EMIS Reporting in FY15

Tammy HroschEMIS Services Manager, MDECAOAEP Fall Conference, October 24, 2014

In the Good Old Days…

• The majority of data was reported in two reporting periods, October (K) and Yearend (N)• In general, reporting periods did not overlap or reopen• Closed used to mean closed• There were times when there was no open reporting period• We had an up-to-date EMIS manual • We just got our head around the funding model• We had a pretty good handle on what we were doing

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EMIS Today…

• Smaller and shorter reporting periods• Lots of reporting periods• Overlapping reporting periods• Supplemental reporting periods• Optional reporting periods• Reopened reporting periods• Calendar reporting• EMIS is in constant motion

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EMIS Today…

• Daily data submissions• Student Cross Reference• 30 Day Rule• New funding model• SOES changes• eTranscripts• Student Record Exchange• And on and on…..

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Misconceptions

• Student Cross Reference is the new “K”….NO!• SCR data is relatively small and is used to populate the Student Cross Reference System• Data submitted through the SCR is date stamped for the 30 Day Rule

• If I ignore this stuff it will go away…NO!• Windows close quickly • Corrective Action Plans are real!

• All reporting periods are changing in FY15…Not Quite.• Graduate (G), March Follow-up (D), Financial (H)

and Five Year Forecast (P) are staying the same for the most part

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FY15 EMIS Changes

• Unlearning can be more difficult than learning• Even some seasoned veteran EMIS Coordinators feel like newbies

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It’s all about the approach…

• Scared?• Worried?• Intimidated?• Frustrated?• Angry?

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Stay in control of the situation…

• Research• Ask Questions• Be proactive about data gathering and data entry• Know your data • Be organized and systematic

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So many questions

• Do you know what reporting period we are in?• Why SO many S’s?• What data is reported when?• What should I be working on?• When is “soon”?• What is my retirement date again?

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What reporting period are we in?

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• The new question is, “What reporting PERIODS are we in?” • As of Thursday, October 23rd at noon these collections were open-• Graduation (G) FY14 • Student Cross Reference (S) • SOES Beginning of Year Student Collection (S) • Five Year Forecast (P)• E-Transcript Data Collection

Why so many S’s?

• “S” is for Student Data Elements. They are used in multiple EMIS Collections some of which are open at the same time.• Student Cross Reference (SCR)• SOES Collections• SOES Student Contact Collection• Retention Collection • Traditional District Collections • Special Education Post Year End• “Soon” also starts with “S”!!!

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Supplemental Reporting Periods

• BEWARE!• Read the Collection Release notes.• Ask questions!• Do NOT just blindly submit these collections• Supplemental Collections are usually optional• Used to collect corrected or additional data• Complete files must be reported not just corrected records

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FY15 EMIS Recommendations

• Be sure that staff are aware of new timelines• Get data entry done as the data is received• Process appropriate collections as they are available, don’t wait.• In EMIS “Coming Soon” is also known as “Get Prepared”

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What should I be working on now?

• 14G Graduate Reporting (G)• Closing November 14, 2014• Be sure AP, IB, ACT, SAT and Dual Credit are reported for these students• Check ODE EMIS Reports• Still waiting to report summer grad withdrawal data

• Student Cross Reference Collection (S)• Student Demographic (GI)• Student Standing (FS)• Student Summer Withdrawal (FL)• Submit updated data daily

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What should I be working on now?

• SOES First Collection Window (Community Schools)• Student (GI, GJ, FS, Select FD, Select FN)• Special Education Events (GE)• Student Missing Override (FC)• Student Special Education Graduation Requirement Record (FE)• Summer Withdrawal Record (FL)• Select District Organization Records (DN)• Select Programs (GQ)• Transportation Records (FP) coming soon

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What should I be working on now?

• eTranscript Collection if you are a participant

• Five Year Forecast (P) – Treasurer’s Office

• This was NOT a complete to-do list, simply suggested items to begin working on.

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What’s coming soon?• Staff/Course Collection (L) – all potential records listed• Staff Demographic Records (CI)• Staff Employment Records (CK)• Contractor Staff Employment Records (CJ)• Contract Only Staff Record (CC)• Staff Summer Employment Separation Record (CL)• Staff Missing Override Record (CP)• Course Master Record (CN)• Staff Course Record (CU)• Student Course Record (GN)• Mapped Local Classroom Code (CM)• Career-Technical Education Correlated Class Record (CV)

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Coming soon….

• Traditional First Window (S)• Student (GI, GJ, Select FD, Select FN)• Special Education Events (GE)• Student Missing Override (FC)• Student Special Education Graduation Requirement Record (FE)• Summer Withdrawal Record (FL)• Select District Organization Records (DN)• Select Programs (GQ)

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Coming soon…

• OAA Summer Collection (A)• 3rd Grade Reading Summer OAA tests

• SOES Student Contacts Collection (C)• Student Contact Record (FF)• Student Contact Address Record (FG)

• Calendar (C)• Grade Schedule Records (DL)• Organization General Information (DN)

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Coming Soon…blah, blah, blah

• We’ve all heard that it’s “coming soon”• We hope it will arrive so we can begin working on it• It always arrives much later then we were led to believe• Then it happens….on a Friday afternoon• EMIS Newsflash!

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Soon finally arrives!

• A new collection is released• Read the release notes to understand what the collection is collecting• Read the collection description and dates in the Data Collector• Be sure you have updated data in your Data Sources in the Data Collector• Don’t rush. File transfers can take time• Collect, prepare, correct errors, load a new file, rinse and repeat.• Look at your preview file before you submit!

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SOES Release Notes

• Office of Data Quality and Governance • EMIS Release Notes- New Collection Request • Collection Request Name: SOES Beginning of Year Student Collection (FY15) • Collection Request Description: Collection required for all Community Schools. Source file(s) for GI, FS, FD, FN, GE, FE, FC, FL,

and GQ student record types, labeled with the "S" reporting period, must be uploaded in EMIS manual format through the Data Collector Data Sources tab. The DN record is also required to be reported in this collection request as well, although there are a limited set of options required. This collection request is for the data for school funding, Federal reporting, and other required ODE reporting. This data is sent directly to ODE and will be merged with the other SOES collection that is sent to the State Software Development Team on a nightly basis to be displayed in the new Ohio District Data Exchange (ODDEX) system.

• Collection Request Planned Release Version: 1 • Planned Availability Date: 8/12/2014 • Submission Date Range: 8/12/2014 - 1/31/2015 • Organization Types That Must Report: All community schools • Major Change from Prior FY Version? None • Data Sources Supported: GI, FS, FD, FN, GE, FE, FC, FL, GQ, and limited DN records • Level 1 Reports Included: NA • Outstanding Issues: None known • Release Note Date: 8/12/2014

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Collection Specifics in Data Collector-SOES

SOES Beginning of Year Student Collection (FY15)Collection required for all Community Schools. Source file(s) for GI, FS, FD, FN, GE, FE, FC, FL, GJ, and GQ student record types, labeled with the "S" reporting period, must be uploaded in EMIS manual format through the Data Collector Data Sources tab. The DN record is also required to be reported in this collection request as well, although there are a limited set of options required. This collection request is for the data for school funding, Federal reporting, and other required ODE reporting. This data is sent directly to ODE and will be merged with the other SOES collection that is sent to the State Software Development Team on a nightly basis to be displayed in the new Ohio District Data Exchange (ODDEX) system accessed through ODE's SAFE Web Portal.

Submissions: July 01, 2014 - January 31, 2015 Expiration Date: January 31, 2015 (in 100 days) Collection Request: 1 Status: The collection was submitted October 21, 2014 at 04:28:23 PM by Hrosch.

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What does EMIS stand for in FY15?

•Each•Manifest•Is coming•Soon!

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Questions?

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