Overview of ODE EMIS Training Seminar for FY04 Reporting and File Naming Conventions

1. 2003 Fall EMIS Training Session Angie Crandall ODE EMIS Training Seminar

2. NEW ODE EMIS Report file Naming Convention • Beginning with FY04 October K Reporting DDAS_IRN_AREA_CCYYMMCC.TXT_2004K_STU_ENROLLMENT ODE EMIS Training Seminar

3. Sample ODE EMIS Report file Naming Convention NWOCA_148973_03_20030301.TXT_2004K_STU_ENROLLMENT • Prefix: • {das} = DA Site acronym • {irn} = School district IRN • {area} = two digit code for the SF area • {date} = report creation date CCYYMMDD • File extension: • {file type} = Three character file type (CSV,TXT,PDF,XLS, etc) • {fyPeriod} = Fiscal Year and reporting period in CCYYP format • (e.g. 2004K, 2004N) • {category} = Three character code expressing the type of data included in the report. • Must be one of: • STU = Student detail or summary data not including SSID • STF = Staff detail or summary data • FIN = Financial data • SID = Student reports containing SSID • DIS = District/Building General reports • {rptName} = ODE's assigned name to of report. Limited to 20 characters • (e.g., Enrollment, DEMO_JOB) ODE EMIS Training Seminar

4. New Reports • Highly Qualified Teacher Course Reports • And HQT CSV files • Teacher Records Report • No Staff Employment Records Report • Title I Building Validation Report (for October K) ODE EMIS Training Seminar

5. Highly Qualified Teacher Course Report • Report is based upon data element on Course Master Record: • How does the teacher of this course meet the highly qualified definition? (This element is referred to on the report as “HQT”) • There will be two reports generated: • Courses taught by highly qualified teachers (HQT = YES) • includes courses with HQT = 1-9 • ODE file name = TXT_2004K_STF_COURSE_HQT_YES • Courses NOT taught by highly qualified teachers (HQT = NO) • includes HQT = “*” • ODE file name = TXT_2004K_STF_COURSE_HQT_NO • The exact same report layout is used for both reports. ODE EMIS Training Seminar

6. Highly Qualified Teacher Course Report • Districts will also receive a comma-delimited file that includes all Course Master Records for core courses • ODE file name: CSV_2004K_STF_COURSE_HQT_ALL • Will include core courses with HQT =Yes and HQT=No • Will not include totals that appear on the other two reports ODE EMIS Training Seminar

7. Highly Qualified Teacher Course CSV File Contents Column Titles on CSV file: • Bldg IRN – (Location IRN) • Bldg Name – As it appears in OEDS • HQT = Y/N – N=“*”, Y=1-9 • TeacherID • TeacherName • LocalClassroomCode • Course Type • Subject Code • Subject Name • Lowest Enrl Student Grade – state equivalent grade level LOW of students enrolled in the course • Highest Enrl Student Grade - state equivalent grade level HIGH of students enrolled in the course • HQT Definition – How teacher meets HQT definition ODE EMIS Training Seminar

8. Teacher Records Report • Created to help identify teachers that do not have one or more of the following records reported: • Staff Employment Record • Staff Course Master Record (not required for individuals with position code = 212) • Teachers are individuals with position code = 205, 206, 207, 211, 212 ODE EMIS Training Seminar

9. No Staff Employment Records Report • Simply a list of individuals for whom there is no Staff Employment Record reported to ODE • Includes staff name and State Staff ID ODE EMIS Training Seminar

10. Title I Building Validation Report (October) • Uses Title I Program Code from the Fall/October Building General Information Record • This was needed to help report October K HQT data to the federal government. • This information will be used to identify individuals who are required to meet the federal definition of highly qualified teachers or paraprofessional. ODE EMIS Training Seminar

11. Changes to Existing Reports • Staff Summary Report (All_Staff) • Demo_Job report ODE EMIS Training Seminar

12. Staff Summary Report Changes • “NOT REPORTED” column has been removed from this report. • “TOTAL FTE” values will be calculated by adding only the MALE FTE and the FEMALE FTE. NOT REPORTED FTE has been removed from this calculation. • This change is being made because the Gender element is now a required element. ODE EMIS Training Seminar

13. Changes to Staff Demo Job Report • Broken into two reports • Classified Staff Demographics Report • Certified/Licensed Staff Demographics Report • Staff grouped by building IRN • Building IRN is no longer a column, but a header • “Total Years of Experience” column removed since cap was removed from “Authorized Years of Experience” ODE EMIS Training Seminar

14. Uses of Staff Demo Job Report • Verify staff data for LRC • Verify staff data elements that affect Preschool and Gifted Unit funding • based upon the State Minimum salary schedule and is calculated using the following Staff Data elements submitted by districts via EMIS in October K: • authorized experience and • degree of the teacher (Educational Level) ODE EMIS Training Seminar

15. Any questions? ODE EMIS Training Seminar