June 10N EMIS

1. June 10N EMIS May 14, 2010

2. Processing Schedule • First Date • May 7, 2010 • May 28, 2010 – First REQUIRED Submission • Last Date • July 16, 2010 • Data to MEC • Aggregated by 4:00 pm the Thursday prior to the Friday processing date • Due to the volume of data, aggs take much longer to complete for yearend processing. • Run EMSAGG and EMSRDET • Turn off attendance and testing errors on the EMSAGG • Temporary • Let Charla know

3. Processing Schedule

4. Data Submission Requirements • Twelve Measures • 100% required May 28th for: • DB Building General Information • DR District General Information • DT District Test Record • Percentages increase on: • June 18 • July 9 • Students • If reported in Oct., must be reported in yearend • Overrides • Only if student was reported incorrectly in Oct • Staff • If reported in Oct., must report during yearend • Overrides • Staff ID change • Staff reported incorrectly in Oct.

6. Withholding of Funds • A district/school will only have funds withheld if they appear on the General Missing Data Report at least two times for the same measure beginning with the May 28, 2010 data submission. • In addition, one of those weeks must be an Out of Compliance week (6-11/7-2/7-16). • As soon as the district/school meets the data submission requirements the process to release the withheld funds will occur. • The released withholding may occur on or after the date of the scheduled payment depending on when the district has met the data submission requirements.

7. What is reported? • Appendix I • Student Information • GI Demographic • FS Standing • FD Attributes – Date Driven • FN Attributes – No Date • GN Course • GQ Program Record • GG Gifted • GD Student Discipline • GE Student Special Education • Student Assessment • GX OGT • GA OAT • GB Preschool Get It, Got It, Go • GS Preschool ASQ/SE • GM Preschool ECO • GY CTE • GF OTELA • GU CTE Industry

8. What is Reported? • Staff • CI Demographics • CK Employment • CN Course Master • CV CTE Correlated Classes • CC* Contract Only • CJ * Contractor Staff Employment • CM Mapped Local Classroom Codes • *Must be input in the FFE • District • DR** District General Information • DT** District Testing • Building • DB** Building General Information • New field • First day of school in next school year, grades 10 and up • ESC should enter this record for AGG purposes, not needed at ODE. • ** For FY10,this data is input into the district’s student software. If you have no student software, you will need to input it into the FFE.

9. CC- Contract Only Staff Record

10. Just a few changes • Change • Accountability IRN • Must be ****** instead of blanks • Removed • Graduation Credits • Corporal Punishment • Added • JTC valid code for • Core Area Code (GC060) in reporting period G • Subject Area for Credit (CN210) in reporting period N • Special Education (GE) • FIEP • Last IEP meeting prior to graduation • No new IEP • Same services for remainder of the year

11. STUDENTINFORMATION June 10N EMIS

12. What if? • Student’s SSID number changes? • Close the original FS record with the old SSID • Create a new FS record with the new SSID • Student is not going to return in 2010-2011 school year • If your district only goes to a specific grade level • Example District only goes to grade 6, go ahead and withdraw the student who will be going into grade 7 in FY11 with the last day of school and a withdraw code of 41 • Preschool student not returning next year • Preschool student has withdrawn from the preschool program (for any reason) • Go ahead and withdraw the student with the last day of school and withdraw code 36

13. What if? • Student is not going to return in 2010-2011 school year • Parent withdraws student at the end of the school year • Withdraw the student with the last day of the school year and the appropriate withdraw code • JVS student is not going to return the next year to JVS • Student will age out by fall (23) • These “what if” situations require you to close the FS and FD records with the last day of school • If you do not do this, you will have to reenter the data in the next year October reporting (11k)

14. What if? • Student is in a CTE program and drops the course during the school year: • Never delete the course from the students schedule.. If the CTE student is reported in the course in October 10K, they must also be reported in 10N, even if it shows the student is no longer in the course. • CTE Concentrator • Student who is in the last class of a series of Career-technical classes. • Data used for March CTE Follow up reporting • Marked on student course master record (GN) • Remember the disadvantagment code of 2 or 3 must be marked for students in CBI classes

