FY2005 October EMIS Data Verification Reports

February 8, 2005 MVECA Report Round Table 1

FY2005 October EMIS Data Verification Reports

9:30-10:30 February 17, 2005Angie Crandall

& Stacy Hurtt

MVECA Report Round Table 2February 8, 2005

Agenda

Graduation Reports SF3_ADJ Reports CTAE Career Fields Reports Staff Reports Your Questions


October Graduation Report

Terms, calculation, & elements to verify


October Graduation Report

Purpose: This report assists districts in verifying: FY2005 October K data that are used to adjust the

graduation rate from FY2004 The FY2004 graduation rate will appear on the 2005 LRC.

Because of parent notification requirement in the No Child Left Behind Act of 2001, timelines were shortened, which required Ohio to lag the graduation rate one year.

FY2005 October K data that impact future graduation rates.


FY2005 October K that impacts the FY2004 Graduation Rate 12th Grade Summer Returning Withdrawals 10th, 11th, and 12th Grade Summer Graduates

Students who graduated during the summer of 2004 (FY2005).

Also includes students with grade level “23”. Summer Dropouts not counted as dropouts

(AKA Previous Dropouts) These are students reported with the following

program codes: 500001 - Previously reported as a dropout in the reporting

district’s graduation rate. 500002 - Previously reported as a dropout in another Ohio

district.


Calculating the Graduation Rate

# of FY2004 Graduates + 2004 summer graduates (reported in October FY2005)

# of Grade 9 dropouts in FY2001 - # of Grade 9 Ret. Withdrawals +# of Grade 10 Dropouts in FY2002 - # of Grade 10 Ret. Withdrawals +# of Grade 11 Dropouts in FY2003 - # of Grade 11 Ret. Withdrawals +# of Grade 12 Dropouts in FY2004 - # of Grade 12 Ret. Withdrawals +Summer 2004 Graduates (Reported in FY2005K) + Grade 13 students – graduates previously reported as dropouts (program codes 500001 or 500002)

=

These are the elements that can change based upon data submitted in FY2005 October K. (The rest are from previous reporting periods and cannot be changed.)


Graduate Rate Defined The percentage of students that received a

diploma during the 2003-04 school year, (INCLUDING summer 2004 graduates) of the total number of students reported as graduates and or dropouts from this cohort of students (adjusted for returning withdrawals) combined. SOURCE: Updated from the FY2004 ODE

District/Building Report Reference Guide. Only the years have been revised.

Am. Sub. HB 3 indicates that "'Graduation rate' means the ratio of students receiving a diploma to the number of students who entered ninth grade four years earlier.”


Graduation Rate “Terms” Proficiency-Only students are students who were not

enrolled in the building/district, but needed to pass the 9th grade proficiency test in order to graduate.

Grade Level “13” students are students that have completed course requirements but have not passed all parts of the 9th Grade Proficiency Test and have chosen to remain in school and take courses. The primary difference between the students reported with

Grade Level = 13 and the students reported with Proficiency-Only Records is that the former are still enrolled and taking classes, and the proficiency-only students are NOT enrolled and just took the 9th grade Proficiency Test in the reporting district.


Graduation Rate “Terms” (cont’d) Previous Dropouts: Students that have dropped out of

school in prior years that have returned and are reported as a dropout for the second time These students can be identified by the following program

codes: 500001 - Previously reported as a dropout in the reporting district’s

graduation rate. 500002 - Previously reported as a dropout in another Ohio district.

These codes are ONLY reported for students who are reported as dropouts for the second time, i.e. with a withdrawal date and withdrawal reason 71, 72, 73, 74, or 75

These program codes can only be used for a student who was previously reported as a dropout but is not considered to be a returning withdrawal.


Graduation Rate “Terms” (cont’d)

Summer Graduate: Students reported with a diploma date and diploma type in October FY2005. In order to be considered a summer graduate, the

student must be issued a diploma date prior to the first day of school in the current school year.

