Career Tech courses now Curriculum in format Vx • ** no longer valid on new elements- choose best • See Appendix Y for suggested crosswalk

24. Courses and Credits • Graduation – Core Summary (GC) in K • Reported for grade 9-12 students in CW • Students who, by status, could earn diploma from district in future • Graduation units earned as of start of school year- none of current year included • Also report CORE-related elements on FN record • Graduation Credit Units (FN130) deleted • Subject Area for Credit on Course Master updated to match values for CORE Area Code

25. Staff • Removed K language about State Staff ID as optional • Staff local ID cannot be 999999999 • Same Race/Ethnicity updates as for students • Master Teacher gone • New LEP teacher assignment area (999365) • ESP no longer a deduction

26. Staff • New: Staff Summer Employment Separation Record (CL) • Optional record- can still report via regular Demo and Job • Will allow reporting of minimal data needed to show separation • Only for total separation from district over summer • Will facilitate reporting separated staff when data requirements change from one year to the next

27. District/Building Records • Master Teacher elements deleted • Add Scheduled 1st Day Next Year to Yearend Building for grades 10-12 • Fewer org types now required to report District records- see manual

28. Financials (H and P) • Many changes dependent on • New FY10 & FY11 budget • Implementation of Federal Stimulus Funds • Look for updates from ODE School Finance and Auditor of State • New Special Education function codes (by grade level) • Forecast- two new lines and 532 disclosure all related to Stimulus funds

29. Changes Yet to Come?? • FY11 Race/Ethnicity changes • New Appendix Z- future FY requirements • New LREs for Preschool- post-December FY10 optional, FY11 required • Possible that ESCs and Community Schools will report the period P (5YF) May submission • LEP Status update due to Federal accountability plan? • New positions from budget? • Other budget-related changes?

30. Q & A