WHAT IS EMIS?Education Management Information System

Established by law in 1989, the Education Management Information System (EMIS) provides the architecture and standards for reporting data to the Ohio Department of Education (ODE). School districts, data processing centers operated by Information

Technology Centers (ITCs) and other EMIS reporting entities are linked for the purposes of transferring data to ODE.

EMIS is the statewide data collection system for Ohio’s primary and secondary education. Staff, student, district/building, and financial data are collected through EMIS.

 

Staff data include demographic, attendance, and course information. Demographic, attendance, program, course and test data are submitted to ODE at the student

level. General school district and school building data, including financial data, are also reported through EMIS.

March 2012 - Julie Selhorst, EMIS Coordinator

Putnam County ESC

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The source data for Ohio’s accountability and funding The source data for Ohio’s accountability and funding systems are the EMIS data files. In addition, these files systems are the EMIS data files. In addition, these files

are utilized for many other state and federal are utilized for many other state and federal requirements. requirements.

4 Major Functions of EMIS4 Major Functions of EMIS

• State and Federal Reporting

• Funding and Distribution of Payments

• Academic Accountability System

• Generates Statewide and District Reports

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Who Reports in EMIS?Who Reports in EMIS?

• Public School Districts– City, Local, and Exempted Village– Community Schools– Department of Youth Service (DYS)– Educational Service Centers (ESCs)– Joint Vocational Schools (JVSs)– State Schools

• School for the Blind• School for the Deaf

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EMIS CoordinatorEMIS Coordinator

• The Role of the EMIS Coordinator– EMIS Communications– Disseminates information within the district– Ensures collection of required EMIS data

elements– Ensures data are reported in accordance

with the ODE EMIS Manual– Coordinates

• Between districts and ITC• Within district

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EMIS Data CategoriesEMIS Data Categories

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• The EMIS system spans 3 primary levels• Great variations from district to district

and ITC to ITC on specifics• All are critical to accurate EMIS reporting

EMIS Data FlowEMIS Data Flow

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• Even if you do not submit data in a given week, reports may change that week due to changes in– Data from other districts– Report calculations, and– Non-EMIS data used in ODE reports

As such, reports need reviewed each week - even if you did not make any changes to your data.

EMIS Data Flow cont’dEMIS Data Flow cont’d

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Reporting Period DataReporting Period Data

• October (K)– Main Data Focus

• Student• Staff

– Data Uses• Funding• Accountability

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Reporting Period Data Reporting Period Data cont’dcont’d

• October (K)– Data Reported

• Student– Preschool – Enrolled on or before December 1– School Age (K-12) – from beginning of school

through end of count week (first full week in October)

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Reporting Period Data Reporting Period Data cont’dcont’d

• October (K)– Staff Data Reported

– Employed during the October Count Week– Employed the current school year, but left prior

to the October Count Week– Employed as of last year reporting, but left prior

to start of current school year

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Reporting Period Data Reporting Period Data cont’dcont’d

• October (K)– Data Used For

• Student ADM Funding – based on the October Count Week– Exception – community schools

• Data also used for Federal reporting requirements– Known as December Child Count– Special Ed. Students with a valid IEP on December 1

as of the current school year

• Accountability– Teacher Certification & Highly Qualified

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Reporting Period Data Reporting Period Data cont’dcont’d

• Yearend (N) – Data Based On

• Student– Students enrolled at any time during the school

year• Staff –

– Any staff member who was employed during the current school year

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Other EMIS Reporting Other EMIS Reporting Periods Periods

• Financial (H)

• Career-Technical Education Workforce Development Follow-Up (D)

• Graduation (G)

• Five Year Forecast (P)

• Special Education Federal Compliance (S)

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Submitting & Submitting & Transmitting DataTransmitting Data

• Processing Schedule dictates when data submission opportunities are available…..

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Data Submission RequirementsTable shows which record types will be used to create the General

Missing Data Report and the percentage of records required at various weeks during the reporting period.

Warning notifications are sent for any district which has not met the weekly data submission requirements.

Out of compliance notifications will only be sent, as per the schedule, to those districts which have not met the same data submission requirements two or more times as of that week.

In addition, any district identified as hot having met the 3/28 data submission goals will be subject to the progressive corrective action process.

The table also shows the financial penalty that will be assessed if the data submission does not met the established goals.

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EMIS & SPECIAL EDUCATION REPORTING OVERVIEW

• Special Education Event Record– Putnam County EMIS Form– Putnam County Master Code Sheet

• Funding• Reports

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Who Needs a Special Ed.

Event Record?Most common are…..• Students who have a disability• Students suspected of a disability (this school

year)• Preschoolers who transition from Part C Help

Me Grow (Birth to age 3 program)• Preschool resident students attending ESC

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Reporting Timeframe

Most Common…• Events Dated 6-1 to 12-1 in October EMIS• Events dated 6-1 to 5-31 in June EMIS

– Exception for newly enrolled students• Best practice is to log meetings for tracking

purposes

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Items to know….

• All Events must be reported timely– Once reporting period closes, any missed event

will not be accepted– Could impact funding and compliance

• During on-site data verification, OEC compares sample EMIS data to actual IEP & ETR documents– If inaccuracies exist, OEC will make a finding of

non-compliance with IDEA

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IEP Amendments

• NOT an EVENT• NOT reported as an RIEP periodic review• DOES NOT re-set “start/end” dates

– Follows remaining life of IEP

• If necessary, use Update LRE Dec 1 override• Related Service Codes could be added

– Example: Speech, OT, PT

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Special Education Funding

• An active ETR & IEP must be in place & effective as of December 1– State Funding

• If enrolled during count week, funding based on Disability Condition as of 12/1

– Federal Funding – December Child Count• Enrolled as of December 1

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ODE Special Education Reports

• October (K)– December Child Count Report

• Lists students reported with a handicap who are included and excluded in Federal Count

– DISAB_NOT_FUNDED Report• Lists students who will not receive State

Special Education funding and reason why

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• June Year End (N)– STU_IEP_FUTURE_FUND Report

• Gives heads up who is missing or will need IEP Event in Fall for funding

– MISSING_SE_EVENT Report• Shows students missing SE Event for current

year – only impacts data submission goals

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ODE Special Education Reports