EMIS Reporting for Educational Service Centers

EMIS Reporting for Educational Service Centers

OAEP ConferenceMay 2, 2011

Objective:

In this session, we will cover elements of EMIS reporting for ESCs: – Required student data records; – ESC and District of Residence collaboration in

reporting not only preschool student special education data, but also contracted staff situations.

We will also spend time sharing our own best practices that ensure our reporting success from year to year.

Topics:

• EMIS Hat Society• EMIS Reporting Requirements for ESCs• Preschool Special Education Data – Go TEAM!• Contractor Staff Reporting for School-Age Students• Resources and Best Practices for ESCs

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EMIS Hat Society

• How Many Hats Do You Wear?– Student– Staff– Fiscal– Technology– Human Resources– Administration– Others?

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EMIS Reporting Requirements for ESCs

Student Data• ESCs are required to report only preschool student data if

the ESC receives PS SPED unit funding or ECE state funds• This data is reported for both October K and Year-End N

EMIS reporting:

Course Discipline Demographics PS Assessment (Get it, Got it, Go!) Standing PS ASQ/SE (Ages & Stages

Questionnaire/Social Emotional) Attributes – Effective Date PS ECO (Early Childhood Outcomes) Attributes – No Date Program (if applicable)

EMIS Manual, Section 2.5 6

Student Course Record (GN)Preschool

• Reported as self-contained (one per student) 180050 Early Childhood Education, ages 0-2 180108 PS self-contained classroom; includes course

related to ECE, Federal Head Start and other local programs

180280 PS program funded with Title I funds 196095 Early Education of the Handicapped, ages 3-6

• Preschool Itinerant – not reported through course; through a program record with program code 220100


Student Program Record (GQ)• Also known as Related Services, Memberships• Preschool program codes (215XXX)• Found on Individualized Education Plan (IEP), and/or

Data Collection Form Addendum (2 & 3)

• Preschool Itinerant: code 220100 connects the teacher to the student. Record:– The teacher’s credential ID– The start and end date of the itinerant service for the school-year

• Fluctuation in totals from one year to next– EMSAGG4S.TXT to compare 10K to 11K, 10N to 11N– EMSRT6.TXT to compare 10K and 11K, 10N and 11N

EMIS Manual, Section 2.3.1 8

Student Demographic Record (GI)• Hispanic/Latino Element:

– Yes or No – student is of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race

– Not Re-Collected – used only for students enrolled in the district prior to July 1, 2010 and the district did not re-collect the ethnic/race data for the student

• Summative Racial/Ethnic Group Element:– Parents must be given the option to designate the ethnic

group to which the student belongs– Calculated based on race(s) designated by parent


Student Standing Record (FS)• Enrollment of a student in, or receipt of services from

the ESC• State Student Identification Number (SSID)

– Data elements required for assignment of SSID:

• Birth Certificate or related documentation• Admission Reason (new code 9 Early Childhood) Addendum (4 & 5)

Legal First Name Legal Middle Name Legal Last Name

Date of Birth Gender Native Language

Ethnicity Birthplace Name Admission Reason


Attendance• Attendance days, excused absence days and

unexcused absence days• For both Count Week (K) and Year-End (N)• Account for enrollment/withdrawal dates• Account for preschool alternative schedules

(50% FTE, 4 or 5 day program, etc.)• Preschool students enrolled after count week, but not

withdrawn by December 1, are included in the October aggregations


Student Attributes (FD)

• Attendance Pattern• Disability Condition – provided from Evaluation Team

Report (ETR), or Data Collection Form Addendum (6 & 7)

• Preschool Poverty Level – Department of Health and Human Services website:

www.hhs.gov

http://www.hhs.gov/


Student Attributes (FD) (cont’d.)

Immigrant Status – all three criteria must apply:

1. Student is age 3 through 21; and2. Was not born in any State*

State is defined as each of the 50 States, District of Columbia, Commonwealth of Puerto Rico, and each outlying area = U.S. Virgin Islands, Guam, American Samoa, Commonwealth of Northern Mariana Islands; and

3. Has not been attending one or more schools in any one or more States for more than three full years

Preschoolers adopted from foreign countries meet this criteria


Student Attributes (FN)• Grade Level Next Year – PS withdrawals• Majority of Attendance IRN = ESC’s IRN for PS• Updated December 1 IEP Outcome Element – K

– Updated only for students whose IEP data is currently on file with ODE

– Does not reflect the current Least Restrictive Environment (LRE) for the student with a disability• For example: new codes; itinerant moving to

center-based setting or vice versa

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Preschool Assessments

• Assessment Windows and Deadlines for Staff GGG - March 21 through April 29, 2011ASQ and ECO - December 2, 2010 through May 13, 2011

• Score Sheets and Data Entry Addendum (8)

• Monitor ODE’s Data Submission Requirements• Enrollments/withdrawals within a reporting period

EMIS Manual, Section 2.4.4, 2.4.6, 2.4.7

Get it, Got it, Go!Ages & Stages

Questionnaire/Social Emotional

Early Childhood Outcomes


Special Education Record (GE)

• District of Residence is responsible to report at least one current special education event date for its respective students

• Critical for October K and December Child Count• Collaboration between ESC and Districts

Together Everyone is Allocated More


Special Education Record (GE) (cont’d.)

