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Helpful Information for FY15
Special Ed EMIS Reporting
For SST Region 10 Meeting on 12/11/14
Presented by:
Debi Mason
Coordinator for EMIS Services
MDECA
EMIS Reporting Periods - DRAFT
Rpt
Per
Description
A
OAA Summer Reading
A
Preschool Fall
A
Kindergarten
A
OAA Fall Reading
A
OGT Summer/Fall
A
Preschool Spring
A
OGT Spring
A
Otela
A
Non-State for LRC
A
CTE
A
OAA Spring
C
Calendar
D
CTE Follow-Up
G
Graduate (14G)
G
Graduate (15G)
L
Staff/Course
R
Core Requirements
S
SOES/EMIS
S
SCR
S
Retention
S
Trad Dists EMIS
S
Special Ed post
A
PARCC
A
DORP Growth
E
Electronic Transcripts
F
SE Federal Follow-Up
H
Financials
P
5 Year Forecast
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May Jun
Jul
Aug
Sep
Oct
Nov Dec
Jan
Feb Mar Apr May Jun
Jul
Aug
Sep
Oct
Nov
2014 2014 2014 2014 2014 2014 2014 2014 2015 2015 2015 2015 2015 2015 2015 2015 2015 2015 2015
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References
•
EMIS Manual (FY15 not yet posted): http://education.ohio.gov/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual
•
FY15 ODE Data Collection Form AND Reporting Eye Exams: http://education.ohio.gov/Topics/Special-Education/Resources-for-Parentsand-Teachers-of-Students-wit/Data-Collection-Tools-for-Students-with-Disabiliti
•
ODE’s Office of Exceptional Children: http://education.ohio.gov/Topics/Special-Education/Office-of-Exceptional-Children-ContactInformation
•
Ohio Statewide Assessment Program Rules Book: http://education.ohio.gov/Topics/Testing/Testing-Forms-Rules-andCommittees/Ohio-Statewide-Assessment-Program-Rules-Book
•
ODE’s EMIS Newsflashes: http://education.ohio.gov/Topics/Data/EMIS
•
ODE’s FY15 Processing Schedule – not yet posted: http://education.ohio.gov/Topics/Data/EMIS/ ReportingResponsibilities/Processing-Schedules
•
ODE’s FY15 Data Submission Requirements (Goals) – not yet posted: http://education.ohio.gov/Topics/ Data/EMIS/ReportingResponsibilities/Data-Submission-Requirements
•
ODE EMIS Presentations: http://education.ohio.gov/Topics/Data/EMIS/Resources-for-EMIS-Professionals/Presentations
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What’s New!
• EVERYDAY COUNTS!
• Students must be reported within 30 days of enrolling and again
within 30 days of withdrawing.
• Failure to report within the 30 days means you could lose funding.
• Same is true for special ed events – enter as they take place so they
can be reported in a timely manner.
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Who Reports What
• ESC’s report all Preschool data EXCEPT for the student special ed
record. The DOR (District of Residence) reports the student special
ed record.
• The DOR reports ALL data for school age/non-preschool students
being educated by the ESC.
• DORs and ESCs need to keep the lines of communication open!
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New Child Count Date
• Child Count Date changed from 12/1 to 10/31
• Student must be 6 years old by 10/31 for Federal dollars
• ODE/State uses grade level (KG) for funding
• Feds use the age (6 by 10/31) for funding
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Heads Up Re: ETR Outcome
• Eventually, the ETR outcome will be used as the disability category
for every table in EMIS!
• We believe this means the current disability condition on the FD
tab will be eliminated.
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Data Collection Form
Data Collection Tools for Students with Disabilities
As district staff members develop Individualized Education Programs (IEPs), many find it helpful to
summarize at the same time any special education information that will need to be reported in the
Education Management Information System (EMIS). To assist in summarizing the information, an optional
data collection tool is available.