15. Hey, I didn’t report this in October or December!!! Just a few more fields to check!

16. FN- Acceleration • Used when a student has been accelerated in the current school year in one or more grade-levels in one or more of the core subject areas; Reading, Writing, Math, Social Studies or Science or • To report students who have been accelerated one or more whole grade levels in the current school year • The Acceleration Elements on this record, and the Type of Accommodation Element on the Achievement Test Record, identify students who have been accelerated and if a new acceleration took place this year or in a prior year • For the first year of a student’s acceleration, • whole-grade – all five acceleration elements will have the same value greater than “0”, or • subject – only the subject(s) where acceleration occurs will have a value greater than “0”. • Acceleration Elements are reported during the Yearend (N) reporting period in the year when the acceleration decision actually is implemented, which may not necessarily be the same year when the determination was made to accelerate the student

17. FN - Acceleration • These elements will only be used when the student is initially identified and acceleration is implemented, or if an already accelerated student is further accelerated. Once a student is accelerated and continues on the same acceleration path, only “0” can be reported in these elements • Examples: Year 1 • If it is determined in FY09 that a student will accelerate or “skip” one grade-level in mathematics during the FY10 school year this element would be populated with a “1” in the Mathematics Acceleration Element and zeroes in the other four subject acceleration elements. On the individual test record for mathematics “Y4” would be reported in the Type of Accommodation Element. • Year 2 • If it is determined at the end of FY09 that the student will remain on this track for the FY10school year (e.g., placement in a ninth grade math class in FY09), a zero would be reported in all five of these subject fields. On the individual test record for mathematics Y4 would be reported in the Type of Accommodation Element.  • OR  • Year 2 • If it is determined at the end of FY09 that the student will be accelerated yet another grade level in mathematics for the FY10 school year (e.g., placement in a tenth grade math class in FY10) a “1” would again be reported in the Mathematics Acceleration Element and zeroes would be reported in the other four subject acceleration elements. On the individual test record for mathematics “Y4” would be reported in the Type of Accommodation Element.

18. GA – OAT Acceleration • Acceleration exception: • In reporting this element, the exception only applies in cases where the student’s acceleration would impact building grade-level boundaries within the district. • For students who are first time whole-grade accelerated • Reading or mathematics - report the building IRN where the student would have been enrolled if not whole-grade accelerated. • For students who are subject accelerated and in their first year of acceleration • Reading or mathematics - report the building IRN that matches the overall grade level of the student where the student is enrolled. • For students who are subject accelerated and not in their first year of acceleration • Report the building IRN where the student would be enrolled if the student was enrolled at the accelerated grade level in the current year. • For students who are subject or whole-grade accelerated • Writing, science, or social studies - report the building IRN where the student would be enrolled if the student were enrolled at the accelerated grade level in the current year • For more info, please see Chapter 2 of the EMIS manual

19. FN – Grade Level Next Year • Indicates the grade level to which a student has been promoted, or the grade level in which a student will be retained the following school year. • Dropout Students. When a withdrawal code of “71-75” is reported in the Withdrawal Reason Element, the option “DR” is required to be reported in the Grade Level Next Year Element for that student. • Seniors who have been retained are to be reported with a “12” in this element • Student who is under age 22, has a disability, has completed graduation requirements, BUT has not yet received a diploma and elects to remain for additional services will have a “23” in this field.

20. FN – Limited English Reclassification • From ODE – criteria for a student to exit LEP status is currently in flux • If provided a reclassification date, it should be reported, but LEP coordinator may make decision not to do any changes this year • Still report form prior years----this is important for the determination of the LEP subgroup • Decision is based on the result of an OTELA test and • How well a student has done during a mainstream period after having passed the OTELA with a composite score of “5” • The date on which the student is considered “no longer LEP”. • Alternatively, if an LEP student has not met all three criteria by the end of the school year and is not reclassified, then this element is reported with “000000” • The date in which the student was reclassified remains a part of this record and must be reported in subsequent years during the Yearend (N) reporting period. • This element is reported as “000000” for a student who is not LEP.

21. FN – Graduation Alternative • Identifies that passage on one graduation test was met using the alternative criteria. • 0 = Not used • 1 = Used for one test not yet passed • For additional info, refer to Section 3313.615 of the ORC

22. FN – Majority of Attendance IRN • IRN of the building or district where a student is continuously enrolled from the end of October Count Week through the spring test administration date, designated as follows: • March 19 for all grades except 3-8 • March 19 for all Alternate Assessments (both OGT and Achievement) • May 10 for grades 3-8 (except students taking the Alternate Assessment) • Do not report Building or District IRN’s that are not in your district • A student who meets MOA in a single building is reported with that building IRN, however, if a student meets MOA in the district, but not one specific building, use the District IRN • Students who have not met MOA, report with ******

23. FN – Majority of Attendance IRN • When a student is attending Post-Secondary, MRDD, JVS, or as a Contract Career-Technical the resident/sending district should consider the student enrolled in the building where the student would have been attending at the resident/sending district • For a school-age student in programs/classes offered by the ESC, the resident/sending district should consider the student enrolled in the building where the student would have been attending at the resident/sending district • ESC’s are required to report this element for preschool students with the IRN of the ESC.

