NWOCA Spring 2008 EMIS Meeting Wauseon High School Wednesday May 15 th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions from

NWOCA Spring 2008EMIS Meeting

Wauseon High SchoolWednesday May 15th

9am – Noon / 3 Contact Hours* Some slides taken or modified from ODE sessions from the OAEP conference

Today’s Agenda

Introductions FY08 Yearend EMIS FY09 Redesign/SIF eSIS Update

After meeting…LIVE eSIS districts – short meeting

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Introductions

NWOCA EMIS/Student Services staff New team member

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Meet the Team… Student Services Supervisor

Darren Estelle EMIS/Student Services Coordinators

Sam Freeborn Ryan Shively Sean Taylor Denny Reinhart

Student Services Coordinators Jean Lee Lori Burcham Tami Kunesh

Programmer/Analyst Robin Fronk

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Robin Fronk

Programmer/Analyst Started 12/3/07

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And now for the EMIS updates…

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OverviewOverview

• Yearend Reminders

• Gen Issues

• Data Submission Requirements– Measures– Impact

• An SSID Reminder…

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Yearend RemindersYearend Reminders

• FY08 changes new for yearend• Early submission- Start Now!• Getting Test Results Back• IEP records and IEP_NO_FUND• Student Transfer Course record• Graduate or not, JVSD vs Home• SDC Access not automatic

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FY08 Changes New for FY08 Changes New for YearendYearend

• Not an exhaustive list, but remember…• CTE Industry Assessment Record (GU) for

current students• No longer report prior disability• No longer report Career Passport and CTE

Completer elements– Do complete CTE concentrator field

• High School Credit Earned and Partial/Override Credit Elements (R&R)– Will be a REMIS program to update this for McSis schools

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FY08 Changes New for FY08 Changes New for YearendYearend• Special Ed Out of Compliance option 09- on time but prior year

event error/missing (R&R)– District in compliance with due process timelines, but incorrect/missing data reported in

EMIS in a prior reporting period

• Proficiency Only now Graduation Only

• Remove NRE and modify MOV– NRE - Student is not required to take subject /grade level test: Student not enrolled in any

Ohio public school district during test administration during the current school year– MOV – can now be used for students who moved in or out of a district

• Composite Level, not Score, on OTELA– Last year a score was reported and ODE derived the performance level– This year no score and vendor is providing the performance level

• No longer report Violent Criminal Offense on Building record

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Early Submissions

This DOES NOT mean you should not complete the EMIS Checklist! (McSis districts)

MAJORALTID – enter alternate assessment students in now Once done we can processed MAJOREMIS for you

Initial staff import – must import later for staff attendance You can process MEMBEMIS for your program codes Courses – we can process CLISEMIS and CTRMEMIS for you

This will help with your GN (student subjects) percentage ODE will be releasing a new students without classes report

DB/DR/DT - General Yearend Items (update your dates) ODE goal is to get all reports out sooner than ever before “Early” flag in Aggs is currently set

No attendance or HQPD required until 4th day after close of school OAT and OGT checks don’t run until 6/15

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Check access before results come contact AIR at 1-888-944-5001 [email protected] Send Nwoca username and password for loading results into

EMIS or eSIS

Update file at testing vendor Mismatch between grade levels-- no results unless accelerated

and marked as such

Vendor report will identify students with grade level issues

• Posted helpdesk request asking for more details

Getting Test Results BackGetting Test Results Back

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2008 Key Dates - 2008 Key Dates - YearendYearend

Date Test Results / EMIS ProcessingApril 25 Alt Assess - OGT & OAT Results

May 9 First EMIS Processing for Yearend

May 15 / 27 9th Grade Proficiency-Only Test Results

May 22 OGT Results

June 2 OTELA Results

?????? Preschool Assessments (3)

June 16 Achievement Test Results

July 18 End of Yearend EMIS Processing

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IEP Records & IEP_NO_FUNDIEP Records & IEP_NO_FUND

