NWOCA Spring 2011 EMIS Meeting Nwoca - Defiance/Fulton Rooms Tuesday May 10 th 9am – Noon / 3 Contact Hours * Some slides taken or modified from ODE sessions.

NWOCA Spring 2011EMIS Meeting

Nwoca - Defiance/Fulton RoomsTuesday May 10th

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

Today’s Agenda

Introductions FY11N Yearend EMIS

Test load process11N EMIS changeseSIS did you know?Agg/Rdet updatesEMIS-R update/demo

11H Update FY12 Update2

Introductions

NWOCA EMIS/Student Services staff New team members

3

Test Load Process

Test Load Documentation Reminder – eSIS and Powerschool –

don’t forget to load the Fall 2010 OGT results

Remember to load your AASWD results and or any OTELA results available early MAY

ODE’s Valid Test Combinations website

4

Testing Foreign Exchange

• If not passed, must test

• Graduation plan makes no difference on requirement to test

• If not tested, report record with score not reported

• Score will only count if 2nd year student

5

And now for the 11N EMIS updates

6

Career Tech Changes

• Sharon will cover this afternoon

• CTE Program of Concentration Element (FN290)

• Tech Prep Completer (FN280)

• District CTE Tech Prep Consortium Mapping Record (DC)

7

Who is a CTE Concentrator?

8

A student who has completed half of a CTE Workforce Development Program and has enrolled in the next portion of the same CTE program.

See handout.

9

CTE Concentrator Guidance – ODE Web: CTE Programming and EMIS Reporting Appendix A

CTE Program of Concentration Element (FN290) – NEW in FY2011• Report “CTE Program of

Concentration” when CTE Concentrator status is reached.

• Report only one CTE Program of Concentration for each student.

• Report in EMIS at Yearend (N).

10

Career Field, CTE Program, Subject Crosswalk

• NEW FY2011 resource

• KEY PURPOSE: Identify the “CTE Program of Concentration” for each CTE Concentrator – Report in EMIS.

• New “CTE Program” codes drive other changes.

11

12

Career FieldCareer Field Code

CTE ProgramEMIS CTE

Program Code

CTE Subject NameCTE

Subject Code

Agricultural and Environmental Systems

01 Agribusiness and Production Systems

A0 Agribusiness and Production SystemsEnvironmental and Agricultural SciencePlant and Horticultural ScienceAgronomic SystemsFloral Design and MarketingGreenhouse and Nursery ProductionLandscape Design and BuildLandscape Systems ManagementTurf Science and Management.Employability SkillsEntrepreneurship Skills

010301010001010155010620010625010610010630010615010635990362990361

Agricultural and Environmental Systems

01 Agricultural and Industrial Power Technology

A1 Agricultural and Industrial EquipmentEnvironmental and Agricultural ScienceEmployability SkillsEntrepreneurship Skills

010201010001990362990361

Agricultural and Environmental Systems

01 Animal Science and Management

A2 Animal Science and ManagementEnvironmental and Agricultural ScienceEmployability SkillsEntrepreneurship Skills

010901010001990362990361

Agricultural and Environmental Systems

01 Biotechnology for Food, Plant and Animal

A3 Biotechnology for Food, Plant and AnimalEnvironmental and Agricultural ScienceEmployability SkillsEntrepreneurship Skills

012000010001990362990361

Agricultural and Environmental Systems

01 Food Science and Technology

A4 Food Science and TechnologyEnvironmental and Agricultural ScienceEmployability SkillsEntrepreneurship Skills

011001010001990362990361

Career Field, CTE Program, Subject Crosswalk

EXAMPLE: If CTE Concentrator is in “Animal Science and Management” course, report “A2” for this student.

.

If student reported as CTE Concentrator in “A2,” student MUST be enrolled in “Animal Science and Management” course.