Data Collection Tools for Students with Disabilities (2014-15 School Year) Data Collection Form
This form is a management tool that districts may use to record special education data for submission to
EMIS in the 2014-15 school year. Once again, districts are not required to use this tool. The form contains
the fields for data that must be submitted in EMIS for this school year, and it may be useful in managing the
collection of required EMIS data. Districts may amend the tool in any way they find useful.
This form may updated again throughout the year. If changes in federal data reporting requirements or
changes in EMIS affect the contents of this form, the Office for Exceptional Children will update it.
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Spring IEPs for PS to KG
• One IEP in spring for both PS to KG – DO NOT HAVE TWO IEP MEETINGS IN THE SPRING AS
ONLY THE LATEST IEP EVENT WILL BE REPORTED. It is ‘assumed’ student will finish out school
year as PS under previous year’s IEP
• Must pay attention to age as of 10/31
• If student is in KG in the new/upcoming school year AND will be 6 by 10/31 you must enter a
school age LRE in the October Child Count (FN270) field on the student’s FN tab.
• If the student is in KG in the new/upcoming school year AND will NOT be 6 by 10/31 do
nothing, the Preschool LRE reported in the previous yearend is still applicable.
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Spring IEPs for PS enrolling in the fall
• DO NOT enter/enroll the student in the school year of the IEP if the
student is not attending (spring IEP meeting for upcoming fall
enrollment)
• When the student is enrolled in the fall, enter all special ed events.
• ALL events get reported in EMIS for new students, regardless of the
event dates.
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Part C PS Students found to be ineligible
• Enroll in student software using IEP date as date of admission.
• Wait for an SSID to be assigned (unless you already have it from the Health
Department)
• Withdraw the student using the same admission date for the withdrawal date
and with the withdrawal reason of 36 – Withdrew from Preschool – student
has withdrawn from the preschool program (for any reason).
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Infants
• While ODE does accept the IN grade level for Infants, these
students always result in one of the two EMIS errors:
• If in grade “PS” the student will error due to age.
• If in grade “IN” the student will error due to any PS coding
associated with this student – again due to age.
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Grade 23 Students
• Student is under age 22, has a disability, has completed graduation
requirements, and has not yet received a diploma.
• Once the student accepts his/her diploma or a grade 23 student is reported in
EMIS in error as a graduate – the student is NO LONGER FUNDED!
Note: If the grade 23 student was reported as a graduate in error that means
a diploma date and type was reported during a “G” reporting period and a
withdraw reason of 99 is reported in the “S” EMIS reporting period window.
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Event & Out of Compliance Codes
• FIEP is no longer valid/reported.
• New NIEP event code – to be used in the situation where you might be in-between meetings
but you are continuing to SERVE the student under the previous IEP. Think of this as a bridge
in the situations where you might be out of compliance otherwise.
• The new NIEP event codes DOES NOT:
• replace the 09 Out of Compliance Code
• Does not apply to 504 plans
• Does not apply to ISPs
• Does not apply prior to initial IEP in place (IIEP)
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Event & Out of Compliance Codes Continued
• AIEP Amended IEP - The meeting date when an existing IEP was amended that resulted in
changes to data that must be reported to EMIS. From page 1, PR07-Individualized Education
Program meeting date. No Non-compliance ID is required. The “begin date” reported must be
on or after the date of the amendment; the end date must be the same as or earlier than the
most recent previous IEP.
NOTE: NOT ALL ADMENDMENTS ARE EMIS REPORTABLE!
• AIEPs may be reported when there is:
•
•
•
•
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a change to an existing Outcome ID Element (GE120)
a change in IEP Test Type Element (GE160)
a change to the Secondary Planning Element (GE170) or
for a change in the exemption from consequences of OGT (Exemption Flag Element
(FE100))
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Event & Out of Compliance Codes Continued
• The 09 Out of Compliance Code is reported on the most recent IEP event that was not
reported correctly in the previous EMIS reporting period or previous year. This codes lets ODE
know you weren’t out of compliance with the IEP, just with reporting the event correctly in
EMIS.
Failure to report an event during the EMIS
reporting window it should be reported
will result in no weighted special ed
and/or federal dollars.