• ESC ensures:– The correct District of Residence IRN is reported for the

student– Same SSID is reported for student– No other errors are occurring for the student

• Districts of Residence ensure:– The ESC’s IRN is reported for the student– No other errors are occurring for the student– At least one current special education record (IEP) is reported


Special Education Record (GE) (cont’d.)

• Special Ed-Not Funded Report from ODE– As early as possible to ensure records are reconciled and

reported correctly• October window =

– June 1 of prior school year through – December 1 of current school year

• Year-End window = – June 1 of prior school year through– May 31 of current school year

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Contractor Staff Employment Record (CJ)

• Most contractor staff situations between a district and ESC fall under Category #3 in Appendix A

• ESC reports the employee demographic and job position records through its respective payroll software or other methods

EMIS Manual Chapter 3Appendix A: Contracted Staff Situations

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Contractor Staff Employment Record (CJ) (cont’d.)

• Course records for school-age students attending a program or classroom taught by an ESC employee1. District creates a Staff Course Master Record, or adds the

staff data to an existing course(s) (new section)2. District assigns the applicable course section(s) to the

student according to his/her schedule3. ESC creates and reports the Contractor Staff Record

Numbers 2 and 3 connect the respective district and the ESC teacher via the student course(s)

EMIS Manual Chapter 3 Appendix A: Contracted Staff Situations

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Data Collection and Entry

These are the data elements that districts need to create the Staff Course Master Record (CN)


Student’s First and Last Names Student’s Grade Level Student’s District of Residence Teacher’s First and Last Names Teacher Credential ID (License) Building of Attendance (ESC IRN) Subject Code (Appendix C) Subject Title Special Population Semester or Year Length of Scheduled Instruction Number of Class Credits (High School) Highly Qualified Teacher Code

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• Data Collection Form (ESC Best Practice) Addendum (9)– Completed by ESC teacher with assistance from coordinator

or director, if necessary– One created for every student (K reporting), then only new

students (N reporting)– Collected by ESC, sorted and distributed to respective districts

• CJ Record based on student/district percentage assigned to ESC teacher’s class


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• Inclusion Courses Addendum (10)– Students receiving instruction from regular education

teachers during the school day– If occurs outside of a student’s District of Residence, the

District of Residence must contact the instructing district for the teacher data

• Contractor Staff Errors Report from ODE– Monitor and work with districts to ensure all staff and

students are reported correctly– For EMIS accountability purposes, student course

measurement does not have to be 100%– Report may change every school year based on enrollment

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• School-age Student Attendance Addendum (11 & 12)– Provided to Districts of Residence for Count Week (K),

and Year-End (N) cumulative– Attendance days, excused absence days and unexcused

absence days

• School-age Student Grades– Provided to Districts of Residence at Year-End (N)

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ESC Best Practices - PD

• Professional Development As much as possible and allowable!– OAEP Conference(s)– ITC meetings and training sessions– Software updates and notifications– Networking with other EMIS professionals– Ohio Department of Education– Higher education

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ESC Best Practices:Get Organized!

• Calendar(s)– These are to ensure that you receive, enter,

review, correct, transfer and submit your data on time to meet final reporting goals

• Microsoft Outlook (e-mail)• Microsoft Publisher• Desktop• Franklin Covey® Methodology

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ESC Best Practices: Get Organized!

• Additional Tools– PC Folders, CDs for soft copies– Notebooks or folders for hard copies

• EMIS Manual and references• Meeting Notes• Conference Presentations• Reports – both software and ODE generated

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• Contacts– ESC staff contact information and e-mail

distribution lists– District contact information and e-mail

distribution lists– ITC contacts and help desk information

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Online Resources• Ohio Department of Education (ode.state.oh.us)• School Districts• ITCs• ESCs• OAEP (www.oaep.net)• County Auditor (caao.org/DIRECTORY/)• County Probate Court (franklincountyohio.gov/probate)• U.S. Dept. of Health and Human Services (hhs.gov)

Questions?

Thank you!

Documents

EMIS Reporting for Educational Service Centers