Career Field, CTE Program, Subject Crosswalk

Web address:

http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1759&ContentID=91429&Content=91876

13

Tech Prep Completer Element (FN280) – NEW in FY2011• Has TP student successfully completed

secondary portion of TP program?– Must meet all applicable TP “completion”

criteria.

– Successful TP “completers” may become Postsecondary TP students.

• Report in EMIS Yearend (N).

• Also report students to TP Consortia.14

Tech Prep Completer Element (FN280)Secondary TP “Completer” Criteria:• Technical courses – 2.0 GPA or higher;

meets graduation requirements.

• Courses eligible for articulation – “C” or higher.

• Completes Technical Assessment (if available).

• Postsecondary-approved assessment – Meets benchmark. 15

District CTE Tech Prep Consortium Mapping Record (DC)

• Used to connect district (or building) Tech Prep program to a Tech Prep consortium

• One row of data per program/consortium set

• Vast majority of mappings at district level

• If reported at district, applies to all buildings

• Each IRN/program combo only once

• Report only at Yearend (N)16

District CTE Tech Prep Consortium Mapping Record (DC)

KEY PURPOSE:Tech Prep (TP) Consortium Accountability

• When a TP program is “mapped” to a TP consortium, TP students reported with “CTE Program of Concentration” in that program are counted in the mapped TP consortium.

17

Staff Changes

• Position Status– Only staff who worked no days in current

year should be reported with U– If worked in current school year, report

Position Status as of Separation Date– Therefore, should not be any position

status U reported

18

Work To Do Now

• Special Ed events- enter and/or log

• MOA and Accountability IRN cleanup

• Enter Score Not Reported test records

• IEP Future Fund and Open Enroll- be ready to collaborate

19

Missing Data Overrides

• Temporary overrides on OAA

• Program counts from 10N ready

• Otherwise, same as usual– Override if prior mistake made– No override just because easier than

reporting something that can be reported

• Similar dates and progression as 10N

20

Key Dates

Yearend (11N) 5/6/2011 through 7/15/2011 Data submission requirements begins 5/27/2011

Graduate (11G) 5/27/2011 through 11/18/2011 Same as FY10

Financials (11H) 7/1/2011 through 9/30/2011

21

eSIS

Extract, FTP, Eload_11N Process Searching Importing Exporting

22

23

Searching

Navigate to your esisextracts folder Edit the file of the record type you are

questioning (ie: FS, GE…)

Use Notepad/wordpad/pspad texteditUse the FIND option to search for the

eSIS student number to verify if the student is in your extract.

Review agg reports (emsagg5 and/or emsrdet)

24

Importing

EMIS-FFECan be used as an option/last resort

towards the end of a reporting periodMust let NWOCA knowImport or manually add a record/s

25

Exporting

When exporting rename file Notify Nwoca of the file name and

remind us to load in UPDATE mode Choose correct reporting period Choose correct record types prior to

exporting (uncheck all and then re-check…)

Similar process you used for your CC/CJ records in years past

26

Agg Updates

Open FS and no corresponding open FD - fatal error 836 invalid combination of Open/Closed FS/FD records

Updated First required FS record missing – will be a warning or a fatal

Updated GE date validation for date range encompassing Feb 2010 for leap year.

Early agg flag will turn off on June 13th. 27

EMSRDET updates

This is your staff validation error report Updated position code 230 check

Active employees must have course master – inactive ones do not as long as they have a sep date and reason

Fatal Error 497 – separation date from a prior fiscal year.

