[Mail_emis] Update 5-24-2016

Tue May 24 22:04:01 EDT 2016

Good evening,
The following was discussed during the EMIS call on Monday.

*         SOES

o   ODE is continuing to clean up SOES.  There are approximately 500 records that are still not matching EMIS submissions.

o   Community School Address Changes

?  As you know when you submit addresses from DASL they are transferred with a "default" date which is 00000000 then the Data Collector populates a date that is the date of the prepare of the manifest.  This works well during the school year.  Once the Community School is past their last day of school, there is a problem with submitting the Contacts Manifest.  Since DASL transfers with 00000000, and the DC puts in the date of the prepare, your contacts records will fatal out because the student's enrollment dates are outside the date of the prepare.

?  If your addresses are up to date in ODDEX and you do not need to submit changes, then you do not need to continue to report the contact manifest. If a student's address changes after the end of the school year, that address should not be updated in SOES till next year.  ***REMEMBER IN DASL STUDENT ADDRESSES ARE NOT SCHOOL YEAR SPECIFIC***If you change an address in the 16/17 school year because you know the student will have an address change for the 16/17 school year it will change it in the 15/16 school year.  Hold off on making any address changes till you are certain that you do not have to report your contacts manifest.  If there are records that need to be updated, you can update the SOES Historical address field and the legal district of residence date on the Contact record and then send the file to the DC and run the collection.  All of your records except the ones that need to go over will fail, but that is ok.  A fatal record does not update any data in SOES.

o   The last date for flagging students SOES for FY16is September 15th.  If there are issues after that date they will be handled with an appeal. That appeals window as it appears now will be the first few weeks of October. More communication will be coming from ODE on this and the final payments for FY15 and FY16.  ODE is hoping that the Final Final payment will be complete by December of this year.

*         LGR

o   Issues with some summer withdraws.  If the dates are close to the first day of your school year, those students may not have been removed from your cohort.  There are some 81withdraw records that are also causing issues.  They hope to have the cleaned up later this week.

*         The SDC has been switched over to current data.  Once it opens back up you will be able to see you LGR information in there.

*         The supplemental grad withdraw window is open.  If you have questions if your situation would be a supplemental withdraw or an appeal, check with the office of accountability.  It is better to be sure of which process you should be using so you do not miss the deadlines.

*         There is an issue with the FTE reports in the Final manifest, at this time only the Community School students are coming into the file.  The rest of the students should be added this week.

*         The WKC report is now included in the Final Manifest for Traditional and Community Schools.

*         Assessment manifests are due out this week as well as the 2nd staff manifest.  When L2 opens the CTE reports will be included.

*         CTE Assessment Manifest.

o   If you have any students that have CTE assessments, you will need to submit the CTE assessment manifest.  Non JVSDs that have webxam need to report those records.  If you have any questions as to whether you have CTE assessments, transfer an FA file to the DC and run the collection.

*         Prep for Success

o   Prep for Success files should be coming out each Monday, please check them each week.

o   There have been questions about the GW records and how they are counting in the Prep for Success document.  We were not seeing as many credentials being included as we thought we should.  I sent an email to the office of Accountability and this is their reply.

?  You should be seeing the students counted for the credentials only if they earned a combined 12 points.  You can find the point values of the approved credentials here: http://education.ohio.gov/Topics/Ohio-Graduation-Requirements/Graduation-Requirements-2018-and-Beyond/Industry-Recognized-Credentials.

?  If your students' credentials will be reported through their JVSD or CTPD, the reporting window for those entities was scheduled to open on 5/11/16 and does not close until 7/6/16. As those data filter in you should see more credentials.  We plan to update the prepared for success data weekly so you can see those changes.

o   My suggestion is to ask your JVS for a list of students that earned a credential in the 14/15 school year.  For 13/14, due to confusion on who was reporting the GW assessments, the resident district did report the GW record in the G reporting period. In working with Janene at Wilmington, we were able to determine that the credentials that the JVS is reporting are being included in the Prep For Success document for the resident district so I don't see a need for districts to re report unless they want to.   ODE is still working on a few bugs that are still keeping a few credentials from being included.  If you would like your 14G files, let me know, I have them saved and can send them to you.

Please let me know if you have any questions or concerns.

Thanks
Karen

Karen Wilson MCEP
EMIS Support Specialist
Miami Valley Educational Computer Association
330 E. Enon Rd., Yellow Springs, Ohio 45387
937-767-1468 ex 3115
Fax 937-767-1793
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