• Critical report for weighted funding next October

• Program code exception was only for this FY- not next October

• EMIS staff and Special Ed staff must review this report together

• At end of N, students should only be on this report if doing IEP after May 31

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Student Transfer Course Student Transfer Course RecordRecord• Record will not be collected

• Look for future FY09 change to address issue of how a student meets CORE curriculum requirements

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Graduate or Not, JVSD Graduate or Not, JVSD vs. Homevs. Home• Issue last year with JVSD reporting as a w/d of 99 but home

district reporting as still enrolled• JVSD does not report diploma info• Communicate NOW about these issues- process, contacts

– Retentions vs. Graduates – must be communicated between resident districts and JVSD.

• If JVSD reports as w/d to home and home graduates in summer, will still count for JVSD with new lag in grad rate

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SDC Access Not AutomaticSDC Access Not Automatic

Verify OEDS-R EMIS Coordinators emails, etc. Verify relationship with NWOCA

http://home.nwoca.org/StudentS/pdf_docs/oeds_doc.pdf

https://safe.ode.state.oh.us/portal/menu.asp Need to set up and test access now SDC roles will not be automatically assigned- OEDS-R

Administrator or Supt. need to authorize Refer to NWOCA’s SDC guide.

http://home.nwoca.org/StudentS/pdf_docs/sdc_doc.pdf

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GEN_ISSUES ChecksGEN_ISSUES Checks• Definite Error vs. Strange Data…

– Inclusion on this report may or may not indicate an error

– need to review data and reporting rules to be sure

– If data correct, no need to contact ODE- even if ODE contacted, potential issue will remain

• Resources to review and help resolve– Report explanations– Secure Data Center– ODE Business Owner (some checks)– ITC resources– CA:USD Helpdesk ticket via ITC

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Checks Associated with Checks Associated with Weekly ReportsWeekly Reports• Missing GGG Record• Missing ECO Record• Missing ASQ/SE Record• Missing OGT Record• Missing Achievement Record• Missing OTELA Record• Bad Data Ignored by ODE• Spec Ed Missing IEP for Fund• Graduating Student Missing

Test • Missing District Record• Missing District Test Record • Missing Building

• Missing Student• Missing Staff• Missing Course• Missing Spec Ed Event• Missing Transition Codes• Duplicate Grad• CTAE Fatals and Warnings• Contract Errors• SSID Errors• Special Ed Compliance • Gen_Missing_Data

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Office for Exceptional Office for Exceptional ChildrenChildren• Alternate Assessment reported but

student not reported with a Disability Condition– Not possible, so either test type or disability

being reported incorrectly

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Office of Community Office of Community SchoolsSchools• CSADM Student with 0 EMIS

Attendance– In CSADM for even one day in 07-08, must

also be reported in EMIS with attendance info (minimum) and other required EMIS data

• CSADM vs. EMIS Mismatch– Reported as enrolled in CSADM during test

window but not in EMIS and/or– CSADM and EMIS grade levels do not

match

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• http://home.nwoca.org/StudentS/pdf_docs/DataSubReq_Yearend_04_00_08.pdf

• Building General Information – 100%– DB record is required to be submitted for

buildings in the reporting district• Open now or closed on/after Oct 1, 2007• School Type: elementary, middle, junior high, high

school, vocational, or special needs

– Current %: DB records received ÷ district’s buildings that meet criteria

Data Submission Data Submission Requirements - YearendRequirements - Yearend

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• District General Information – 100%– DR record is required to be submitted

for every EMIS reporting district whose status is open in OEDS

– Current %: 0% or 100%


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• District Testing Information – 100%– DT record is required to be submitted for every

EMIS reporting district whose status is open in OEDS

– If no testing, report grade NT row– Current percent: 0% or 100%– Only report non-state tests given across district


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District Test record (default)

Grade Level Accessed: NT Local assessment number: enter zeros Number of students taking assessment test: enter zeros Assessed students with disabilities headcount: enter zeros Administered with Accommodations/Modifications: - enter a N Accommodations/Modifications Headcount: enter zeros Alternate assessments provided: enter a N Alternate assessment headcount: enter zeros