24. GN – High School Credit Earned • Indicates if a student earned high school credit for the course. • Y The student received credit for the course as reported on the course master • N The student did not receive credit for the course • P The student received the credit as reported in the Partial/Override Credit Element • For courses that do not have high school credit associated with the course the district would report a “Y” in this element and would report zeros in the High School Credit Element on the Course Master Record.

25. GN – Partial Credit Override • Reported on the Student Course Record • Indicates the amount of high school credit that the student received for the course. • Only reported if different from the set credit value on the CN record • Linked to High School Credit Earned Element • Indicates if a credit was earned for the course • Option P • If P is used in this area, then they will expect the value to be input into this field

26. Graduation Requirements / Ohio Core Information on courses students must take and tests they must pass to graduate with a diploma from an Ohio high school www.ode.state.oh.us • Search Word - Graduation Requirements / Ohio Core Criteria for Diploma with Honors for the Graduating Class of 2011 and Beyond New Diploma with Honors criteria became effective on June 30, 2007, as a result of Ohio Core leg ... Criteria for Diploma with Honors for the Graduating Classes of 2010 and Before New Diploma with Honors criteria will go into effect June 30, 2007, as a result of Ohio Core leg ... Financial Literacy Financial literacy is defined as the ability to read, analyze, manage and communicate about the ... Ohio Core and Special Education Students Ohio’s Office for Exceptional Children is exploring policies to help districts ensure that their ... Ohio Core Resources Included below are various resources related to the Ohio Core Curriculum. Additional resources w ... Award of Merit Historically, the State Board of Education has encouraged excellence in both college preparatory ... • Meeting the Electives Requirement for Graduation Under the Ohio Core, beginning with students who enter the ninth grade on or after July 1, 2010, ... Frequently Asked Questions about the Physical Education Graduation Requirements Listed below are some of the most frequently asked questions about the Ohio Core Physical Education ... Graduation Requirements There are testing requirements and curriculum requirements connected with the Ohio high school d ... Alternative Pathway for Eligibility for a Diploma The graduating class of 2007 is the first class who must score at proficient or above on the Ohio Graduation test ... Ohio Core Curriculum Implementation Dates Amended Substitute Senate Bill (SB) 311, known as Ohio Core, was signed into law on Jan. 3, 2007 ... Frequently Asked Questions about "Algebra II or the Equivalent" Graduation Requirements Listed below are some of the most frequently asked questions about the Ohio Core Algebra II or t ... Frequently Asked Questions about Financial Literacy Requirements Amended Substitute Senate Bill 311, also known as the Ohio Core, requires integration of economic standards ... Frequently Asked Questions about Fine Arts Graduation Requirements Listed below are some of the most frequently asked questions about the Ohio Core Fine Arts Graduation requirement ... Frequently Asked Questions about Science Graduation Requirements Listed below are some of the most frequently asked questions about the Ohio Core Science Graduation requirement ...

27. FN - CORE • Economics and Financial Literacy Requirement Met • Y or N • Option ‘N’ may be used for students who have not met the requirement as well as for situations where the district has not yet determined if the student met the requirement or not.  • Experiences completed by a student to meet this requirement may or may not be for graduation credit and may or may not be reported via the GC Student Graduation – Core Summary Record. • Default = N • For additional information on this requirement, search from any ODE web page for “CORE Graduation Requirements.” • Fine Arts Requirement Met • Y or N • Option ‘N’ may be used for students who have not met the requirement as well as for situations where the district has not yet determined if the student met the requirement or not. • Experiences completed by a student to meet this requirement may or may not be for graduation credit and may or may not be reported via the GC Student Graduation – Core Summary Record. • Default = N

28. FN – Exempted from Physical Education Graduation Requirement • Y or N • Indicates if the district has adopted a policy to exempt certain students from the Physical Education graduation credit requirement and if the student has met the policy’s requirements. • For additional information on this requirement, search from any ODE web page for “CORE Graduation Requirements.” • Default = N

