EMIS 101 - An Introduction to EMIS

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Miami Valley Educational Computer Association

EMIS 101- An Introduction to EMIS

by

Angie CrandallStacy Hurtt

MVECA

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Objectives

To obtain answers to the following questions: Why is EMIS important? (Why should I care?) What is “EMIS”? How does EMIS work? How can I help to verify EMIS data?

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Why is EMIS important?

EMIS data are used by ODE to: Calculate funding

• State funding, as well as some types of federal funding Hold districts accountable for results

• As required by state and federal law• Data are released to the public

Federal reporting – e.g. Title I Consolidated Report Monitor district compliance with state/ federal law

E.g. Audits – Title I, financial Inform policy planning and for decision-making

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What is EMIS?

“EMIS” stands for the Education Management Information System. It is the system through which districts report

student, staff, financial, and building/district data to the Ohio Department of Education.

EMIS was established in 1989 by the Ohio General Assembly ORC section 3301.0714

ODE began collecting data from districts through EMIS during fiscal year 1992

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What types of data are in EMIS?

Student data General

• Demographic and Attendance• Courses• Program participation• Discipline incidents• Testing/accountability

Special populations• Special education• Career-technical education • Gifted screening, assessment, identification & services• LEP student screening, assessment, identification & services• Homeless/migrant

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What types of data are in EMIS? (cont’d)

Staff information Demographic and attendance Employment Courses taught Highly qualified teacher/paraprofessional status

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What types of data are in EMIS? (cont’d)

Financial information Building information District information

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What are EMIS Snapshots?

Snapshots vs. LIVE data The way EMIS currently works, data submitted are

“snapshots” of particular periods of time. Data maintained by districts are updated as activities

occur. Student data are extracted from student systems or

entered into EMIS for a particular time period and submitted to ODE via EMIS.

If corrections are needed after snapshots are taken, data stored in both local systems and in EMIS must be updated in the student systems and in the appropriate EMIS database.

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What are EMIS Reporting Periods?

There are 3 major reporting periods for reporting student data to ODE (4 if you have career-technical education programs).

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October EMIS Reporting Period

1. October – This is a snapshot of the first full week of October. This is used primarily for state foundation funding, including funding for career-technical education programs. October data are also used in combination with

Yearend data to see if a student was enrolled during a full academic year.

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December EMIS Reporting Period

2. December – This is a snapshot of students with disabilities (and preschool students in state-funded preschool programs, regardless of disability condition) as of December 1 of the current school year. These data are primarily used to flow Special

Education Part B funds (formerly Title VI-B Flow -through funds); AND

Funding for districts awarded state-funded preschool grants.

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Yearend EMIS Reporting Period

3. Yearend – These data reflect students enrolled in the district at any point of the year. Depending upon the data element, the data may reflect: Students’ status as of the last day of school in the

building/district, AND/OR Activities/events that occur during the school year,

such as enrollment/withdrawals, and participation in programs (e.g. migrant, special education, gifted, LEP), and assessments given.

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March EMIS Reporting Period

4. This reporting period is for districts that receive funding for career-technical education programs (specifically Workforce Development). This is when districts report follow-up data about the employment/education status of career-technical completers who have recently graduated or left school.

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How does EMIS work?

Overview of EMIS Reporting Data are collected at the district level District sends data to the information

technology center (ITC), (formerly DA site) ITC (DA site) sends district data to ODE

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Process for Reporting Student Data in EMIS

Student Information

System(SIS)

Education Management Information

SystemEMIS

Student Data Loaded into EMIS using REMIS

Student files submitted to ODE

AGG Reports

Run Aggregations

ODE/EMISData

Verification Reports

ODE processes

data

REMIS Reports

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Entering Data

Districts have a choice for how to report student data. They can:

1. Enter data into SIS, and then extract data and load it into EMIS. OR

2. Enter data directly into EMIS. OR

3. Enter data into another student system (that is not SIS), and then extract the data to be loaded into EMIS.

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Entering Data Directly into EMIS


SystemEMIS

Enter Student Data into EMIS using EMIS screens


AGG Reports

Run Aggregations

ODE/EMISData


ODE processes

data

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1. Student Data Are Entered into SIS

SIS data are critical. What you enter into

SIS is the basis for: Funding Accountability Data for policy-makers

Student Information

System(SIS)

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Where do your data come from?

