FY2005 Yearend Training

April 13, 2005 MVECA Yearend Reporting Session 1

FY2005 Yearend Training

Stacy Hurtt & Angie Crandall


Key Dates

For Yearend Reporting

MVECA Yearend Reporting Session 3April 13, 2005

EMIS FY2005 Yearend Processing –Key Dates 4/22/2005 - First processing of EMIS Staff data

for Period N. There are 15 opportunities to verify staff data.

5/20/2005 - First processing of EMIS Student data for Period N There are 11 opportunities to verify student data.

7/29/2005 - Last processing of all Period N data.


EMIS Accountability Deadlines

6/10/2005 – Beginning of 45-day data accountability corrective action cycle. Submission of incomplete or inaccurate data for

Period N triggers an official out of compliance letter to be mailed on 6/14/2005 with guidance as to corrective action.

7/29/2005 - End of the 45-day data accountability corrective action cycle. Funds withheld from any district determined out of

compliance for this reporting period are forfeited by this date if corrective action has not been taken.


Student Data –How It Works



Process for Reporting Student Data in EMIS at Yearend

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


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)


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 MEMBEMIS

Student data are extracted from

SIS using REMIS


Which REMIS programs can be run more than once? UNCLEMIS can be run as many times as

needed until clean. The Status/Attendance Code Combination

Table is a tool for determining the most appropriate coding combination to use in the STUD Status and ATT fields. UNCLEMIS will assign the Status and

Attending/Home IRN Indicator in EMIS based on the combination of the Status/Attendance code in STUD.


Which REMIS programs can be run more than once? (cont’d) ATTUPDEMIS can be run multiple times in VERIFY

mode at the building level. VERIFY mode DOES NOT update to EMIS, but only produces

report to use in verifying accuracy of data in SIS. UPDATE mode only updates to EMIS and typically run by EMIS

Coordinator) ***If ATTUPDEMIS is run in UPDATE mode at the district level,

DA site intervention is needed before Re-running in UPDATE mode.***

It is important for districts/buildings to check accuracy as needed in VERIFY mode before running in UPDATE mode.


Which REMIS programs can be run more than once? (cont’d) CTRMEMIS can be run multiple times,

usually only run once, AND MUST BE RUN BEFORE CLISEMIS OR COHIEMIS. Copying 05K data to LIVE is not recommended.

CLISEMIS can be run multiple times. Verifying the accuracy of data prior to running

for the first time can lessen the need to re-run.


Which REMIS programs can be run more than once? (cont’d) MEMBEMIS

If a program code is removed/deleted from SIS, it must also be manually deleted from EMIS. MEMBEMIS will add to EMIS, but will not delete. Likewise, it will not overwrite.


Which REMIS programs can be run more than once? (cont’d) COHIEMIS

Before COHIEMIS is processed, high schools need to run B118 to update the SIS COHI file. Once B118 completed, buildings can proceed with COHIEMIS as last step in updating course information

Programs should be run in the following order: Step 1 – Run CTRMEMIS, Step 2 – Run CLISEMIS, Step 3 – Run COHIEMIS (for high schools only).


Which REMIS programs can be run more than once? (cont’d) DISCEMIS can be run in VERIFY mode

multiple times at the building level. Can be rerun in UPDATE mode by answering

Y to the "ERASE" prompt. It is recommended that DISCEMIS is

rerun ONLY if manual modifications have not already made in LIVE, because these will be erased.


3. REMIS reports are generated

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. This is the ONLY REMIS

report that is run again and again.

REMIS Reports


REMIS Report Names

Program ReportUNCLEMIS UNCLEMIS.TXT

ATTUPDEMISVerify mode for buildings

Update mode for districts

ATTUPDXXXX.TXT (XXXX = BUNNY code)

ATTUPDEMIS.TXT

MEMBEMIS MEMBEMIS.TXT

CTRMEMIS CTRMEMIS.TXT

CLISEMIS CLISEMIS.TXT

COHIEMIS COHIEMIS.TXT

DISCEMIS DISCEMIS.TXT


Quality at the Source

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.


4. Student Data Are Loaded into EMIS

Education Management Information

SystemEMIS

EMSUDM 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

EMIS screens


5. Run Aggregations

We have not received the aggregation release yet for Yearend N.

We will send notification via e-mail once the release is loaded.

We suggest thatthat's when the process should begin in earnest!

Run Aggregations


6. Generate Aggregations Reports

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

AGG Reports


Review Aggregations ReportsEMSAGG5.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.


7. EMIS Data Submitted to ODE

Remember to fax signed data submission form to MVECA AND notify us via email to HDESK once you are ready to begin submitting your data to ODE.