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Assessment Exemptions
• Score Not Reported (Exemptions): Identifies the reason why the student did not take the
required assessment and/or does not have a score to report.
Valid Options
* Option Not Applicable, Student took the test.
A Medical Reason
B Parent Refusal
C Student Refusal
D Suspension/Expulsion
E Truancy
F Other (reason not listed)
I
Students who have taken the test, but the test was, for good cause, invalidated by
the Ohio Department of Education or the school district
J Student moved in or out of district before test administered
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Assessment Exemptions Continued
NOTE:
Not all codes are
applicable for all
assessments
Valid Options Continued
K Not required in this district due to part-time student status, home school, nonpublic
school and not enrolled in course for this assessment/subject area
L Student has a disability condition and is deaf and/or blind and is not required to take
the test
M Medical Emergency – Circumstances beyond the Local Education Agency’s control
prevent a student from being assessed at any time during the testing window due to
a significant medical emergency (e.g., student is hospitalized due to an accident).
Ongoing medical conditions are not considered medical emergencies.
N Accelerated Student, No Subject Test at Accelerated Grade
O Student Older than Maximum Age for ASQ/SE Assessment
P Due to Timing of Alternate Assessment Determination
R Parents request results not be reported to the state
S Nonscorable Assessment (only valid for that Standards-Based Alternate Assessment)
U Unable to answer sample items
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Assessment Exemptions Continued
NOTE:
Not all codes are
applicable for all
assessments
• Exemptions must be manually entered for students who did not test.
• Information on exemptions can be found in the Assessment (FA) section of the EMIS manual
and can be found under “Score Not Reported”.
• There are several reasons to use for exempted students.
• The “M” for Medical must have ODE prior approval before it can be used/reported.
• All exemption codes count against the district except for “M”.
• For students who moved in/out of your district before/after testing must have assessment
records reported with the “J” reason not tested coding.
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Assessment Exemptions Continued
• ALL Students must take the OGT ONE MORE TIME for participation after the
initial IEP exempting the student from the consequences.
• Do not wait until the senior year to exempt a student from the OGT
consequences until the IEP is before the spring testing so that the student can
meet the ‘one more time participation’ rule.
• An exempted student must have the exemption marked on their special ed
(FE) record AND it must match THIS YEAR’S IEP DATE. This has to be done
EVERY YEAR the student is exempted. It’s NOT one and done!
• There is a LOT if information on Special Ed Assessments in the EMIS Manual!
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Valid Testing Combinations
• ODE provides a Valid Assessment Combinations document to assist with the different coding
options on the assessment records, depending on student circumstances. The most recent
documents are titled either FY11 (October) or FY10 (Yearend). Here are the links:
• https://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Reference-Lists/StaffID-Prefix-Listing/FY11_OCTOBER_TEST_VALID_COMBO_SUMMARY_V1.pdf.aspx
• https://education.ohio.gov/getattachment/Topics/Data/EMIS/Resources-for-EMISProfessionals/Other-Resources/FY10-Yearend-Valid-Testing-Combinations.pdf.aspx
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Secondary Planning
The result of transition planning on the IEP for students age 14 and above.
Determining when a student will have completed coursework and will
graduate, or will have completed coursework but needs additional education
services in preparation for employment or enrollment in college, is a decision
made by the IEP team and documented on the transition plan. The decision
can be made any time PRIOR to the start of the student’s last year.
DO NOT code students with a transition plan who are not yet 14 years old as
they will error out in EMIS.
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Acceleration
• Student was accelerated in the current school year in one or more of the valid subjects for
acceleration collected via this record
OR
• Student took a state assessment at an accelerated grade level, regardless of if the
acceleration first occurred this year or in a prior year.
“Accelerated in the current school year” means that the student received instruction at the
accelerated grade level in the current year. If the decision to accelerate a student is made this year
but will be implemented next year, then the acceleration record would be reported next year.
A separate record is required for each subject area in which the student is accelerated.
This record is not required for students who are not accelerated.