It is important to know the source of student data. Your district may have a process for collecting

and reporting each type of student data. • To make sure these processes are in place and

working as they should, you can ask:– How many people are making updates to SIS data?– How is the EMIS coordinator informed when changes are

made?– Is someone verifying the accuracy of these data?

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Considerations for Correcting Data

Who registers students? How are updates made through the year?

• Are appropriate staff updating the admission date for students who enter after the beginning of the year?

Are updates also reflected in EMIS?

Who does course scheduling? How are updates made through the year? Are updates also reflected in EMIS?

Who enters discipline data? Who enters gifted/special education data?

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Importance of Accuracy during Entry

It is easier and more efficient to enter data accurately, than to go back to identify and correct errors. This will save time in the long run.

Do the individuals who enter data into SIS know how the data will be used in EMIS? If they know this, they will know how important it

is to take care during entry.

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2. Student Data Are Extracted from SIS and Loaded into EMIS

Which data are extracted via REMIS? Demographics

• Using UNCLEMIS Attendance

• Using ATTUPDEMIS Course Information

• Using CTRMEMIS, CLISEMIS, COHIEMIS - grades 9 - 12 only

Discipline • Using DISCEMIS

Program codes • Using MEMBEMISStudent data are

extracted from SIS using REMIS

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Importance of Accuracy before Loading into EMIS Are program specialists verifying the

accuracy of data reported in SIS? Special education coordinators/directors? LEP program directors/specialists?

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3. REMIS reports are generated Districts that do not use SIS

software will not have these reports.

REMIS reports show any errors that occurred when loading data into EMIS.

Review these reports to learn which data need to be corrected.

These programs help to check the accuracy of your data.

UNCLEMIS.TXT is the most used REMIS error report.

REMIS Reports

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4. Student Data Are Loaded into EMIS

Districts can either load data into EMIS, OR enter data directly into EMIS.

At Yearend, assessment and gifted data are loaded directly into EMIS, where manual updates are made, as necessary.


SystemEMIS

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EMIS screensEMSUDM Student Demographic

(Screen 1)

EMSUDM Student Attendance (Screen 2)

EMSUDM Student Attendance (Screen 3)

EMSSUB Student Subject Record by individual student

EMSCLASS Student Subject Records by Class

EMSPGM Student Program Codes

EMSDIS Student Discipline Data

EMSGIF Student Gifted Record

EMSFCL Staff Class Master Record

When districts make corrections to student data using EMIS screens, it is important to make corrections in the source system (SIS or other student software).

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5. Run Aggregations

The aggregation software is a state software application.

The aggregations are used to see if district data meet the rules established by ODE.

ODE adds checks to make sure data are reported in accordance with EMIS Guidelines.

Run Aggregations

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6. Generate/Review Aggregation Reports

There are several aggregation reports that can be used to verify data prior to submission to ODE.

AGG Reports

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Review Aggregations Reports

EMSAGG5.TXT A report of errors which prevented either a student, program or course from being included in an aggregation.

EMSAGG6.TXT Lists the students who are excluded from aggregations due to an error or because they are not an enrolled student.

STU_AH.TXT Student Attending/Residing in another District – Helps resolve conflicts between districts about student data.

EMSREP6.TXT A list of students in each class by classroom code.

EMSRT5.TXT Student counts by classroom code within each building.

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7. EMIS Data Submitted to ODE

Once MVECA has received appropriate notification (signed data submission form), MVECA will begin submitting your data to ODE.


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8. ODE Processes Data

ODE receives EMIS files.

ODE processes

data

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9. ODE Generates ODE/EMIS Data Verification Reports

There are several reports that need to be reviewed by program specialists to verify that data have made it to ODE and accurately reflect what is happening in districts.