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• Staff Demographic/Employment – 100%– All staff reported during the October (K)

reporting period • Includes Position Type = R - Regular• Excludes October records with Position Status:

– A - Contracted personnel - agency

– I - Contracted personnel – individual

– P - Leave of absence

– U - No longer employed by district in this position


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• Student Demographic/Attendance – 100%– All students reported in October (K) as being

enrolled at any point during count week AND

– All students reported in February (C) as being enrolled at any point during count week

– (All 1x & 2x Attending/Home Statuses)


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• Student Course – 95%– Must have at least 1 student

course record or a 220100 program code (Student receiving Preschool special education itinerant services +217xxx)

– % of Time: > 0 – Excludes Attending/Home Status:

‘1Z’


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• Early Learning Assessments – 100%– All 3 Tests combined into one measure

• Preschool Assessment (GGG)• Preschool ASQ/SE• Preschool ECO

– Numerators and Denominators combined


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• Preschool Assessment (Get it, Got it, Go)– Includes

• Grade Level: ‘PH’ or ‘PS’;• Age: 3 - 5 by December 1;• % of Time: > 0 or Attending/Home Status = ’26’, ‘1H’, or ’1I’

– Excludes Attending/Home Status:‘1Z’– Enrollment Criteria

• Admission Date: < May 2nd • Withdrawal Date: Blank or > March 24th

– If Grade Level = ‘PS’, included if have one of the following course codes:

• 180250• 180260• 196095• 196098 • 196096


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• Preschool ASQ/SE Assessment – Includes

• Grade Level: ‘PH’ • Age: 3 - 5 by December 1;• % of Time: > 0 or Attending/Home Status = ’26’, ‘1H’, or ’1I’

– Excludes Attending/Home Status: ‘1Z’– Enrollment Criteria

• Admission Date: < May 16th or • Withdrawal Date: Blank or > December 1st

– In Addition• Students who withdrew prior to October count week must have

the fall assessment results reported at yearend


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• Preschool ECO Assessment – Includes

• Grade Level: ‘PH’ • % of Time > 0 or Attending/Home Status = ’26’,

‘1H’, or ’1I’

– Excludes Attending/Home Status = ‘1Z’– Enrollment Criteria

• Admission Date < May 16th or• Withdrawal Date blank or > December 1st


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• OGT Assessment – 100%– Criteria

• Grade Level: >= ‘10’ • Fiscal Year Student Began 9th Grade

(GK400): >= ‘2004’• Attending/Home Status

– 1x’s, excluding: '16', '1F', '1I', ‘1Z– 2x’s between '22' and ‘27’, or ‘29’


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• OGT Assessment - Continued– Enrollment Criteria

• Spring Administration– Admission Date: <= March 23, 2008 or– Withdrawal Date: Blank or >= March 10, 2008

• Fall Administration– Admission Date: <= November 4, 2008 or– Withdrawal Date: Blank or >= October 22, 2008


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• OGT Assessment - Continued– Submission of Test Record(s)

• Must have a spring admin test record for each subject

OR• A prior admin test record with a pass

OR• A prior admin test record indicating passage not

required for graduation

• If LEP Status = ‘L’ – Reading & Writing test records not required (NLP)


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• OAT Assessment – 100%– Grade Level: 03 - 08 – Attending/Home Status

• 1x’s, excluding: '16', '1F', '1I', ‘1Z• 2x’s between '22' and ‘27’, or ‘29’


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• OAT Assessment - Continued– Enrollment Criteria

• Admission Date: <= May 9, 2008 or• Withdrawal Date: Blank or >= April 21, 2008

– Submission of Test Record(s) • Must have a spring record for each subject

OR• A fall pass (3rd Grade Reading Only)

• If LEP Status = ‘L’ – Reading & Writing test records not required (NLP)


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• OTELA Assessment – 100%– LEP Status = ‘L’, ‘Y’, or ‘M’– Attending/Home Status

