FY15 Changes

1. FY15 Changes Yearend Meeting May 15 & 16, 2014

2. The Usual Reminders • Not enough time to cover all of the details of each change • More detailed information will be included in the manual • Make sure you refer to the manual for any of the changes that are forthcoming • The manual prevails in a conflict between this presentation and the manual

3. Topics • New Funding/Enrollment Counts • Student Cross Reference (SCR) • FY15 Reporting Periods • FY15 Calendar • FY15 Changes • Data Collector • OEDS Roles

4. New Count • Every day counts (effective 7/1/14) • Enrollment is not known until the end of year • About enrollment, not attendance, except…. • 105 hours continuous unexcused absence, must with withdraw • Must report student in EMIS within 30 days of admission or withdrawal • FTE is calculated based on calendar & dates of enrollment

5. Design Principles • Know where students are every day • Whenever possible, use existing data to minimize change for districts. EX. District to district transfers • Minimize redundant data submissions to ensure consistency between accountability and funding • Improve communication and resources

6. Solution • New systems for enrollment tracking (SCR) • New reporting periods • Calculating enrollment, including subgroups • New reports Complete student list for funding Missing students • Timing of use of data for funding Funding starts when a student is enrolled & school is in session.

7. Annualized FTE Count • It will be an annualized FTE count. It will be updated 3 times per year (e.g. 10/31, 3/31, and 6/30). The actual payments to the schools will be based on the daily membership throughout the year. The updating is an adjustment to the district subsidy as FTEs change. Unexcused absences will not count against the district as they do now in the October count week. However, if a student has 105 hours of continuous unexcused absences, that student must be withdrawn. When they come back, they will be re-enrolled. If a school is on the guarantee, that calculation will be based on the FY13 count. • Although there will be no first week in October count for ADM school funding, there will still be a count for transportation funding.

8. Policies • 30 Day Rule • Calendar Days include winter break, spring break, etc. Based on 1st day a student is reported in SCR. • Calculate all FTEs in Hours • 105 Hour rule • Overlapping Enrollment • No funding for overlapping days for either district. • Greater than 1.0 FTE • Whoever has the student first will get the funding. If the student starts in a district that starts earlier & moves to a district that ends later, the majority of the funding goes to the first district.

9. Student Cross Reference • Separate manifest in Data Collector • Operational in July 2014 for FY15 data • Refreshed nightly from most recent file in the Data Collector • SCR files will not need to be transferred to the data collector thru student information • 30 day funding window • If more than 30 days passes, funding is lost for the days greater than 30.

10. Student Cross Reference, con’t • Includes basic demographic data from GI and FS Records • Name • DOB • SSID • Enrollment date • DOR IRN

11. Student Cross Reference con’t • All EMIS reporting entities will have access to the SCR • Login via SAFE account (ODE Home page) • OEDS roles are key • Interactive dashboard for conflict messages

12. Resident District Landing Page

13. New FY15 Reporting Periods • When and How data is submitted is changed, not What data is submitted • Funding will be year-round, based on enrollment • Intensive clean up starting day one

14. New Reporting Periods • A – Assessment Reporting • C – Calendar Reporting • G – Graduate Reporting • L – Staff/Course Reporting • D – March Follow-up • R – Grad Requirements Progress for non-graduates • S – Student Reporting (SOES, SCR, Traditional district reporting)

15. New FY15 Reporting Periods

16. Reporting Timelines • Reporting will be continuous, no specific count week • 3 Traditional district windows • Sept – Dec, Jan – Apr, May – July • Each submission replaces prior window • FTE based on reported calendar data • 2 SOES windows • July – Jan?, Feb? – July • Continuous throughout the year

17. Student (S) • ODE will close each window a couple of weeks before the next window opens, however, they don’t cut off reporting on a specific date • Updates & Transfers will be adjusted to no longer cut off as of count week • All FS, FD, & FN records will be reported as the events occur for students • Data grows from window to window • Only data for funding and federal reporting in first window • In second half of year, add data related to report card and other usual yearend records • Any extra data in earlier windows will not stop student with fatal, but may be informational

18. Student (S), con’t • Student Cross Reference July-June • Extended Special Education August – September GE records FE records DT records

19. SOES Reporting (S) • Separate Transfer Process ( Critical for Community & STEM schools) • Will be same files as SCR reporting at first • Record types reported in period S include: • GI, GJ, FS, FD, FN (only specific elements in each window), GE, FE, FC, FL • **NEW** FF – Student Contact Record – for Guardian and Custodial contacts. • **NEW** FG – Student Contact Address Record – addresses for FF Contact • DN, GQ, FB, GG, GD • *NEW** Student Transportation Records – reported for all students transported each day of count week (Updates to SI pending ODE requirements) New Transfer processes to include all records types for “S”

20. Period S Process Changes • All students will be included in all reporting periods • If the district submits a student one time at a minimum, they must continue to be reported the rest of the year Even if a student was added in error Even if as an override record • Summer withdrawn students will be reported in all windows (can still be reported as GI/FS/FD or FL • No shows should no longer be whacked. Must be reported as enrolled and withdrawn in all windows! • Unexcused absences will not be funded in 2014, but will be in 2015 • GE records can come in on all windows for “S”

21. Period S Updates • ATTUPDEMIS – will need new process or update existing to calculate attendance any time an FS record is closed. • MEMBEMIS – will need to be updated to send all programs on file but verify programs for specific windows. Will no longer create program records. Flat file transfer will create the records from the memberships in the same manner as services. • CTRMEMIS – looking into making it a verify only and more updated logic to the transfer so you won’t have to run the update every time prior to a transfer.