ODE/EMIS Data


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Multiple Places to Verify Data

There are several places to check when looking for errors. SIS reports (reports generated by the student

system) REMIS reports (reports generated to identify

errors during load into EMIS) AGG reports (reports generated to identify fatal

errors based upon ODE business rules) ODE/EMIS reports (reports generated by ODE

with ODE calculations performed)

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Reporting Staff Data in EMIS

Staff data are reported to ODE via EMIS during the October and Yearend reporting periods.

How are staff data used? Some staff data impact funding (teacher education and

experience data, pupil/teacher ratio) Staff statistics appear on the Local Report Card (highly

qualified teacher data, teacher education, qualified paraprofessional)

Federal reporting (high quality professional development)

Policy planning/decision-making (Legislative data requests)

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Process for Reporting Staff Data in EMIS at Yearend

Uniform Staff

Payroll System (USPS)


SystemEMIS

Staff Data Extracted from USPS

Staff files submitted to ODE

Staff Validation

Reports

Run Staff Validations

ODE/EMIS Staff

Reports

ODE processes

data

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Source of EMIS Staff Data

Staff data are typically extracted from HR/payroll systems and loaded into EMIS. It is important to correct data at the source. Sometimes EMIS coordinators make

corrections to staff data in EMIS. It is important that HR/payroll staff and EMIS

coordinators communicate so updates in EMIS can be reflected in HR/payroll systems whenever appropriate.

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Where does your staff data come from?

Who enters staff data into payroll systems? If corrections are made in the payroll system that also

affect EMIS data, how is the EMIS coordinator notified? If corrections are done in EMIS, are corrections also

made in the HR/payroll system?

You can verify staff data using the staff validation report is called EMSRDXXX.TXT (XXX = fiscal year and report period, e.g. 06K).

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Now that you know more about EMIS…

What can you do to help improve the accuracy of EMIS data for your building/district?

1. As district program specialists/building principals to help verify data reported to ODE.

2. Make sure folks entering data into SIS have “quiet” time to concentrate when entering these data (to avoid errors)

3. Make sure folks reporting or verifying data for ODE talk to one another so data are accurate across systems. (e.g. OEDS, CCIP, EMIS, CSADM) ODE uses data across systems to get a picture of what

is occurring in a district.

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Other important resources

There is an EMIS section on the ODE web site that contains: EMIS Guidelines

• This is updated annually – so make sure you are using the EMIS Guide for the current year.

• Report explanations are available to assist in reading the ODE-generated EMIS reports.

• Other important EMIS tools and updates (the EMIS Newsflash.)

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ODE/EMIS reports to verify in October

Report Potential reviewer

Highly Qualified Teacher Principals

CTAE reports Career-technical program managers/staff

Disability Special Education coordinators/directors

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ODE/EMIS reports to verify in December

Report Potential reviewer

December Child Count Special Education coordinators/directors

Early Childhood Validation

Early Childhood coordinators/directors

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ODE/EMIS Reports to Verify at Year-end

Report Potential reviewerLRC and Accountability Testing coordinators, Principals, and

Superintendents

High Quality Professional Development

Principals

Special Education Exiting Special education coordinators/directors

Yearend Early Childhood Validation Early childhood coordinators

Gifted Student Data Gifted coordinator/directors

Title I reports Title I program manager/coordinator

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Testing Data Can Impact Funding

Section 3317.03 of the Ohio Revised Code requires districts and community schools to exclude from their ADM students enrolled during the previous year’s test administration periods who did not take one or more required tests and did not have a test record submitted with a waiver.

Beginning with the 2005-2006 school year, ODE will be using the State Student Identification Numbers (SSID) to identify students for whom test records should have been submitted and exclude those students from a district or community school’s ADM and the resulting funding.

SOURCE: Dr. Zelman’s weekly e-mail to superintendents, 7/8/2005 and 7/15/2005. http://www.ode.state.oh.us/superintendent/email/default.asp

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Improving the Quality of Testing Data

People who might assist in verifying testing data: Testing Coordinators Special Education Directors/Coordinators Coordinators of Limited English Proficiency Programs Building Administrative Support Staff Principals

• NOTE: Testing companies may release testing data after secretaries leave on summer vacation. Districts may want to have a back-up plan for tracking down results.