29. G vs. N Withdrawal/Diploma • The diploma date for summer graduates must be between the end of the school year and prior to the start of the next school year. • A summer graduation date cannot be earlier than the date on which a student completed graduation requirements (e.g. completes course requirements or receives a passing score on the OGT, etc.). • School year grads are reported as withdrawn in Yearend reporting • Summer grads are reported as withdrawn in the next October reporting • All diploma information is reported in the Graduate (period G) reporting period

30. G vs. N Test reporting • OGT in June if available • Only June info reported in accountability • Only June included in Missing OGT report • Once period N is closed, you can still report OGT in period G • Only OGT summer administration and OGT test errors from June can be reported in reporting period G

31. G vs. 10N/11K Course/Credit Data • Courses are reported • In N for courses taken in current school year • Summer Grad courses are not reported in 11K • Courses for grads still have credit elements reported in N • A summary for the course (GC record) is reported in G for grads • Courses can be from current district and elsewhere) • Core reporting in 11K is only for 9-12 ongoing students!

32. Student – Testing • Proactive • Input students who did not test • Input test that are hand scored • Test Scores returned from Testing company • OGT May 17 • OAT June 15 • OTELA May • AASWD May

33. GX – Assessment OGT • Spring test results should be back by May 17 • All students in grades 10-12 must have a test record • The reporting district(s) must submit a separate OGT record per student, per test date, per test subject. • Most current testing results reported. • Testing reported in the year it was taken • With the exception of summer graduates, all OGT records will be reported during the Yearend (N) reporting period.

34. GX – Assessment OGT • Only raw scores are to be reported to EMIS for the standards-based alternate assessment (ALT) format in all five subject areas. • Test not taken • Fall or Spring • A record for each subject(s) the student should have taken is to be submitted by the district for the most recent test administration for which the student was enrolled in the current school year • Use option Score Not Reported Element • When submitting previous year test results, use current year values for Fiscal Year (GX020)

35. GA – OAT Test • Test scores should be available June 15th • Any grade three reading student, a test record must be submitted if the student was enrolled during the fall test administration window and he/she is required to take the “STR” format • Any student enrolled during the spring test administration must have a test record submitted

36. GA – OAT Test • Building IRN • The IRN of the building within the district that the student was enrolled during the spring test administration • If a student was not enrolled in the district at the time of the spring test administration, report “******” in this element. • If student has taken a test multiple times and the highest score was achieved in another building/district, this element should still reflect the IRN of the building within the district that the student was enrolled during the spring test administration

37. GY – CTE Testing Record • The State Board of Education has approved career-technical performance measures that require school districts to assess students in workforce development programs with a CTE Technical Assessment. • This requirement pertains to any secondary student who is in the last class of a series of career-technical classes. • Such students are considered to be “concentrators” within a program. • For students taking modular assessments, they should take these modules over the course of their two-year program. • One record per student should be reported for each student who takes the CTE Technical Assessment Test or Career Paths for the Teaching Professions Portfolio Assessment. • This record should be reported by the district that employs the CTE Workforce Development instructor. • CTE Assessment Records are reported during the Yearend Reporting period. • Please refer to the ODE office of CTE website for additional info

38. GF - OTELA • Spring Administration results should be available around June 15th • One OTELA Record is required to be submitted for each student with a “Y”, or “L” option reported on the LEP Status Element on the Student FD Record. • Beginning in FY08, an OTELA Record is also required for students with an LEP Status Element of “M”. •  Score not reported element • The “J” option may be used for students who are enrolled at the beginning of the test administration window but move out of the district before the “subject” test is administered. • It may also be used for students who move into the district at the very end of the administration window and there is not enough time to test the student in all required areas.