Returning withdrawal: Students reported as dropouts who return by October of the following school year.


New Withdrawal Codes for FY2005

Beginning with the October 2005 reporting period, dropouts include Withdrawal Reasons 71-75. Withdrawal Reason “75” is new for FY2005

75 = Student completed course requirements but did NOT pass the appropriate statewide assessments required for graduation. (In the case of a student on an IEP who has been excused from the individual consequences of the statewide assessments, using this code indicates that the student completed course requirements but did not take the appropriate statewide assessments required for graduation)


New Withdrawal Codes for FY2005 (cont’d) 99 = Completed graduation requirements – student

completed course requirements and passed the appropriate statewide assessments required for graduation. (In the case of a student on an IEP who has been excused from the individual consequences of the statewide assessments, using this code indicates that the student completed course requirements and took the appropriate statewide assessments required for graduation). NOTE: This code creates an UNCLEMIS error, and currently has

to be manually updated to EMIS.


Building-Level Graduation Rate

If the district has only one high school, the “Graduation Rate” on the building-level report may not be equal to the “Graduation Rate” on the district-level report.

Graduation rates will only be calculated for a high school that includes students in grades 9-12, inclusive. This is because the graduation rate estimates a 4

year cohort. If a building does not educate the entire 9-12 grade

span then a graduation rate would not be calculated for that building.


Students Included (in Grad. Rate)?Students reported as:

Numerator* Denominator**

Grade Level = "13"

NO YES

Grade Level = “23”

YES YES

Proficiency-only Graduates

NO NO

*(Total FY2004 & Summer Graduates)

**Total number of graduates and or dropouts from this cohort of students (adjusted for returning withdrawals and previous dropouts)


Additional Graduation Rate Information The “full academic year” criteria does not

apply to the graduation rate. The new “Decision Tree: Completed

Course Requirements – Has Not Passed Proficiency/OGT” provides direction in reporting students. This is on the ODE/EMIS web site.


Headcount/FTE Adjustment Report

File Name: SF3_adj


Purpose of SF3_ADJ report

This report shows how the SF3 reports are adjusted if there are students reported by two districts as enrolled in the district during the first full week of October, AND total FTE from both districts is >1. (Unless student is legitimately enrolled in two districts

that have different funding count weeks.) You can check to see if the district has a waiver

(funding count week is not the first full week of October), by checking the list of “Districts with Waivers Approved for October Count Week” on the ODE/EMIS web site.


Reading the Sf3-adj report

“0” reduction means that even though student FTE > 1.0 for that student, the reduction was either:•made for the other district reporting that SSID, or•There was no reduction since the student was legitimately enrolled in two districts with different funding count weeks.


Update on Adjustments (1/21/05)

If two students are legitimately enrolled in two different districts' Funding Count Weeks (due to waivers being granted), ODE will pay both districts .

So, the SID's of students who were enrolled in two different districts with different count weeks will no longer be adjusted on the SF-3 FTE/Headcount Adjustment Report. These students will still appear on the report with an "*" but are

not included in the adjustment totals. ODE asks that districts still use this report to verify that their data

has been submitted correctly.

SOURCE: EMIS Newsflash January 21, 2005.



Has the same student been reported with a different grade level or disability condition at each of the districts/entities? If the student has been reported with a different

disability condition, check to see if the student’s information has been entered correctly, or if there had been updates to the IEP before or during funding count week. The “Disability Condition” should be the same for both districts.

There may be a valid difference in disability condition if the two districts have different dates for funding count week.



If the student grade level is significantly different (KG vs. 07), but the disability condition is the same, there may have been an error when entering the student grade level.