Fatal Error 713 – pos status of “U” Only valid for October Reporting

Warning 720 – pos status of “C”- current- must have attendance days reported

28

EMIS-R Update/Demo

Yearend Manifests will come out a few weeks into the reporting period

Not mandatory that you participate for 11N

Staff data will utilize the agent for USPS districts

Student data will utilize flat files Usernames/passwords

29

Financials Reporting

• More important than ever

• For first time, do GEN_MISSING– Measures still being developed– Concept is to compare receipts to money

from ODE– Compare expenditures to receipts & cash

• Several new GEN_ISSUES related to impact of data (especially MOE)

30

FY11H Missing Measures• Following measures will be included

– Building General Information- Financial– District General Information- Financial– Receipts– Expenditures– Cash– Operational Units– Capital Assets

• Following is DRAFT plan for calculation• Will be some variation by reporting entity type• Feedback and questions IN WRITING via helpdesk

will be most helpful

31

FY11H Missing Measures

• Building General Information- Financial• Numerator: count of required building

records reported• Denominator: count of buildings

required based on 11N building data• Overrides not likely, but possible• About 15% would have missed in FY10,

but easy to fix

32

FY11H Missing Measures

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• District General Information- Financial

• Numerator: one if reported, zero if not

• Denominator: always one

• Overrides not likely

• No districts missed in FY10, but ESCs did not report

FY11H Missing Measures

34

• Receipts• Numerator: sum of actual amounts for

3xxx receipt codes• Denominator: net distribution amount

from ODE on settlement report• Overrides not likely• About 1.3% of traditional districts would

have missed in FY10

FY11H Missing Measures

35

• Expenditures

• Numerator: sum of current actual expenditures

• Denominator: sum of cash begin balance + sum of actual receipts – sum of final balance

• Overrides not likely

• About 5% would have missed in FY10, half > 99%

FY11H Missing Measures

36

• Cash

• Numerator: count of FY11 distinct fund codes that match FY10 reported codes

• Denominator: count of FY10 distinct fund codes if final balance <> 0

• Overrides not likely

• About 4% would have missed in FY10

FY11H Missing Measures

37

• OPU• Numerator: count of expenditure

records with matching OPU + count of receipt records with matching OPU

• Denominator: count of expenditure records + count of receipt records

• Overrides not likely• No districts would have missed in FY10

FY11H Missing Measures

38

• Capital Assets

• Numerator: zero if none reported, one if any reported

• Denominator: always one

• Overrides not likely, but possible

• No districts would have missed in FY10

FY11H Missing Measures

39

Record

Aug 12 - Initial

Warning

19-Aug and 26-

Aug

2-Sep - Out Of

Compliance Notification

9-Sep & 16-Sep & 23 Sep

30-Sep - Out of Compliance

Notification

Building General Information--Financial 100% 100% 100% 100% 100%

District General Information--Financial 100% 100% 100% 100% 100%

Capital Assets 100% 100% 100% 100% 100%

Receipts 75% 75% 75% 100% 100%

Expenditures 75% 75% 75% 100% 100%

OPU 95% 95% 95% 100% 100%

Cash 75% 75% 75% 100% 100%

FY11H Missing Measures

• Issues to keep in mind– Can not wait until data is “done” to submit

unless it is “done” by Sept. 2nd – Measures impact each other…

• OPU by changes in Receipts and Expenditures• Expenditures by changes in Receipts and Cash

– GEN_ISSUES will list what is missing on Building, OPU, and Cash measures

40

FY12 Overview

• General Student Changes• Assessment• Courses and Teachers• Building/District Record Redesign• Special Ed OSEP Compliance Period• Career Tech Updates• Overrides via Record Type• Miscellaneous Changes• Clarifications to Manual

41

The Usual Reminders…

• Not enough time today to cover all the details of each change

• More information will be included in the manual

• As always, if conflict between this presentation and manual, manual prevails

42

General Student Changes

• Exemption from CORE requirements

• Military Compact students & OGT

• Additional Free/Reduced Lunch info

• Admitted From & Withdrawn To IRNs

• Expected Attending Building IRN for next school year

• Instruction during suspension- K vs N

43

Assessment

• New tests in pipeline- can not continue current path

• A single record type for all assessments

• Add element to indicate which test the score is from (GA, GX, GO, GB, etc.)