Student files submitted to ODE


8. ODE Processes Data

ODE receives EMIS files.

EMIS files are converted for ODE to use in generating reports and storing data.

ODE processes

data


9. ODE Generates ODE/EMIS Data Verification Reports

Similar to October, some ODE reports will be generated early in the week after submitting.

There may be a delay in getting LRC and Accountability workbooks from ODE. These take longer to produce. These undergo extensive

quality assurance, which takes time.

These reports can be released as late as the end of the week. NOTE: Reports may even be released after you have already submitted data for the next week.

ODE/EMIS Data

Verification Reports


Review of Building Checklist



Discipline Data



Persistently Dangerous Schools

A school will be designated persistently dangerous based upon the following data:

1. The number of adjudicated violent criminal offenses occurring on school grounds OR

2. The number of weapon-related incidents in a school that resulted in removal from school.

The threshold and criteria for identifying persistently dangerous schools can be found at http://www.ode.state.oh.us/esea/superintendent/ Safe_School_Policy_Key_Features.asp

For 2004-05, these data will be reported via EMIS during Yearend reporting!


Identifying Persistently Dangerous Schools TWO sources of EMIS data used to determine whether or not a

school is “persistently dangerous” are:1. Offenses on School Grounds During the Current School Year

This element is on the Yearend BUILDING GENERAL INFORMATION RECORD

Report the total number of students who have been arrested for committing a violent criminal offense (as defined in ORC 2901.01(9)(a))* on school grounds while enrolled in the school building during the current school year.

2. The number of weapon-related incidents in the school that resulted in student removal from school as reported on the Student Discipline Record.


Reporting Discipline Data

The Student Discipline Record is a BUILDING-LEVEL record. This means that data are to be reported by the building that

administers the discipline. School grounds/property includes:

the school building and immediate grounds, school transportation (e.g., buses), designated school bus stops, school sponsored activities such as field trips and sporting events, stadiums/gymnasiums, and other facilities and any setting under the control and supervision of the

school district.

NOTE: District Boards of Education may, at their discretion, use a different, more expansive definition.


Type of Discipline

This is the type of discipline administered to the student. (e.g. expulsion, suspension)

Only report the final determination of the type of discipline for the specific incident So if student is suspended, but then is eventually

expelled for the SAME incident, then the Type of Discipline should be “expulsion”.

Only ONE type of discipline is reported per incident.


Discipline Reasons

Gun-Free Schools Act requires that a student be expelled IF s/he either: Possesses a firearm

Discipline Reason = “06 - use, possession, sale or distribution of a firearm”, OR

Possesses an explosive, incendiary or poison gas Discipline Reason = 08 - use, possession, sale or

distribution of an explosive, incendiary or poison gas NOTE: The expulsion MUST be reported even if the

expulsion is modified, OR the student is referred for alternate educational services.


New element "Discipline Sequence Number" This element is used ONLY if two separate

incidents occur for the same student, with the same discipline type, on the same date, but at different times during the day and are TWO separate incidents.

Most often, this element will be reported with “1”, but might be “2” or higher if: For example: A student is suspended twice on the

same date, due to TWO separate discipline incidents – e.g. one occurred in the morning and one occurred in the afternoon.


NEW Discipline Reasons for FY2005 18 = Disobedient/Disruptive Behavior

(Replaces “02 Behavioral Problems”)

19 = Harassment/Intimidation 20 = Firearm look-a-likes 21 = Unwelcome Sexual Conduct


Discipline Reasons NO longer used in FY2005 The following discipline reasons should

NOT be used in FY2005:02 = Behavioral Problems 12 = Sale/Distribution of weapons13 = Sale/Distribution of alcohol17 = Sale/Distribution of other drugs


Definitions clarified in “Discipline Reasons” for FY2005 EXAMPLE: Reason “06” includes a definition of

a firearm. 06 = Use, possession, sale or distribution of a firearm

A firearm is any weapon which will, is designed to, or may readily be converted to expel a projectile by the action of an explosive; the frame or receiver of any such weapon; any firearm muffler or firearm silencer; or any machine gun. This includes zip guns, starter guns, and flare guns. Firearm look-a-likes should not be reported with this option.


Element “Discipline modified on Case-by-Case Basis” This element is ONLY reported with “Y/N” when:

1. Type of Discipline = 1 - Expulsion AND 2. Discipline Reason =

06 – Use, possession, sale or distribution of a firearm OR 08 - Use, possession, sale or distribution of any explosive,

incendiary or poison gas

NOTE: IF Type of Discipline = 2-7 AND Discipline Reason is NOT = 06 or 08, then report “* - Not applicable in this element.


