NWOCA Spring 2012EMIS Meeting

Nwoca - Defiance/Fulton Rooms Wednesday May 16th

9am – Noon / 3 Contact Hours* Some slides taken or modified from ODE sessions from the OEDSA/OAEP conferences

Today’s Agenda

Introductions FY12N Yearend EMIS EMIS Reminders 12N Assessment Reporting 12D – 12G FY13 Update

2

Introductions

NWOCA EMIS/Student Services staff New team members

3

General Student Changes

• Exemption from CORE requirements

• Military Compact students & OGT

• Admitted From & Withdrawn To IRNs

4

Assessment

• New tests in pipeline- can not continue current path

• A single record type for all assessments• Add element to indicate which test the

score is from (GA, GX, GO, GB, etc.)• Only one score per row- so multiple rows

for some tests (e.g., OTELA)• FFE if vendor not ready

5

Assessment

• Move elements not related to scores to other locations– Test Building IRN now derived based on

schedule for Math assessment for a particular building and grade level(N)

– Required for grad to new record type(N)

– Acceleration information to new record type(N)

– No longer report INV, PNO, and NSA as scores- now Score Not Reported*

6

Assessment

• New Special Education Graduation Requirements record (FE record)

• Reported at time of IEP• Only reported if a student is exempted

from one or more OGT subject passes, or…

• If previously exempted but exemption removed

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FE Record

8

Assessment

• New Acceleration record (FB record)

• Combines several elements in one place– Y4 accommodation from OAA record– Special rules for reporting Building IRN on

test record of accelerated student– Acceleration count from FN record

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FB Record

10

Building/District Record Redesign

• Building record to be split– Calendar information- own record by grade

and attendance pattern– Report one row per grade/AP combo– Other dates, counts, or codes- 1 per row

• District record to have one data point per row- now have multiple rows

11

Building/District Record Redesign

• Building and District records have same layout for all reporting periods

• New data to be collected– Date of scheduled math administration– School Improvement Grant required data

12

Building Records- Days in Session

• Many issues with this data

• Significant impact on Open Enrollment and Yearend ADM if in error

• More GEN_ISSUES checks this year

• Days in session should equal total attendance days for full time all year student

13

Building Records- Days in Session

• Do not include calamity days unless made up with additional calendar days

• Do not include PD days for staff

• Do not include conference days

• Include days when students expected to attend

14

Building Records- Days in Session

• Kindergarten students– Days in session are whole numbers, so

half day every day around 170– Others also around 170– For student attendance days, only full day

every day at 170- others about half– All day alternate day 85/170 days, or 0.5

FTE

15

Work To Do Now

• Special Ed events- enter and/or log

• MOA and Accountability IRN cleanup

• Enter Score Not Reported test records

• IEP Future Fund and Open Enroll- be ready to collaborate

16

Reports

• No “new” reports, but may be in different locations– Manifest– Level 2– Traditional– Secure Data Center

17

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PowerSchool 12N State Reports

Start Page > Reports > Reports (State Reports)

12N Start Dates: For the start dates for these reports you will want to use your first day of school and for the end date you will want to use 6/30/2011.

For the GE report your start date should be 6/1/2011 and your end date should be 5/31/2012, these would be the dates from the EMIS manual for this record type.

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PowerSchool 12N State Reports

FN Test Dates: March 19 for all grades except 3-8 March 19 for all Alternate Assessments (both OGT and

OAA) May 10 for grades 3-8 (except students taking the Alternate

Assessment) We have marked some of the reports which you will not

need to run for 12N reporting. Don’t forget the report at the bottom of the page – some

are new for FY12N these have a by them. If you have CJ records in the EMIS-FFE system, remember

to load those into the data collector for 12N reporting

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Reminders

DN, DL (District>Building/District information)

DN (District>Schools/Info) DT Program Codes, Gifted, Discipline EMIS-R Accounts Multiple Reporting Periods

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Test Load Process

Test Load Documentation eSIS Test Load Documentation PowerSchool Reminder – eSIS and Powerschool –

don’t forget to load the Fall 2011 OGT results

Remember to load your AASWD results and or any OTELA results available early MAY

ODE’s Valid Test Combinations website

22

eSIS Assessment Reporting

Run your extract as normal Take the assessment files – (GA, GM, GB, GS, GX, GF) *Do not Load (GA, GM, GB, GS, GX, GF) Into Data

Collector* Import into the EMIS-FFE system

This importing will convert the individual records into the new FA record

Export FA out of the EMIS-FFE system Load into the EMIS-R data collector Schools using the FFE – You must download your file

from the success website and manually enter it into the FFE on the FA tab.

23

PowerSchool 12G State Reports

12G Start Dates: For the start dates for these reports you will want to use your first day of school and for the end date you will want to use the day after your last summer grad but before your first day next year.

For 12G reporting – the only record types you need are: GI – Student Demographics FN – Student Attributes – No Date FA – Student Assessment GP – Graduation Only GC – Student Graduation CORE Summary

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12G/12D Update

PowerSchoolMass update Diploma DateRetained StudentsDistrict>District>Schools/School Info

Uncheck the Exclude From State Reporting? Check box from Graduate building for G

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Exclude From State Reporting?

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12G/12D Update

eSIS – Pre-scheduling ChecklistDiploma MetDiploma IssuedRetained Students

Dates - First Day of school until the day after you last summer grad or before your first day next year.

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Key Dates

Yearend (12N) 5/10/2012 through 7/13/2012

March (12D) 5/14/2012 through 06/22/2012

Graduate (12G) 5/31/2012 through 11/16/2012

Financials (12H) 7/2/2012 through TBD

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FY13 Changes

These are proposed for FY13 and are subject to change.

* Some slides taken or modified from ODE sessions from the OEDSA/OAEP conferences

New Student Data

• New Element: Attending Building IRN, Next Year

• New Element: County of Residence

• New Withdrawal Code: "Student Reported in Error"

• Student Summer Withdrawal Record

• Consider Add SAT and/or ACT

Special Education Student Data

• Peterson Scholarship

• Add instructions related to correctional facility SPED students

• Change reporting business rules for special education event "secondary planning" element

Special Education Student Data

• Special Ed Events - Non-Pub students

• Add "Amended IEP" as Special Education Event type

• Special Education Federal Follow-up Data Collection Process

Teacher/Student/Course Data

• Preschool Regular Ed Assignment Area

• Fund Source Updates

• Course Data - New Reports/Data Checks

• Teacher(s) of a course

• FY13 CTE Subject Code Changes

EMIS System Enhancements/Improvements• Collect Calendar Info• Admission & Withdrawal checks• Review withdrawal code• CTE Follow-Up (GV) record• Codes no longer needed?

– Position Codes - EBM– Special Program program codes– Dropout program codes

EMIS Manual Updates/Clarification

• Multi-District Preschool Reporting

• Court Placement

• Admission Date & Reason- when to update

• Capital Assets- Proprietary Fund?

• Combined Attendance

• Staff Reporting - Oct. Count Week vs. current

ODE Data Programs

• E-Transcript

• Student Records Exchange

• SOES Replacement

• Student Cross Reference

Questions

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