• 1x’s, excluding: '16', '1F', '1I', ‘1Z• 2x’s between '22' and ‘27’, or ‘29’


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• OTELA Assessment - Continued– Enrollment Criteria

• Grade Level = ‘KG’, ‘KH’, ‘PK, ’01’, ’02’– Admission Date: <= April 4, 2008 or– Withdrawal Date: Blank or >= February 4, 2008

• Grade Level = ’03’ – ’12’– Admission Date: <= April 4, 2008 or– Withdrawal Date: Blank or >= February 25,

2008


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• Special Ed Event – 90%– Must have at least one Special Ed Event reported

• Exception – if a district is out of compliance – no record can be reported

– Students Included• Disability Code: not = ‘**’• % of Time: > 0

OR• Reporting District = Legal District of Residence

– Students Excluded• Reporting district is a JVSD• Attending Home Status: 12 (Contract Career Tech), 16

(Non-Pub), & 28 (Resident reporting student at DYS)


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• Program Count – 90%– Ratio of FY07 and FY08 yearend data

• Current Percent = Pgm08 / Stu08 Pgm07 / Stu07– Students Included (FY07 & FY08):

– Grades: PS through 23– % of Time: > 0

or – Attending/Home Status: 22 - 25

• Programs Excluded (FY07 & FY08):- 305003- any program beginning with “4”


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– Can’t Figure Out Why Not Meeting the Data Submission Requirements

• Read Report Explanation on ODE website• Talk with your ITC• Still unable to determine why the issue exists, submit Helpdesk

Ticket • All else fails – [email protected]

– Overrides• Temporary

– OAT– OTELA

• Regular– Student / Staff Missing– Program– Course– Special Ed Event (out of compliance)


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– Reason to Request an Override• Data valid and complete

– Not able to meet final goal

• Significant changes in programs or populations– Not able to meet final goal

– Reason Not to Request an Override• Cannot meet weekly goals• For final goals ≠ 100%

– Can meet final goal, but would like to see 100%

» ODE will close without consideration


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– How to Request an Override• Help Desk (CA Unicenter) through your ITC• Missing – include reason with

– Student – SSID » Do not include student name

– Staff – Name and ID» Do not include staff SSN

– Course – SSID» A missing course report will be available

• Program – Identify what has changed from last to this year, include the program codes impacted

• Special Ed Event – this means that the reporting entity is out of compliance and therefore no record can be submitted


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– Notification Criteria• Warning – Any reporting entity which does not meet

that weeks requirements • Out of Compliance – Any reporting entity which

does not meet the current week, per the schedule, and has missed the same measure previously

– Notifications • Sent To

– Superintendent– Treasurer– EMIS Coordinator

• Based on OEDS Only


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– Warning Notification• Begin based on May 30th data submission• Any district not meeting the Data

Submission Requirements for that week• Weekly notifications


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– Out of Compliance • Means

– Notification of withholding when criteria is met– Impacts July and August payments

• Withholding actually occurs when– July Payments – criteria met for the identified

submission dates and if following week(s) requirements are not met in time to update for payment file

– August Payment – criteria met as of July 18th

• Out of Compliance Dates identified are not set in stone

– Awaiting the payment schedule from OBM


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– Corrective Action Plans• Types

– Acknowledgment» Requires only Superintendent Signature» Withheld funds release process begins upon

return of signed acknowledgment– Full

» Requires more detailed information regarding identified issue

» ODE review process» Withheld funds release process begins upon

ODE approval of submitted plan• Criteria Used

– Posted on ODE website


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SSID Reminders…SSID Reminders…

• Student should have only 1 SSID for entire school career

• If enrolled in another district in past, must use previously assigned SSID

• Last day to deactivate for yearend- July 1

Questions of FY08 Changes??

Remember the Helpdesk

Up next…FY09 EMIS Redesign

Documents

NWOCA Spring 2008 EMIS Meeting Wauseon High School Wednesday May 15 th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions from