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EMIS 101 - An Introduction to EMIS

EMIS 101 - An Introduction to EMIS. by Angie Crandall Stacy Hurtt MVECA. Objectives. To obtain answers to the following questions: Why is EMIS important? (Why should I care?) What is “EMIS”? How does EMIS work? How can I help to verify EMIS data?. Why is EMIS important?.

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EMIS 101 - An Introduction to EMIS

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  1. EMIS 101- An Introduction to EMIS by Angie Crandall Stacy Hurtt MVECA MVECA - EMIS 101

  2. Objectives • To obtain answers to the following questions: • Why is EMIS important? (Why should I care?) • What is “EMIS”? • How does EMIS work? • How can I help to verify EMIS data? MVECA - EMIS 101

  3. Why is EMIS important? • EMIS data are used by ODE to: • Calculate funding • State funding, as well as some types of federal funding • Hold districts accountable for results • As required by state and federal law • Data are released to the public • Federal reporting – e.g. Title I Consolidated Report • Monitor district compliance with state/ federal law • E.g. Audits – Title I, financial • Inform policy planning and for decision-making MVECA - EMIS 101

  4. What is EMIS? • “EMIS” stands for the Education Management Information System. • It is the system through which districts report student, staff, financial, and building/district data to the Ohio Department of Education. • EMIS was established in 1989 by the Ohio General Assembly ORC section 3301.0714 • ODE began collecting data from districts through EMIS during fiscal year 1992 MVECA - EMIS 101

  5. What types of data are in EMIS? • Student data • General • Demographic and Attendance • Courses • Program participation • Discipline incidents • Testing/accountability • Special populations • Special education • Career-technical education • Gifted screening, assessment, identification & services • LEP student screening, assessment, identification & services • Homeless/migrant MVECA - EMIS 101

  6. What types of data are in EMIS? (cont’d) • Staff information • Demographic and attendance • Employment • Courses taught • Highly qualified teacher/paraprofessional status MVECA - EMIS 101

  7. What types of data are in EMIS? (cont’d) • Financial information • Building information • District information MVECA - EMIS 101

  8. What are EMIS Snapshots? • Snapshots vs. LIVE data • The way EMIS currently works, data submitted are “snapshots” of particular periods of time. • Data maintained by districts are updated as activities occur. • Student data are extracted from student systems or entered into EMIS for a particular time period and submitted to ODE via EMIS. • If corrections are needed after snapshots are taken, data stored in both local systems and in EMIS must be updated in the student systems and in the appropriate EMIS database. MVECA - EMIS 101

  9. What are EMIS Reporting Periods? • There are 3 major reporting periods for reporting student data to ODE (4 if you have career-technical education programs). MVECA - EMIS 101

  10. October EMIS Reporting Period • October – This is a snapshot of the first full week of October. This is used primarily for state foundation funding, including funding for career-technical education programs. • October data are also used in combination with Yearend data to see if a student was enrolled during a full academic year. MVECA - EMIS 101

  11. December EMIS Reporting Period • December – This is a snapshot of students with disabilities (and preschool students in state-funded preschool programs, regardless of disability condition) as of December 1 of the current school year. • These data are primarily used to flow Special Education Part B funds (formerly Title VI-B Flow -through funds); AND • Funding for districts awarded state-funded preschool grants. MVECA - EMIS 101

  12. Yearend EMIS Reporting Period • Yearend – These data reflect students enrolled in the district at any point of the year. Depending upon the data element, the data may reflect: • Students’ status as of the last day of school in the building/district, AND/OR • Activities/events that occur during the school year, such as enrollment/withdrawals, and participation in programs (e.g. migrant, special education, gifted, LEP), and assessments given. MVECA - EMIS 101

  13. March EMIS Reporting Period • This reporting period is for districts that receive funding for career-technical education programs (specifically Workforce Development). This is when districts report follow-up data about the employment/education status of career-technical completers who have recently graduated or left school. MVECA - EMIS 101

  14. How does EMIS work? • Overview of EMIS Reporting • Data are collected at the district level • District sends data to the information technology center (ITC), (formerly DA site) • ITC (DA site) sends district data to ODE MVECA - EMIS 101

  15. Process for Reporting Student Data in EMIS 4 5 8 1 2 7 Student Data Loaded into EMIS using REMIS Student files submitted to ODE Education Management Information System EMIS Student Information System (SIS) Run Aggregations ODE processes data REMIS Reports AGG Reports ODE/EMISData Verification Reports 9 6 3 MVECA - EMIS 101

  16. Entering Data • Districts have a choice for how to report student data. They can: • Enter data into SIS, and then extract data and load it into EMIS. OR • Enter data directly into EMIS. OR • Enter data into another student system (that is not SIS), and then extract the data to be loaded into EMIS. MVECA - EMIS 101

  17. 2 3 6 1 5 Enter Student Data into EMIS using EMIS screens Student files submitted to ODE Education Management Information System EMIS Run Aggregations ODE processes data AGG Reports ODE/EMISData Verification Reports 7 4 Entering Data Directly into EMIS MVECA - EMIS 101

  18. 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 1 Student Information System (SIS) MVECA - EMIS 101

  19. Where do your data come from? • It is important to know the source of student data. • Your district may have a process for collecting and reporting each type of student data. • To make sure these processes are in place and working as they should, you can ask: • How many people are making updates to SIS data? • How is the EMIS coordinator informed when changes are made? • Is someone verifying the accuracy of these data? MVECA - EMIS 101

  20. Considerations for Correcting Data • Who registers students? • How are updates made through the year? • Are appropriate staff updating the admission date for students who enter after the beginning of the year? • Are updates also reflected in EMIS? • Who does course scheduling? • How are updates made through the year? • Are updates also reflected in EMIS? • Who enters discipline data? • Who enters gifted/special education data? MVECA - EMIS 101

  21. Importance of Accuracy during Entry • 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. • Do the individuals who enter data into SIS know how the data will be used in EMIS? • If they know this, they will know how important it is to take care during entry. MVECA - EMIS 101

  22. 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 2 Student data are extracted from SIS using REMIS MVECA - EMIS 101

  23. Importance of Accuracy before Loading into EMIS • Are program specialists verifying the accuracy of data reported in SIS? • Special education coordinators/directors? • LEP program directors/specialists? MVECA - EMIS 101

  24. 3. REMIS reports are generated • Districts that do not use SIS software will not have these reports. • 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. 3 REMIS Reports MVECA - EMIS 101

  25. Districts can either load data into EMIS, OR enter data directly into EMIS. At Yearend, assessment and gifted data are loaded directly into EMIS, where manual updates are made, as necessary. 4. Student Data Are Loaded into EMIS 4 Education Management Information System EMIS MVECA - EMIS 101

  26. EMIS screens • When districts make corrections to student data using EMIS screens, it is important to make corrections in the source system (SIS or other student software). MVECA - EMIS 101

  27. 5. Run Aggregations • The aggregation software is a state software application. • The aggregations are used to see if district data meet the rules established by ODE. • ODE adds checks to make sure data are reported in accordance with EMIS Guidelines. 5 Run Aggregations MVECA - EMIS 101

  28. 6. Generate/Review Aggregation Reports • There are several aggregation reports that can be used to verify data prior to submission to ODE. 6 AGG Reports MVECA - EMIS 101

  29. Review Aggregations Reports MVECA - EMIS 101

  30. 7. EMIS Data Submitted to ODE • Once MVECA has received appropriate notification (signed data submission form), MVECA will begin submitting your data to ODE. 7 Student files submitted to ODE MVECA - EMIS 101

  31. 8. ODE Processes Data • ODE receives EMIS files. 8 ODE processes data MVECA - EMIS 101

  32. 9. ODE Generates ODE/EMIS Data Verification Reports • There are several reports that need to be reviewed by program specialists to verify that data have made it to ODE and accurately reflect what is happening in districts. 9 ODE/EMIS Data Verification Reports MVECA - EMIS 101

  33. Multiple Places to Verify Data • There are several places to check when looking for errors. • SIS reports (reports generated by the student system) • REMIS reports (reports generated to identify errors during load into EMIS) • AGG reports (reports generated to identify fatal errors based upon ODE business rules) • ODE/EMIS reports (reports generated by ODE with ODE calculations performed) MVECA - EMIS 101

  34. Reporting Staff Data in EMIS • Staff data are reported to ODE via EMIS during the October and Yearend reporting periods. • How are staff data used? • Some staff data impact funding (teacher education and experience data, pupil/teacher ratio) • Staff statistics appear on the Local Report Card (highly qualified teacher data, teacher education, qualified paraprofessional) • Federal reporting (high quality professional development) • Policy planning/decision-making (Legislative data requests) MVECA - EMIS 101

  35. Process for Reporting Staff Data in EMIS at Yearend 1 2 3 4 6 7 Staff Data Extracted from USPS Staff files submitted to ODE Uniform Staff Payroll System (USPS) Education Management Information System EMIS Run Staff Validations ODE processes data Staff Validation Reports ODE/EMIS Staff Reports 5 8 MVECA - EMIS 101

  36. Source of EMIS Staff Data • Staff data are typically extracted from HR/payroll systems and loaded into EMIS. • It is important to correct data at the source. • Sometimes EMIS coordinators make corrections to staff data in EMIS. • It is important that HR/payroll staff and EMIS coordinators communicate so updates in EMIS can be reflected in HR/payroll systems whenever appropriate. MVECA - EMIS 101

  37. Where does your staff data come from? • Who enters staff data into payroll systems? • If corrections are made in the payroll system that also affect EMIS data, how is the EMIS coordinator notified? • If corrections are done in EMIS, are corrections also made in the HR/payroll system? • You can verify staff data using the staff validation report is called EMSRDXXX.TXT (XXX = fiscal year and report period, e.g. 06K). MVECA - EMIS 101

  38. Now that you know more about EMIS… • What can you do to help improve the accuracy of EMIS data for your building/district? • As district program specialists/building principals to help verify data reported to ODE. • Make sure folks entering data into SIS have “quiet” time to concentrate when entering these data (to avoid errors) • Make sure folks reporting or verifying data for ODE talk to one another so data are accurate across systems. (e.g. OEDS, CCIP, EMIS, CSADM) • ODE uses data across systems to get a picture of what is occurring in a district. MVECA - EMIS 101

  39. Other important resources • There is an EMIS section on the ODE web site that contains: • EMIS Guidelines • This is updated annually – so make sure you are using the EMIS Guide for the current year. • Report explanations are available to assist in reading the ODE-generated EMIS reports. • Other important EMIS tools and updates (the EMIS Newsflash.) MVECA - EMIS 101

  40. ODE/EMIS reports to verify in October MVECA - EMIS 101

  41. ODE/EMIS reports to verify in December MVECA - EMIS 101

  42. ODE/EMIS Reports to Verify at Year-end MVECA - EMIS 101

  43. Testing Data Can Impact Funding • Section 3317.03 of the Ohio Revised Code requires districts and community schools to exclude from their ADM students enrolled during the previous year’s test administration periods who did not take one or more required tests and did not have a test record submitted with a waiver. • Beginning with the 2005-2006 school year, ODE will be using the State Student Identification Numbers (SSID) to identify students for whom test records should have been submitted and exclude those students from a district or community school’s ADM and the resulting funding. SOURCE: Dr. Zelman’s weekly e-mail to superintendents, 7/8/2005 and 7/15/2005. http://www.ode.state.oh.us/superintendent/email/default.asp MVECA - EMIS 101

  44. Improving the Quality of Testing Data • People who might assist in verifying testing data: • Testing Coordinators • Special Education Directors/Coordinators • Coordinators of Limited English Proficiency Programs • Building Administrative Support Staff • Principals • NOTE: Testing companies may release testing data after secretaries leave on summer vacation. Districts may want to have a back-up plan for tracking down results. MVECA - EMIS 101

  45. Testing data checklist • For each vendor, know in advance whether CDs from the testing company will be sent directly to MVECA, or if districts need to deliver CDs. • Have a backup plan for tracking down test results for students after secretaries leave for the summer. MVECA - EMIS 101

  46. Important Connections • CSADM • It is critical that the CSADM administrator and EMIS coordinator communicate to reconcile data reported to ODE via EMIS AND the CSADM. • ODE connects data in both systems using the SSID (statewide student identifier). MVECA - EMIS 101

  47. Important Connections (cont’d) • Federal Low Income Count System (FLICS) is asubsystem of EMIS used to allocate and distribute Federal ESEA (Elementary and Secondary Education Act) funds to community schools. • Community schools report data on economically disadvantaged students enrolled during the first full week of October to ODE. • Traditional public school districts can verify these data. Districts should contact the reporting community school(s) if the information reflected in the application is not consistent with their records. MVECA - EMIS 101

  48. Important Connections (cont’d) • CCIP • EMIS coordinators need to know which buildings are Title I-funded and • If buildings are school-wide or program buildings. MVECA - EMIS 101

  49. Important Connections (cont’d) • Education Monetary Assistance Distribution (EMAD) is a secure web application administered by the Ohio Department of Job and Family Services (ODJFS), where districts and community schools identify students in poverty. • These data can be used as one source for reporting students as economically disadvantaged in EMIS. • These data have been used to calculate Disadvantaged Pupil Impact Aid (DPIA) – now poverty-based assistance (ORC 3317.029). MVECA - EMIS 101

  50. Important Connections (cont’d) • Districts can designate their EMAD coordinator in the Ohio Educational Directory System (OEDS). • Individuals identified in this role will be added to the EMAD distribution list, and will receive all EMAD-related communications from ODE. • This role is listed as “Coordinator-EMAD” in OEDS. • Watch for updates from ODE on EMAD timelines and training dates for the 2005-06 school year! MVECA - EMIS 101

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