39. GU – CTE Industry Assessment • technical assessments developed by industry associations or state licensing agencies • students may take an industry assessment either while still enrolled in the CTE program or after completing the CTE program • if a student takes an industry assessment while still enrolled in a CTE program, the district should report the industry assessment during the Yearend (N) reporting period

40. GU – CTE Industry Assessment • A CTE Industry Assessment Record is to be reported for all students who have been reported as a CTE Concentrator and who took an industry assessment that is listed as an option for the Industry Assessment Element • See more information in Chapter 2 of the EMIS manual

41. GQ – Program Codes • See attached list • In DASL, program or (membership) codes have to be input on a yearly basis • Many codes are available to be reported in June • See Appendix E of the EMIS manual for details • Some codes that seem not to get used correctly are: • Title I • Gifted • Limited English Proficiency (ESL) • Emergency Immigrant Education Program • Career Technical Programs Note: 305003 Career Assessment is only reported at yearend. • CTE Single Parent Subgroup • Academic/ Extracurricular programs and services • Academic Intracurricular Descriptions • School-Related Service • Athletics and Related Programs/Interscholastic Athletics • Previous dropout codes

43. GG – Student Gifted • Every student must have a gifted record even if it is default data • Once a student has been identified as gifted they will always be gifted, thus that data should carry forth throughout their EMIS reporting years. • Three ways to reported gifted info: • Class Master reported in October and June • Program Codes reported in October and June • Gifted Record reported in June

44. GG - Gifted • Up to 5 elements will be reported for each of the listed areas below: • Screening Y or N • Assessment Y or N • Identification Y or N • Identification Date ccyymm • Served Y or N • Gifted Areas • Superior Cognitive Ability • Specific Academic Ability SAA – Mathematics • Specific Academic Ability SAA – Science • Specific Academic Ability SAA – Reading, Writing, or a combination • Specific Academic Ability SAA – Social Studies • Creative Thinking Ability • Visual or Performing Arts Ability • Discuss with your Gifted Coordinator • Detailed info on the ODE website or in the EMIS manual, chapter 2 • Defaults can be set up in some software such as DASL • Share reports as they are returned from ODE with the appropriate gifted personnel in your district

45. GD - Discipline • This is collected for the period of time a student was enrolled in the district during the current school year • Federal and State reporting requirement • A record is reported for each student, including those with disabilities, who receives a discipline action (i.e., expulsion, suspension, etc.) from the district where the discipline action was administered. • A Student Discipline Record is only to be reported for incidents in which a student receives a discipline action. • If a student is administered a discipline action in District A, and later that year withdraws to District B where no discipline action is administered, then at yearend the building where the student was last enrolled in District A is responsible for reporting a Student Discipline Record for this student. • The discipline was administered within District A; therefore, District B is not responsible for reporting a Student Discipline Record for this student since no discipline action was administered to the student by District B.

46. GD - Discipline • The building where the student is enrolled last, within the reporting district, is responsible for reporting a Student Discipline Record for each type of discipline administered. • The incident (misbehavior/infraction) may or may not have taken place at the reporting building. • Thus, the Building IRN Element and the Building IRN Where the Incident Took Place Element may contain two different building IRNs within the reporting district. • For further info, please see Chapter 2 of the EMIS manual

47. GE – Special Education • Any special education event that occurred between June 1, 2009 and May 31, 2010 is reported • All special needs students MUST have a disability condition in the FD screen • Make certain all event information is completed by the above dates. If not, in October 11K, you might find students on the Disability not Funded report • Program Codes – • IEP • Need to report yearly • DASL – there is no copying from 1 year to next • Non compliance field • If you did not report a student last June 09N, whose IEP information was dated between 06/01/08 and 5/31/09 • Student was on Disability not funded report in October 10K • When new IEP is reported for June 10N, you should put a ‘09’ in the non-compliance field

48. GE – Special Education • Outcome Beginning Date and Outcome End Date • These dates are only collected for IIEP, RIEP, TIEP, and TETR event types. • The record reports all event dates related to determination of the student’s disability and his/her planned services. • Districts are expected to record each event as it occurs throughout the year

49. GE – Special Education • Reported dates for events are dates on which the event occurred, and not necessarily when the event(s) will be effective. • A district may report an event date in the current reporting period but not report some consequences of that event until future reporting periods • For example, if an IEP is written this spring and will not be effective until next school year, only the event would be reported in the current year’s Yearend data. • Any related changes to the related services are not reported until they are actually effective • Further info can be found in chapter 2 of the EMIS manual

50. GE – Special Education • PS to KG IEP • IEP team meets May 1 to write IEP that covers remainder of PS year (outcome IE50-IE72) • In this same IEP, the team states that the student may progress to KG in the next school year and when that occurs the outcome ID will be one of (IE13-IE39) • In the next school year the outcome ID will be reported on the FN screen with the appropriate new code • Updated December 1 IEP Outcome Element • Least Restrictive Environment (LRE) outcome as of December 1 for a student whose IEP currently on file with ODE does not reflect the current LRE for a student with a disability.