[Mail_emis] EMIS Update from 4/10/2018 Includes update to the 5yr4.

[Karen Wilson]

Good afternoon.
I was holding off putting this out till we had our ODE Change call.  It has been rescheduled twice so here goes.

New EMIS Collection Calendar
ODE put out a new collection calendar with changes to the closing  dates on some of the year end manifests.  They sent out the information in a Newsflash and the calendar is on ODE's website here
http://education.ohio.gov/Topics/Data/EMIS/Reporting-Responsibilities/EMIS-Data-Collection-Calendars
I have attached the document that ODE sent us because it is easier to tell what dates have been updated.
Green Dates- dates are later in the year than first reported- Data in these collections impact the report card but is not sent to SAS.- 2 weeks later
Red Dates- Dates are earlier than first reported - Data in these collections go to SAS- 9 days earlier
            It is necessary to change these dates due to SAS needing the Assessment information sooner to be able to calculate Gap Closing for sub groups.

Assessment
            Results from all the Electronic submissions will be back June 4th.  Paper test -students that need accommodations that cannot be delivered online will be back later in June.
Appeal  Window for Assessments  goes to July 27th.  There will be a quick turnaround to get the appeals in, and then there will be a rolling approval of the appeals so your appeal may be approved prior to the appeals window closing.  All approved Appeals must be submitted to ODE by 5:00p.m. August 1st.
Late Batch and Breach results may not be back while the manifest window is open.   You may need to file an appeal to get those scores reported.  ODE will monitor who gets those files and will work with districts to get them reported.
ACT will be back by July 13- Not planning on doing a separate ACT-SAT collection this year.  That manifest will be open till 8/15
            Appeals for the manifests that close on 8/10 will be open 8/13 -8/23 and must be submitted by 8/27 at 5:00 p.m.
            DORP closes 7/9 and appeals must be submit to ODE between 7/10 and 7/17 with all approved appeals to ODE by 5:00 on 7/23

FY19 Retention Manifest
            This will be reported between 8/1/18 through 8/30/18

EOC and Next Gen
            Should have missing lists based on enrollment once you run the collection.
            Start talks with Assessment coordinators about who did not take the tests.  Score not reported records can be entered prior to the results come back.
            If a student is on the 3-8 missing but is taking Algebra  they will show on 3-8 missing  but once the Algebra Assessment is reported ODE will remove them from the 3-8 missing.  This
goes for any student taking an accelerated test.
            If you have whole classes that have a subject code that ODE is looking for an EOC assessment but the whole class was not tested, you can enter in the Score Not reported record now.
            Also start reporting Alternate scores ( CCP in place of EOC)

Where Kids Count
            Start working on the WKC reports as we have reached the date for determining Where Kids Count.

Tuition Module
            The second half of the tuition students have been loaded into ODDEX.  You can begin working on those.
            Any updates to students as far as entering data on the students already in for the first window need to be complete by the end of the Mid-Year manifest.  The deadline for adding new
            students as tuition students for the 1st Half has passed.
            Please go into FY16 and FY17 CCP data in ODDEX and see if there have been any students added or updated by the college.  ODE wants to get FY16 and FY17 CCP closed out this
            Spring.

Grad Reports in the DC.
            New data will be pulled this week.  There will not be any changes to cohorts yet.
            Reporting of the 2 additional Pathways for 2018 will be done with Program Codes.  ODE will not be doing any processing to check to see if students meet the criteria.  We still do not have
            the program codes.  That should be coming in the next change call- whenever that ends up being.

Early Learning -New IRNs
            Ohio Child Licensing System - Each PS site is issued a specific  IRN in relation to their License.    The IRN needs to be entered on the Location IRN on the Course Record so it can be
            reported to EMIS.  Several Districts have received emails from Early Learning indicating that they are not reporting the proper IRN.  Once you make the change to your courses and submit
L data ODE will be able to match your PS data.


Five Year Forecast
            On March 28th. I put the following in the update


FY18P 5-year Forecast Required Spring Update - Early next week the required Spring 5-Year Forecast 'P' collection will open for districts to complete submissions by the end of May. After analysis of the 5-year forecast in the fall, ODE will be adding a couple checks:

1) It appears some districts are not reporting all line items required. If all line items are not included, the entire forecast will now fatal. Even if they are forecasting zero expense/revenue, it is a requirement that all lines are included in each submission. If they are missing a row, it will fatal everything and they will not be permitted to submit a collection with zero data, so they may need to go back and add line items/data rows for zero balances/expense/revenue.
2) A lot of districts are also ignoring warnings when totals don't add up. Totals are not always precise (e.g., calculated with pennies, rounded to nearest dollar), so small variations may be ok, but ODE is adding checks so too large of a variation (possibly indicating a larger issue) will now fatal the forecast.

In the Newsflash that came out on 4/19 ODE indicated that they  updated the 5yr4 manifest.  Below is the update that was applied to the manifest

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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
[Description: Description: C:\Users\reineke\Pictures\MVECA New logo.png]

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