Helpful Resource

Ohio's School Foundation Funding Program-Line-by-Line Found at:

http://www.ode.state.oh.us/school_finance/PDF/2004_SF-3_LINEBYLINE.pdf


CTAE Career Field Report

File Name: CTA_careerfield


CTAE Career Field Report

This report is based upon requirements in

OAC 3301-61-02 Career-Technical Education Plan Requirements

OAC 3301-61-03 Criteria for Secondary Workforce Development Programs, and


OAC 3301-61-02(A)

(A) Each school district shall provide an approved plan, as described in Revised Code section 3313.90 (B), for secondary career-technical workforce development programs for students in grades 9 through 12.

The CTAE Career Fields report allows districts to see if what they are implementing, aligns with their approved plan.


OAC 3301-61-03 (B)Technical and academic course offerings must meet established guidelines, specify the

sequence for grades nine through twelve, include work-based learning experiences, identify postsecondary and employment options and represent twelve (12) programs in at least eight (8) of the following career fields:

1. Agricultural and Environmental Systems 2. Arts and Communication 3. Business and Administrative Services 4. Construction Technologies 5. Education and Training6. Engineering and Science Technologies7. Finance8. Government and Public Administration9. Health Science 10. Hospitality and Tourism 11. Human Services 12. Information Technology 13. Law and Public Safety14. Manufacturing Technologies 15. Marketing 16. Transportation Systems

Career-Technical Planning Districts with less than 1,500 students enrolled in grades 9-12 must provide course offerings in ten (10) programs in at least eight (8) of the career fields.


CTAE Career Field Report Contents This report is generated at the level of the

Career-technical Planning District, referred to as a CTPD. There are 92 CTPDs in Ohio.

So data reported by every district in the CTPD will appear on this report.

Reports for all districts in the same CTPD will get almost identical reports. The difference is that the header information would

reflect the district receiving the report.


Ohio CTPD Defined (Reference) A career-technical planning district (CTPD) is a local education

agency configuration (comprehensive district, compact/contract district or joint vocational school district) that meets the minimum requirements of law and subsequent standards to offer state sanctioned career-technical programming. Compact/Contract District – One form of a CTPD, or legal entity through

which career-technical programs are delivered. It is an area in which a number of school districts enter into a contract of operation to provide career-technical education.

Comprehensive District – One form of a CTPD, or legal entity through which career-technical programs are delivered. It is one that has 1,500 or more students and offers career-technical education in career centers and/or at existing high schools in the district.

Joint Vocational School District (JVSD) – One form of a CTPD, or legal entity through which career-technical programs are delivered. It is an area which serves two or more adjacent school districts and is governed by a joint vocational school board consisting of representatives from the participating districts.

SOURCE: ODE web site, https://webapp2.ode.state.oh.us/ctpd_region/definition.asp


CTAE Career Field Report Data Sources

CTPD information is entered into OEDS by the lead school district.Course data are reported by the

district employing the CTAE teacher for that course.


Career Field Report Pointers

Are there fewer than 1,500 students enrolled in grades 9-12 in the CTPD? The answer to this question tells you how many

programs and career fields your Career-technical Planning district must offer.

If there are 1,500 or more students served in the CTPD, courses reported by all districts in the CTPD must represent 12 programs in at least eight of the 16 career fields.

If there are fewer than 1,500 students served in the CTPD, courses reported by all districts in the CTPD must represent 10 programs in at least eight of the 16 career fields.


Using the CTAE Career Fields Report

Check to see if the CTPD has the required number of programs in the required number of career fields.


Using the CTAE Career Fields Report (cont’d)

Check to see if course data are accurately reported for your district.


CTAE Career Fields Report Sections There are four sections in the body of the

report1. Workforce Development Programs in the CTPD

This section includes courses that are included in the “Number of workforce Development Programs in the CTPD”, at the top of the report.

2. Foundation Courses in the CTPD3. Career-based Intervention4. Work and Family Studies – Work and Family Life

and GRADS

NOTE: Courses in sections 2-4 do not count as WFD programs or career fields


CTAE Career Fields ReportVerifying Data Have I reported the correct

number of course master records with each subject code/ course type combination?