• Only one score per row- so multiple rows for some tests (e.g., OTELA)

44

Assessment

• Move elements not related to scores to other locations– Test Building IRN now derived based on

schedule for Math assessment for a particular building and grade level

– Required for grad to new record type

– Acceleration information to new record type

– No longer report INV, PNO, and NSA as scores- now Score Not Reported

45

Assessment

• New Special Education Graduation Requirements record

• Reported at time of IEP• Only reported if a student is exempted

from one or more OGT subject passes, or…

• If previously exempted but exemption removed

46

Assessment

• In long run, separate record type works better than addition to the GE record

• Student with an IEP could have anywhere from 0 to 5 rows

• reported as exempted for a subject, report again for each IEP if still true

• No longer need to re-report most recent score if status changes

47

Assessment

• New Acceleration record

• Combines several elements in one place– Y4 accommodation from OAA record– Special rules for reporting Building IRN on

test record of accelerated student– Acceleration count from FN record

48

Courses and Teachers

• Multiple teachers per course

• Multiple enrollment ranges per course

• Dates on all Course Masters

• Exceptions to course dates for all Student Course

• Credit Flex

49

Multiple Teachers per Course

• Add a new record type- Teacher Course• Allow multiple teachers to be associated with a

single group of students– At same time (team teaching)– Change in teacher during year

• Report role and date range if different from CN• In future, may include other staff types

(intervention, assistant, etc)• Move items related to teacher from Course

Master to Teacher Course

50

Multiple Student Enrollments

• Same student in course more than once

• Date range must be different

• All courses

• Remove need to figure out which enrollment date range to report

• Simply report what is

• ODE will use dates in business rules

51

Multiple Student Enrollments

• Same student in course more than once

• Date range must be different

• All courses

• Remove need to figure out which enrollment date range to report

• Simply report what is

• ODE will use dates in business rules

52

Building/District Record Redesign

• Building record to be split– Calendar information- own record by grade

and attendance pattern– Report one row per grade/AP combo– Other dates, counts, or codes- 1 per row

• District record to have one data point per row- now have multiple rows

53

Building/District Record Redesign

• Building and District records have same layout for all reporting periods

• New data to be collected– Date of scheduled math administration– Phys Ed Performance Measures– School Improvement Grant required data– Teacher evaluation results (aggregate)– Principal evaluation results (aggregate)

54

Special Ed OSEP Compliance Period

• New reporting period(s)• Only collect data on students on list from Office

for Exceptional Children at ODE• Only record type will be the GE record• Will add a column to record to indicate type of

correction (add, delete, update)• Window could go back three years if ETR

involved• Good chance this will be handled outside the

SIS

55

Special Ed OSEP Compliance Period

• U.S. Dept. of Education Office of Special Education conducted site visit

• Issues found in match between data in EMIS and data in districts (first year GE)

• Corrective action requires ODE to have district submit corrected data when– Issue with a specific student identified, that– Impacts one of the Federal SE measures

• Will count against Data Quality measure

56

Career Tech Updates

• Usual annual updates– Subject codes– Assessment codes– Programs of Concentration– Tech Prep Consortia codes

• Updates to GV follow-up record• New program code for HOSA• Name update- Work & Family Studies to

Family & Consumer Sciences

57

Overrides via Record Type

• New record type• Submit overrides for most students and staff

along with the rest of the data– Students who should have been withdrawn in

previous period– Staff who separated and should have been

reported with reason and date in previous period

• Will still be some staff/student overrides via Helpdesk requests

• No change to other measure overrides

58

Miscellaneous Changes

• All ECE students take ASQ/SE, including repeat students

• Subject Code 120000 (music)

• CTAG Program Code definition

• Add GE record consent outcome codes

• A few Social Studies subject code updates

59

Clarifications to Manual

• Staff- values as of count week or updates?• When to change disability to **• GE records and non-pub students• Open Enrollment into a JVSD• Combined Attendance reporting• Admission date and reason changes• Using Credential/Z ID as Employee ID• Period of time for CTE follow-up

60

Questions

Remember the Helpdesk