22. Assessment (A) • Fall PS and KG – Oct-Jan • Fall 3rd Grade OAA – Oct-Jan • Summer/Fall OGT – Nov-Jan • Spring PS Only – Mar-Jun • Spring OGT – Mar-Jun • OTELA – Mar-Jun • Non-State: SAT, ACT, AP, IB, and Industry Cred – Mar-Jun • Spring OAA – May-July • CTE – Apr-Sept • PARCC (???)

23. Calendar (C) • Two reporting windows • May – July • Initial submission of at least a district calendar • Critical to have SYI completed as calendar reporting begins in May • Need to report at least one calendar for the district or one for each building • For May reporting, only need the minimum requirements for a calendar, but report as much detail as available. • All subgroups must be submitted once a district begins submitting student in new school year. • DL Record Maintenance – Report start dates, stop dates, attendance patterns, grade level if different calendars apply

24. Calendar (C) con’t • August – July • Detailed calendars required prior to any submission of student data • Planned exceptions to district calendar • DN Records – Report calendar details (Exception Days)

25. Calendar (C) con’t • Sub-Calendar Maintenance Updates Adding an EMIS Tab to Sub-Calendar Maintenance to allow for reporting DL info When exceptions entered on Master Calendar, will be reported as an exception on each Sub-Calendar When exceptions are entered on a specific sub-calendar, the exception will only be reported in DL for that specific calendar Start & End dates reported from Sub-Calendar Adding a “Report to EMIS” checkbox on each Sub-Calendar Calendar records will be reported all year long

26. Calendar (C) con’t • Hierachy • District ----> • Building ----> • Grade ----> • Attendance Pattern ----> Everything below the level reported will be auto-filled by ODE, until exceptions arise Full calendar needed for each subgroup

27. Attendance Patterns • Link to specific subgroups on DN record Two-character code, district-defined • Apply to subgroups within building grade level Must be used consistently for entire fiscal year Corresponding attendance pattern on FD record

28. Attendance Patterns con’t • Accurate attendance pattern/percent of time match up critical • District relationships “2” and “3” ignored • Student moving from one calendar to another in same year requires new FD record • Ex: Preschool FT moves to PS PT

29. JVSD and ESC Calendar • For satellite students, JVSD may submit own calendar or use an existing calendar at district where course is located • For PS students, ESC may submit own calendar or use existing calendar at district where course is being held

30. Staff/Course (L) • All staff (C*) CI, records types • Student Course (GN) • Data reported in subsequent windows replaces data from first window for funding but not for HQT & Licensure • Two reporting windows • Oct – January • HQT • Certification • Feb – June • Student course enrollment • PARCC Assessments • No cut-off in classes for count week or count week Friday enrollment expectation • CTRMEMIS –Changes needed ---still under investigation

31. GRAD Requirements Progress (R) • Collect graduation requirements on GC & FN records • Includes Non-graduate CORE Summary (previously reported in K) • Pick up students enrolled prior year and current year up through October 31 • Reporting Opens in May, Ends in November • Still some changes needed….Under investigation

32. Reporting Periods Not Changing • G – Graduate • D – CTE Follow-Up • H – Financials • P – Five Year Forecast

33. FY15 CHANGES • Collect summer administration of 3rd grade reading assessment • New KG Assessment…..replaces KRAL PRE-ID file is due in early August for KG assessment. Important to clean up KG enrollment early in preparation for KG assessment. Multiple subjects for KG • New online assessments

34. FY15 CHANGES, con’t • Course updates for changes in state tests • Align AP courses in manual to what is offered by AP program • Staff reporting – no more October Count Week? • Remove Building Where Incident Took Place Element on the Discipline Record (GD) • Change minimum days to minimum hours

35. FY15 CHANGES, con’t • Updated Special Ed rules and forms • No more collecting of FIEP • Secondary Planning Element on Special Ed Event Record • Program Codes • Eliminate codes for programs no longer in operation • Special Ed services • Gifted Identification Date Element • Delete ***** • Add 199912

36. Data Collector • Level 1 validation enhancements • New look • Check box to break by subgroup on .CSV report • Sorted by severity • Level 2 validation enhancements • Data tables

37. OEDS Roles • Identify district OEDS administrator • Verify correct roles assigned to appropriate personnel • SOES, SCR, SDC

38. QUESTIONS