This is the total number of programs within each career field.


CTAE Career Field ReportsAdditional Resources The following link includes helpful content.

http://www.ode.state.oh.us/ctae/teacher/program_information/default.asp Includes:

Ohio Administrative Code related to this report. A “Crosswalk With Career Field Link to Subject Titles/Codes”

This is a web-based document that defines Ohio’s 16 career fields and crosswalks EMIS subject titles/codes with career fields.

A map of Ohio CTPDs can be found at https://webapp2.ode.state.oh.us/ctpd_region/

CTAE Fact Sheet - http://www.ode.state.oh.us/ctae/PDF/CTAEfacts.pdf


October Staff Reports

Troubleshooting Reports


Staff Reporting

Increasing importance of staff dataSupply and demandFederal reporting requirementsLocal report card informationCan impact funding!


Pupil-Teacher Ratio (PTR) reports

If districts do not maintain a 25/1 pupil to teacher ratio, then a deduction will be made from state funding.*

PTR Reports are generated after each October K EMIS processing opportunity.There is one line per district, that includes a

count of teachers, students, and the ratio for each district.

*SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2004-05.


Pupil-Teacher Ratio (PTR) reports (cont’d)

This information on the PTR corresponds to the SF3. *SF3 – line 10A includes a count of regular classroom

teachers. ORC 3317.023 (1) "Classroom teacher" means a licensed

employee who provides direct instruction to pupils, excluding teachers funded from money paid to the district from federal sources; educational service personnel; and vocational and special education teachers.

*SF3 - Line 25C Regular Student Population – This is a count of regular pupils being educated by the district. (i.e. students without disability conditions.)


ESP Data Verification Report

STF_ESP_STAFF Used to verify data for Educational Service Personnel (ESP)

positions, which include: Counselors (position code 202), Social Workers (323), Visiting Teacher (330), Librarian/Media Specialists (203), Registered Nurses (320), Art Teachers [Position code = 211, Assignment Area = "999050"], Physical Education Teachers [Position code = 211, Assignment Area = 999418], Music Teachers [Position code = 211, Assignment Area = 999570].

*NOTE: Failure to hire at least 5 persons in the above categories for each 1,000 students in a district means a deduction in state foundation aid. (ORC 3317.023)

*SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2004-05.


How to Verify LRC Staff Statistics

Verify Educational Level using the

Staff_Demo_Job Report.

Verify teacher credentials using the Invalid_cert Report.

Verify whether or not teacher meets HQT definition using HQT reports.


Highly Qualified Teacher (HQT) Report HQT reports:

These reports are based upon the data element: How does the teacher of this course meet the highly qualified

definition? NOTE: Option 4 (Special Education Certificate/Intervention

Specialist License) is NOT a valid option.

STF_COURSE_HQT_ALL (CSV file) Shows all core courses being taught in that district (where

course type is NOT = 'G01', 'G02','S01','I00', 'D00','G00','X01', 'X02”.)


Highly Qualified Teacher (HQT) Report (cont’d)

STF_COURSE_HQT_YES Called “Courses taught by highly qualified teachers” Includes courses reported with reasons 1-9.

STF_COURSE_HQT_NO Called “Courses NOT taught by highly qualified teachers” Includes courses reported with reason “N - Teacher does

NOT meet the definition of Highly Qualified for this course [Note: In FY2004, an * was used. In FY2005, * will be converted to N in the State Software.]”


Highly Qualified Teacher (HQT) Report (cont’d)

STF_COURSE_HQT_NO (cont’d) NOTE: Districts should not use option “I - Not

Applicable (Not a core course)” for any course identified as a core course in Appendix C of the FY05 EMIS Guide. Using this option on a core course will result in that teacher being counted as not highly qualified!

In the latest version of Chapter 3 of the FY2005 EMIS Guide (as of the date of this training), Course types not evaluated for HQT include 'G01','G02','S01','I00','D00','G00','X01','X02”.