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Testing data checklist

For each vendor, know in advance whether CDs from the testing company will be sent directly to MVECA, or if districts need to deliver CDs.

Have a backup plan for tracking down test results for students after secretaries leave for the summer.

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Important Connections

CSADM It is critical that the CSADM administrator and

EMIS coordinator communicate to reconcile data reported to ODE via EMIS AND the CSADM.

ODE connects data in both systems using the SSID (statewide student identifier).

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Important Connections (cont’d)

Federal Low Income Count System (FLICS) is a subsystem of EMIS used to allocate and distribute Federal ESEA (Elementary and Secondary Education Act) funds to community schools. Community schools report data on economically

disadvantaged students enrolled during the first full week of October to ODE.

Traditional public school districts can verify these data. Districts should contact the reporting community school(s) if the information reflected in the application is not consistent with their records.

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CCIP EMIS coordinators need to know which

buildings are Title I-funded and If buildings are school-wide or program

buildings.

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Education Monetary Assistance Distribution (EMAD) is a secure web application administered by the Ohio Department of Job and Family Services (ODJFS), where districts and community schools identify students in poverty.

These data can be used as one source for reporting students as economically disadvantaged in EMIS. These data have been used to calculate Disadvantaged

Pupil Impact Aid (DPIA) – now poverty-based assistance (ORC 3317.029).

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Districts can designate their EMAD coordinator in the Ohio Educational Directory System (OEDS). Individuals identified in this role will be added to the

EMAD distribution list, and will receive all EMAD-related communications from ODE.

This role is listed as “Coordinator-EMAD” in OEDS.

Watch for updates from ODE on EMAD timelines and training dates for the 2005-06 school year!

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Key EMIS Dates

October reporting First submission 10/14/05. Last submission 3/3/06.

• 20 submission opportunities.

December reporting First submission 12/2/05. Last submission 1/20/06.


March reporting First submission 3/3/06. Last submission 5/5/06.


Yearend reporting First submission 5/19/06. Last submission 7/28/06.


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Miami Valley Educational Computer Association

EMIS Accountability

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FY2006 October KKey EMIS dates October reporting

First submission 10/14/05. Last submission 3/3/06.

• 20 submission opportunities.• NOTE: The complete FY2006 EMIS processing schedule can be

found at: http://www.ode.state.oh.us/EMIS/processing_schedule/EMIS_Processing_Schedule_06.pdf.

FY2006 change 11/11/05 – FY2006 October K data submitted used for the

December #1 foundation payment• NOTE: Last year current year data were not used until the

January #1 payment

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EMIS Accountability ORC § 3301.0714 – What does the law say?

District Responsibilities• Meet deadlines for reporting (1)• Meet deadlines for correction (2)• Make good faith effort regarding condition of data (3)

ODE Responsibilities• Report district failure• Withhold 10% on first report

– 10% is based on the full year foundation payment amount.• Withhold 20% on second report• Release funds on corrective action• Do not release funds after 45 days

SOURCE: Ohio Department of Education, Center for School Finance, EMIS Accountability presentation, by Paolo DeMaria, found at http://www.ode.state.oh.us/school_finance/images/EMISAcctblty.PPT

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FY2006 October KKey EMIS dates for EMIS AccountabilityDate Significance

12/9/05 Districts which are currently out of compliance will be sent a warning letter on 12/13/2005, to inform them that the 45 day corrective action cycle will begin for Period K on 1/17/2006.

1/13/06 Submission of incomplete or inaccurate data for Period K triggers an official out of compliance letter to be mailed on 1/17/2006 with guidance as to corrective action.

1/17/2006 The initiation of the 45-day data accountability corrective action cycle, which includes withholding of district funding.

3/3/06 Last opportunity to submit FY2006 October K EMIS data.

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Verifying EMIS Compliance

Districts can verify whether or not they are in compliance with EMIS Accountability requirements on the SUBMISSION_STAT.PDF report.

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Any Questions?

Thank you for your time and attention!

EMIS 101 - An Introduction to EMIS

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