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Individual Service Plans (ISPs)
Beginning in FY13, for parentally placed non-public students, report all events
that occurred during the current reporting timeframe at the district resulting in
an ISP, including non-ISP event types (CNST, RFRL, etc.).
These are students being served but being educated in a non-public (private)
school. These students cannot be on an IEP and all of their events must be
limited to the ISP coding for EMIS reporting.
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Preschool Special Education Itinerant Services
Preschool student with disabilities receives special education itinerant services from a pre-school special
education teacher.
• Report the Program Code 220100 for these students.
• The 220100 program code requires both a beginning and end date.
• The entity that is providing the itinerant education allocated the special education itinerant teacher unit is
responsible for reporting the itinerant services program code on the Student Program Record.
• The Employee ID Element is required to be reported with the ID of the staff member providing the itinerant
services to that child. Preschool special education unit funding is dependent upon the Employee ID Element
being completed for itinerant services.
• The 220100 program code serves as the ‘course’ for the student. No other courses should be reported
UNLESS the student is both Itinerant and is also receiving center based services. In this situation the student
needs to be coded 100% FTE and have both the Itinerant program code AND a preschool self-contained
course reported.
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Program Codes
Refer to Section 2.9: Student Program Record (GQ) of the current EMIS manual for Program Code information.
A Program Record is to be reported for all programs/services the student is participating in and/or receiving.
The number of programs in which a student can participate is unlimited. Student program codes are reported
during the designated reporting periods by the appropriate entities. If the student is in the program and then
withdraws from the district during the year, the program code for the student is still reported.
ESCs Not Required to Submit Student Data. With the exception of preschool student data, Educational Service
Centers are not required to report student data. Therefore, ESCs are not required to report a Student Program
Record for school-age students receiving and/or participating in programs/services from an ESC employee(s).
This includes those ESC services for which a school district contracts. It is the sending/resident district’s
responsibility to report the appropriate student program records for those students receiving services from an
ESC employee.
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Program Codes Continued
Summer School Program Codes. Only the resident district reports the required summer data. If a student
attends summer school programs in another district or entity, the resident district should request the
information from the provider and report the summer program data for that student.
Only the Academic Intervention and Title I summer program codes are reported for summer program activity.
You can keep track of the 215xxx Special Education Service Codes for Students with Disability Conditions on the
student’s Special Education record in the student software, but those program codes are no longer reported in
EMIS.
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Discipline
Discipline records must be reported for all students – including special ed students and even preschool.
One difference in discipline for special ed students is that these students cannot be withdrawn when
expelled.
Special ed students must be placed on Home Instruction when and if expelled if not placed in Alternative
placement (next slide).
Reporting Course Master Records - Home Instruction (From Section 4.2 Course Master Record (CN) of the
FY14 EMIS Manual):
Students With Disabilities. A student with a disability receiving home instruction is to be reported with
a Delivery Method Element option as “HI”, the Student Population Element option as “SE” or “SP,” and
the appropriate subject code in the Subject Code Element of the Course Master connected to the Staff
Course for the special education teacher. In general, this refers to students who are individually served
at their place of residence by a special education teacher. A “teacher of record” is to be reported with
a position code of 230 with assignment area 999414.
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Discipline Continued
EMIS Program Code for Alternative placement for a special ed student who has
been expelled: 211001
ONLY TO BE USED when student is removed to an interim alternative
educational setting for not more than 45 school days if the child:
• Possessed a weapon
• Possessed or used illegal drugs
• Has inflicted serious bodily injury upon another person
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Discipline Continued
New special education event type:
SEMD (Special Education Manifestation Determination): The date the manifestation determination was
completed for the related incident of misconduct.
Reported when a student with disabilities has accumulated more than 10 days of suspensions or expulsions.
•
•
•
•
•
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Districts have a 10 day time limit for reporting this event.
Event and date are all that gets reported. The other special ed required fields can be the default.
Should be tracked by the special ed department.
No funding impact.
Collected in the final “S” window.
