EMIS COLLABORATIO

NNew EMIS Coordinator Training

12/13/13

Presenters:Brenda Hartley – OMERESA EMIS SupportTammy Hrosch – MDECA EMIS Services Manager

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WORKING WITH DISTRICT PERSONNEL

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ROLE OF THE EMIS COORDINATOR The EMIS Coordinator

Main contact for district Receive all EMIS mailingsEnsure data is collected and reported

in accordance with the ODE EMIS Manual

Responsible for the timely submission of accurate data

Collect, verify, and disseminate information

Review reports and provide feedback

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A NEED FOR COLLABORATION EMIS data originates from a number of sources

Much of your student data will come from your local student information system

Each district/community school functions differently, responsibility for entering data varies with each district

Not all sources apply to all districts, many districts have one person covering multiple areas

Get to know the people that “own” the data in your district

Not all potential sources for Information are listed   

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SOURCES FOR INFORMATION

Assistant EMIS coordinator Building secretary District coordinators Other building sources Administrative staff Other helpful staff

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MOST USEFUL Assistant EMIS coordinator

Provides back up support for the EMIS Coordinator

Works closely with the collection and verification of data

Building SecretarySecretaries are often your main source for

data Enter and maintain the data in the

student software

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DISTRICT COORDINATORS Special Education Coordinator &

Special Education Teacher Responsible for IEP events, verify for

accuracyVerify disability code and testing status Review ODE reports

Testing Coordinator Students tested, verify scores, enter dataReview accountability reports in Secure

Data Center and other ODE reportsAdditional testing other than state

required

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DISTRICT COORDINATORS Curriculum Coordinator

Core subjects, qualified teachers, certified teachers Verify Third Grade Reading Guarantee data

Gifted Coordinator Screening, assessment, identified, served Community schools report students that have been

identified as gifted

Performance Coach Community schools often have a Performance Coach

that coordinates several different areas

SOES Coordinator (Community School) Maintains student enrollment numbers

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OTHER BUILDING SOURCES Guidance Counselor or Performance

CoachStudent schedules, course master records,

core subject area, graduation credits  Principal or Community School

DirectorDiscipline data, building data, HQT

TeacherClass lists, absences, mark, concentrators,

certification 

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ADMINISTRATIVE STAFF Treasurer

Five-year forecasts and other financial reporting Funding received for Title I, preschool, tuition, and

other financial data   Payroll/Personnel

Main source for staff data, staff demographic and employment records

Superintendent Sign off on all of the data submitted Oversee accuracy and timeliness of data

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OTHER HELPFUL STAFF Cafeteria Manager

Free/Reduced lunch count data

Attendance Officer Follow up on truant students

Bus Coordinator/Driver Address verification Students moving in and out of the district

Technology Coordinator Update software Help with importing and exporting data files

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DISTRICT CHECKUP Keep Organized

Be proactive What and when data needs collected Who is responsible Help each other

Provide timelines, check sheets, sign off sheets, email updates, etc.

Verify data before submitting

Verify reports returned from ODE

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WORKING WITH OTHER LOCAL EDUCATION AGENCIES (LEAs)

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CREATE A NETWORK CONTACT LIST

Include LEA Name, IRN, Contact Name, Email Address, Telephone Number

Use OEDS-R to find LEA contact information

Verify that your contact and role information is correct in OEDS-R (this is VERY important!)

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COMMUNICATE WITH YOUR NETWORK

Best practice to email when communicating with your network LEAs

Searchable history of communications

Convenient for both entities

CC yourself and leave copy in your inbox as a reminder until you receive a response

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COLLABORATE WITH YOUR NETWORK Compare data of shared students (court

placements, open enrollment, JVS, ESC, etc.)

Accurate data will reduce the number of level 2 validation errors

Share graduate information

Your funding and accountability can be impacted by another district’s reporting

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ENROLLING AND WITHDRAWING STUDENTS Withdrawal codes, admission codes,

SSIDs, dates, IRNs

Ensure that staff are processing records requests properly

Watch for new EMIS guide section on admission and withdrawal guidelines

Accurate dates are critical to avoid overlapping errors in level 2 validations

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COMMUNITY SCHOOLS AND RESIDENT DISTRICTS

“The burden is on all schools/districts involved to identify the problems, communicate and work together to resolve all concerns in a timely and professional manner.”

SOES Manual-http://education.ohio.gov/Topics/Finance-and-Funding/State-Funding-For-Schools/Community-School-Funding/School-Options-Enrollment-System

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COMMUNITY SCHOOLS AND RESIDENT DISTRICTS Residency Issues It is not acceptable to “flag” students as non-residents unless the

resident district can document information to dispute the residency determination of the community school.

Resident districts are not to impose flags on students in SOES for lack of a POR consistent with the resident district’s policy.

Where there are differences with regards to proof of residency (POR), then the policy of the traditional district or community school in which the student is enrolled prevails.

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ODE AREA COORDINATORS

Mediators of issue resolution between community schools and resident districts

http://education.ohio.gov/Topics/Finance-and-Funding/Finance-Related-Data/School-Finance-Area-Coordinators-Directory

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WORKING WITH YOUR INFORMATION TECHNOLOGY

CENTER (ITC)

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ITC SUPPORT Your ITC is your first source of EMIS

support

Follow contact procedures as outlined by your ITC (Helpdesk, email, telephone)

ITC will prioritize user issues

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TRAINING AND RESOURCES Attend trainings and working sessions

provided by your ITC

Communicate your training needs to your ITC

Your ITC website contains training documents and important links

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COMMUNICATIONS FROM ODE ODE often disseminates information to

LEAs through their ITCs

Confirm that you are listed as the EMIS contact for your district at your ITC

Verify that your contact and role information is correct in OEDS-R to receive direct communications from ODE

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COMMUNICATIONS FROM ODE ODE EMIS reports are distributed

through ITCs

Find EMIS report explanations on the ODE website

ITCs can assist with understanding and troubleshooting ODE EMIS reports and in resolving data collector errors

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BEYOND EMIS ITCs serve as the liaison between

districts and the ODE EMIS office

EMIS covers a lot but not everything

Sometimes you will be told to contact a specific office at ODE for Career Technology, Special Education, Accountability, etc. questions

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EMIS COLLABORATION

EMIS reporting is a team effort.

Build your district, inter-district, and ITC networking through effective

communications and team work.

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QUESTIONS?