NEW to EMIS

1. NEW to EMIS Excerpts from EMIS 101 Handbook

2. What is EMIS? • EMIS = Educational Management Information System • Began in 1989 with Senate Bill 140 • System for reporting of staff, student, district, building and financial data to the state.

3. Functions of EMIS • State and Federal reporting • Funding and distribution of payments • Academic Accountability • State and District reports

4. Who Reports? • Traditional school districts • Community Schools • Department of Youth Services • ESC Centers • JVS • Ohio Schools for Deaf and Blind

5. EMIS Coordinator • One in each reporting entity • Receives mailings • Go between for district /ITC / state • Coordinates data to be sent to the state for the district

6. Data that can impact funding • Assessment • Community Schools (traditional schools) • ESC • Gifted • Limited English • Open Enrollment • Pre School • Special Education • Title I • Poverty Based Education

7. EMIS Manual • Can be found on the ODE website www.ode.state.oh.us • Should download to your desktop most current version for reference. • Chapter 1 - overview of EMIS • Chapter 2 - student data • Chapter 3 - staff data

8. EMIS Manual (con’td) • Chapter 4 - district, building, and financial data • Chapter 5 - contains file descriptions ( ex; field size) • Appendices are important! Contain the course codes, student program codes, position codes, etc.

9. Data Types • Build Data (reported in October and Yearend) • District Data (reported in October and Yearend) • Financial Data (submitted by treasurer) 5 year forecast ( this contains 3 years of historical data plus projections) July (H) (expenditures and receipts)

10. Data Types (cont’d) • Staff data • Demographics • Employment records • Courses • Most of this data comes from payroll. Courses will come from your student system.

11. Student Data Attributes • Grades, disability code, retained status, diploma type/date Standing • District relationship, % of time, admission date, attendance/absences • Career tech – testing and follow-up • Courses – classroom code, course status, and CTE concentrator

12. Student Data (cont’d) Demographics • Gender • DOB • Race • Discipline • Limited English • Gifted • Program • Special Education • Assessment

13. State Wide Student Identifier • More commonly known as the SSID Number • Purpose • Privacy for EMIS reporting • ODE can track longitudinal data on a student through out their school career.

14. State Staff ID • 9 characters unique to each staff member • Usually 2 letters and 7 numbers • Called the credential id • Now needed for all staff for reporting of: EMIS, D3A2 and Pre ID for testing

15. What is EMIS data used for? • A variety of purposes: Local Report Card Reports to the Districts Ohio Core Federal, State and Local Reporting

16. Reporting Periods There are several EMIS reporting periods through out the year. These reporting periods provide a “snapshot” of the data for each reporting period. Each reporting period has an beginning date and end date. • K (October) • Snapshot of the first full week in October • ADM (average daily membership) is derived from this week

17. Reporting Periods (cont’d) October (K) cont’d • Summer graduates • Summer withdrawals • Preschool students with admission dates after count week but before 12/1 • All students enrolled for 1 or more days

18. Reporting Periods (cont’d) • N (Yearend) • Data from the entire school year • Examples: discipline, gifted records, attendance, testing • How to prepare for year end: • COMMUNICATE – with many of the staff not available because of school ending, you need to have some kind of procedures in place when questions arise. • Testing records come in at this time. Many are downloaded into the student system…but still need to be corrected. Special education, LEP (ELL) students records need to reflect how they took the test. KRAL and Preschool tests will need to be hand entered into the student system.

19. Reporting Periods (cont’d) • Student programs can be entered as soon as they are known. This is done in the student memberships. • Special Education events should be entered as they occur. The time frames on these records are critical. October (K) records are from June 1 – December 1 Yearend (N) records are from December 2 – May 31 • Gifted Records are reported at year end.

20. ODE SIGN OFF Forms • Each reporting period must have a completed and signed form. • This form is signed by the treasurer and superintendent of the district. • It should then be faxed to ODE. • Once the reporting period is closed data can not be modified. • The forms can be found on the ODE website.

21. EMIS Reports • Now…how do you find the results of all your hard work? • The EMIS reports are sent to the ITCs to be made available to the districts. This is usually on a weekly basis. • The reports are on the MEC website, under EMIS services. Look for EMIS Reports Login. Your login in is Mxxxxx Your password is your Reflections password.

22. Verification Tools DASL>EMIS>Verify /Update Non DASL Users….whatever software checks that are available. Aggregations: Emsagg4s.txt…summary of all records being sent to ODE

23. Emsagg5.txt…data errors • Emsagg6.txt …. Exclusion of students • Emsagg7.txt…… all included students • MEC website: www.mecdc.org >EMIS Services>EMIS Reports Login EMIS reports…..loaded each week as they return from ODE. Also check explanations in red to help with understanding these reports.

24. Questions???