nwoca spring 2011 emis meeting
DESCRIPTION
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 from the OEDSA/OAEP conferences. Today’s Agenda. Introductions FY11N Yearend EMIS Test load process 11N EMIS changes - PowerPoint PPT PresentationTRANSCRIPT
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.
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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
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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
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eSIS
Extract, FTP, Eload_11N Process Searching Importing Exporting
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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)
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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
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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
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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
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• 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
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• 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
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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