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Reporting Eye Exams
Senate Bill (S.B.) 316 continues the requirement for students with disabilities to
undergo a comprehensive eye examination within three months of receiving
special education services for the first time. S.B. 316 requires the Ohio
Department of Education to collect and report data about the implementation of
this law; necessary data are collected in EMIS. The Office for Exceptional
Children believes that data will be more accurate if districts maintain a record of
eye exams throughout the school year. Below is a tool that will assist in that
effort. There is no requirement to use this particular tool, but the information on
it will be collected at the end of the school year.
Eye Exam Data Collection Tool - Updated for 2014-2015 School Year
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Gifted
• A gifted record is required to be reported for every student.
• Students who are screened, assessed and/or identified must have their gifted record updated
accordingly.
• Once identified as gifted – always gifted.
• Students must be reported as served in order to get gifted funding in one of two ways:
1. Gifted Course – must be subject specific, coded as a gifted course (Student Population =
GX), with a certified gifted teacher and can only have students who have been identified
as gifted in the course.
OR
2. A valid program code (205xxx or 206xxx).
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Gifted
Exceptions to Reporting the Student Gifted Education Record
The Student Gifted Education Record does not need to be reported for students in the following
situations:
• Students who are attending/placed at another entity 100% of the time (e.g., courtplacement, open-enrollment, direct pay tuition, etc.). That entity would report the Student
Gifted Education Record for those students.
• JVSDs do not report the Student Gifted Education Record.
For additional information about gifted students and services, please refer to ORC §§3324.01 –
3324.07, Ohio Administrative Code 3301-51-15, and the ODE Gifted Education web page.
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Staff Changes
Eliminate Position code 120:
ESC Supervisor assignment
Eliminate Position Funding Source code “Z”:
Preschool State Unit Funding
ODE has no replacements for either of these codes being eliminated.
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Reports to check EMIS data
• EMIS reports (not listed in any specific order):
• Data Collector reports:
1. Student Missing Report
2. Excluded
3. Review of all files being submitted
A form must be submitted to MDECA for the DC Reviewer Roll for access to review these files in the Data
Collector. Here is a link to that form (located on MDECA’s website under “Forms”):
http://www.mdeca.org/Downloads/EMIS_R_Data_Collector_Access_Form2.pdf
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Reports to check EMIS data Continued
• ODE Post Processing Reports (from data submitted for processing):
1. December Child Count (ODE Post Processing report)
2. Early Childhood SF PP
3. General Missing
4. General Issues
5. Invalid Cert Course
6. Missing Assessment report (by assessment)
7. Staff Gifted
8. Student Disab Not Funded
9. IEP Future Fund Report
10. Funding Flow Report
11. Student Gifted Services
12. Student Funded FTE by Subgroup
13. Student Grad Info
14. Student Missing Course
15. Student PS SE Headcount
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NOTE: ODE provides Report Explanation
documentation on their website for the
ODE Post Processing reports. Although
they might be listed under a previous
year if not listed for the current year.
36
Microsoft Reporting Services (MRS)
• There are several MRS reports available for MDECA DASL districts to run to verify EMIS data. These
reports are listed in the EMIS folder:
1. District Special Ed Event Information Report
2. Current Year EMIS Reports folder:
• Live Period All Records Student EMIS Tab Information
• Several Special ED Reports:
• Service Code and Special Ed Event Information
• Special Ed Service Code Detail
• Special Ed Service Code Summary
• Student EMIS Memberships
• Special Ed Latest Event Information
These are just a few reports available.
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Microsoft Reporting Services (MRS) Continued
• All of these reports can be exported into Excel for easy sorting and/or filtering.
• MRS reports can have Subscriptions set up so that the report runs
automatically on a scheduled basis you determine and can be emailed to
different employees in the district that need to review the data.
• To get to Reporting Services go to the MDECA web page and you will find
“Reporting Services” under “Student Services”.
• The first time you go to Reporting Services you will see a form that you need
to complete and submit to MDECA to give you access to these reports.
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Questions?
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