NOTE: Teachers of core courses that reported with the X03 and X04 course types are required to indicate if they meet the definition of a highly qualified teacher.


HQT information

Districts will know when a course has no students enrolled when the low-grade level and the high-grade level elements have the value “#”.

ODE does not generate an HQT report for a district/building if no course master records with core courses are reported by that particular building/district.


Certification/licensure

There are three reports that can be used to check the certification/licensure of a staff person or teacher. To check teacher certification/licensure by course

STF_INVL_CRT_CRSE – for courses where High School Credit is issued OR 50% or more of the students enrolled in the class are in grade level(s) 9-12

STF_INVL_K8_CRSE – for courses where fewer than 50% of students are in grades 9-12. This means the majority of students are in grades 8 or below.

To check certification/licensure for all positions requiring cert/licensure: STF_INVL_CRT_JOB

These reports can impact: Funding LRC statistics


Reading Invalid Cert Course Reports

12

3

4

NOTE: Depending upon the course type, it may be important to check the subject code for that course.


Basic tips for using the report1. Check course type

For courses reported with course type equal to D00, D01, and D02, credentials are checked against the disability conditions of the students enrolled in the class.

For other course types, check the Certification and Licensure Search on the ODE/EMIS web site to see if the subject code entered is compatible with the certificate and/or license that the person holds.

2. Check the student grade level (if course type is NOT = D00, D01, D02)

Compare the grade levels of the students enrolled in the course to the license type, and/or the teaching area on the certificate/license.


Basic tips (cont’d)

3. Check disability condition (IF course type = D00, D01, or D02)

For courses reported with course type equal to D00, D01, and D02, credentials are checked against the disability

Refer to the on-line lookup at http://webapp1.ode.state.oh.us/emis/certification/ for specifics)

4. Check to see if the certificate/license has expired, is a substitute certificate, or does not match requirements for appropriate certificate/ license, as indicated in the on-line look-up.


Qualified Paraprofessionals

STF_QUAL_PARA_PROF(CSV & Printed report) Don’t forget to code instructional Paraprofessionals

with the new position code = 415. Definition: An assignment to provide instructional assistance

in one or more of the following ways: (1) one-on-one tutoring, (2) classroom management, (3) instructional assistance in a computer laboratory, (4) instructional support in a library or media center, or (5) instructional support services under the direct supervision of

a teacher. This does NOT include paraprofessionals hired to assist with

parent involvement activities or who act as translators.


Qualified Paraprofessionals (cont’d)

This Position Code could be used with the following assignment areas:

999270 Early Childhood Education 999280 Elementary Education 999560 Middle Childhood Education 999700 Secondary Education

AND MUST ALSO be reported with the “999140 – Title I

Programs” assignment area if the Instructional Paraprofessional is employed in a Title I Schoolwide Program building or is funded with Title I funds in a Title I Targeted Assistance Building.


How do I know if a building is Title I funded? The source for these data is the CCIP.

Tip: Did you know that the CCIP data are available to the public on the ODE web site?

Use the CCIP to see if a building is a Title I Schoolwide Program Building or a Title I Targeted Assistance Building.


Other Important Information & Updates

References & Resources


Other References & Resources

To sign up for the ODE Accountability List, go to: http://www.ode.state.oh.us/Accountability/default.asp

LRC Indicators for the 2004-05 report card http://www.ode.state.oh.us/accountability/intent0405.asp

State Board Adopts 2005-06 Report Card Indicators http://www.ode.state.oh.us/accountability/adopt0506.asp

OASBO/ODE Regional Spring Seminars: http://www.ode.state.oh.us/school_finance/PDF/

Seminars_Spring2005.pdf ODE Treasurer Newsletter:

http://www.ode.state.oh.us/finance-school-accountability/Treasurer/default.asp.


Questions?

FY2005 October EMIS Data Verification Reports

Documents

Transcript of FY2005 October EMIS Data Verification Reports