Element “Referred for Alternate Educational Services” This element is ONLY reported with “Y/N” when:

1. Type of Discipline = 1 - Expulsion AND 2. Discipline Reason =

06 – Use, possession, sale or distribution of a firearm OR 08 - Use, possession, sale or distribution of any explosive,

incendiary or poison gas AND3. Discipline Modified on a Case-by-Case Basis = Y (Yes)

NOTE: IF the element Discipline Modified on a Case-by-Case Basis = “N” or “*”, then report “* - Not applicable” in this element.


Reporting the Early Childhood Record



Early Childhood Record

The Early Childhood Record is only required to be reported for: Preschool students enrolled in a center-based classroom whose

education is supported using state funds AND For typically developing peer role models in state-funded public

preschool units, regardless of fund source supporting that student's education.

Preschool Students whose education is paid for with federal funds (such as Title I preschools students or Special Education Part-B IDEA Federal Grant Funds) that the district reports in EMIS (these students would be reported with the “L” option in the Preschool Student Education Fund Source element.

Preschool students whose education is paid for with funds other than state funds (tuition, local) that the district has chosen to report to EMIS.


Identifying Preschool Students

Preschool Student Education Fund Source (Formerly called “Type of Preschool Student”)Indicates the source of STATE funds used

to support the student’s education.


Preschool Students in Special Education Units Definition of option “Student enrolled in a state-funded

preschool special education unit AND counted toward the minimum FTE for a center-based preschool special education teacher unit” Preschool special education funding is flowed based upon staff

FTE and a minimum/maximum student FTE. Students who are typically developing peer role models enrolled in a center-based preschool special education unit, only count toward the maximum FTE for that unit. The education of these students is NOT considered to be paid for with unit funding. The fund source for those students could be state-funded public preschool program grant funds, or other funds, including local, tuition, or other federal funds.


Examples of Students included in Preschool Special Education Units

Minimum – 6 student FTE

Students with PS Disabilities Maximum

1

2

Typically developing peers can only count toward the maximum.


Requirements for Reporting the Early Childhood Record at Yearend During the Yearend N reporting period, in

order for a district to be able to submit an Early Childhood Record to ODE: The student must be enrolled during the month of

May (at least one or more days), AND; The student must be in grade level PS or KG (if the

student is a kindergarten student with a preschool disability condition receiving preschool services.)


Yearend Building Record

FY2005 Yearend Reporting


Yearend Building Record – new elements The following elements have been added to the Yearend

Building Record, to collect "hours per day“. Hours Per Day Scheduled – Grades 1-8 Hours Per Day Scheduled – Grades 9-12 Hours Per Day Scheduled – Half Day Kindergarten Hours Per Day Scheduled – Alternate Day Full Day Kindergarten Hours Per Day Scheduled – Every Day Full Day kindergarten

These data will be used to calculate attendance for schools that open after the first full week of October, in case October data are not reported for that building IRN.


Yearend Building Record – Identifying Title I Buildings Title I buildings are identified using data in the CCIP.

Title I buildings used to be identified by an element reported in EMIS prior to FY2005.

"Title I building program type" is no longer used in FY2005.

The element “Extended Learning Time Instruction Program (Title I)” answers the question “Does your building house an extended learning time instruction program funded by Title I?” This element must be reported with “Y” or “N” if the building is

funded by Title I funds (as indicated in the CCIP.) If the building is NOT a Title I building, report “* - Not applicable”.


Feeder School IRN

For FY2005, the feeder school IRN will be used to assign the AYP status for schools without tested grades that are evaluated for AYP.

Schools with out tested grade levels evaluated for AYP will be given the same AYP and School Improvement Status as the Building IRN reported in the feeder school element on the Yearend Building Record.

A feeder school is defined as “the primary school into which the majority of students will enroll after they complete all grade levels in the current attending school.” Each school is required to enter a feeder school IRN whether or not it will be used for AYP linkages.


Feeder School IRN (cont’d)

If the building into which the majority of students will attend the following year ALSO has no AYP tested grade levels, report the IRN of the next building into which the majority of students will attend that has AYP tested grade levels. EXAMPLE: Let’s say “Building A has grades K-1,

Building B has grade 2, and Building C has grades 3-5.

Both Building A and Building B would report the IRN of Building C in the Feeder School IRN element.


Feeder School IRN (cont’d)

ESCs, Community Schools, JVSDs can report “******” for this element.

Schools with students enrolled in grade 12 ONLY should report “******” (because these students do not enroll in any building after they complete all grade levels in the current school – they would either graduate, be retained, or leave school.)


Questions?

FY2005 Yearend Reporting

FY2005 Yearend Training

Documents

Transcript of FY2005 Yearend Training