FY15 Changes Yearend Meeting May 2014

Yearend Meeting May 15 & 16, 2014
Not enough time to cover all of the details of
each change
More detailed information will be included in
the manual
Make sure you refer to the manual for any of
the changes that are forthcoming
The manual prevails in a conflict between this
presentation and the manual
New Funding/Enrollment Counts
Student Cross Reference (SCR)
FY15 Reporting Periods
FY15 Calendar
FY15 Changes
Data Collector
OEDS Roles
Every day counts (effective 7/1/14)
Enrollment is not known until the end of year
About enrollment, not attendance, except….
105 hours continuous unexcused absence,
must with withdraw
Must report student in EMIS within 30 days of
admission or withdrawal
FTE is calculated based on calendar & dates
of enrollment
Know where students are every day
Whenever possible, use existing data to
minimize change for districts. EX. District to
district transfers
Minimize redundant data submissions to
ensure consistency between accountability
and funding
Improve communication and resources
New systems for enrollment tracking (SCR)
 New reporting periods
 Calculating enrollment, including subgroups
 New reports
Complete student list for funding
Missing students
 Timing of use of data for funding
Funding starts when a student is enrolled
& school is in session.
It will be an annualized FTE count. It will be updated 3
times per year (e.g. 10/31, 3/31, and 6/30). The actual
payments to the schools will be based on the daily
membership throughout the year. The updating is an
adjustment to the district subsidy as FTEs change.
Unexcused absences will not count against the district as
they do now in the October count week. However, if a
student has 105 hours of continuous unexcused absences,
that student must be withdrawn. When they come back,
they will be re-enrolled. If a school is on the guarantee,
that calculation will be based on the FY13 count.
Although there will be no first week in October count for
ADM school funding, there will still be a count for
transportation funding.
30 Day Rule
◦ Calendar Days include winter break, spring break,
etc. Based on 1st day a student is reported in SCR.
Calculate all FTEs in Hours
105 Hour rule
Overlapping Enrollment
◦ No funding for overlapping days for either district.
Greater than 1.0 FTE
◦ Whoever has the student first will get the funding.
If the student starts in a district that starts earlier &
moves to a district that ends later, the majority of
the funding goes to the first district.
Separate manifest in Data Collector
Operational in July 2014 for FY15 data
Refreshed nightly from most recent file in the
Data Collector
◦ SCR files will not need to be transferred to the data
collector thru student information
30 day funding window
◦ If more than 30 days passes, funding is lost for the
days greater than 30.
Includes basic demographic data from GI and
FS Records
Enrollment date
All EMIS reporting entities will have access to
the SCR
◦ Login via SAFE account (ODE Home page)
◦ OEDS roles are key
◦ Interactive dashboard for conflict messages
When and How data is submitted is changed,
not What data is submitted
Funding will be year-round, based on
Intensive clean up starting day one
A – Assessment Reporting
C – Calendar Reporting
G – Graduate Reporting
L – Staff/Course Reporting
D – March Follow-up
R – Grad Requirements Progress for nongraduates
S – Student Reporting (SOES, SCR, Traditional
district reporting)
Reporting will be continuous, no specific
count week
3 Traditional district windows
◦ Sept – Dec, Jan – Apr, May – July
◦ Each submission replaces prior window
◦ FTE based on reported calendar data
◦ 2 SOES windows
◦ July – Jan?, Feb? – July
◦ Continuous throughout the year
ODE will close each window a couple of weeks
before the next window opens, however, they
don’t cut off reporting on a specific date
Updates & Transfers will be adjusted to no longer
cut off as of count week
All FS, FD, & FN records will be reported as the
events occur for students
Data grows from window to window
◦ Only data for funding and federal reporting in first
◦ In second half of year, add data related to report card
and other usual yearend records
◦ Any extra data in earlier windows will not stop student
with fatal, but may be informational
Student Cross Reference
Extended Special Education
August – September
GE records
FE records
DT records
Separate Transfer Process ( Critical for Community & STEM
Will be same files as SCR reporting at first
Record types reported in period S include:
◦ GI, GJ, FS, FD, FN (only specific elements in each window), GE, FE,
◦ **NEW** FF – Student Contact Record – for Guardian and Custodial
◦ **NEW** FG – Student Contact Address Record – addresses for FF
◦ DN, GQ, FB, GG, GD
◦ *NEW** Student Transportation Records – reported for all students
transported each day of count week (Updates to SI pending ODE
New Transfer processes to include all records types for “S”
All students will be included in all reporting periods
If the district submits a student one time at a
minimum, they must continue to be reported the rest
of the year
Even if a student was added in error
Even if as an override record
Summer withdrawn students will be reported in all
windows (can still be reported as GI/FS/FD or FL
No shows should no longer be whacked. Must be
reported as enrolled and withdrawn in all windows!
Unexcused absences will not be funded in 2014, but
will be in 2015
GE records can come in on all windows for “S”
ATTUPDEMIS – will need new process or update
existing to calculate attendance any time an FS record
is closed.
MEMBEMIS – will need to be updated to send all
programs on file but verify programs for specific
windows. Will no longer create program records. Flat
file transfer will create the records from the
memberships in the same manner as services.
CTRMEMIS – looking into making it a verify only and
more updated logic to the transfer so you won’t have
to run the update every time prior to a transfer.
Fall PS and KG – Oct-Jan
Fall 3rd Grade OAA – Oct-Jan
Summer/Fall OGT – Nov-Jan
Spring PS Only – Mar-Jun
Spring OGT – Mar-Jun
OTELA – Mar-Jun
Non-State: SAT, ACT, AP, IB, and Industry Cred –
Spring OAA – May-July
CTE – Apr-Sept
PARCC (???)
Two reporting windows
◦ May – July
 Initial submission of at least a district calendar
 Critical to have SYI completed as calendar reporting
begins in May
 Need to report at least one calendar for the district or one
for each building
 For May reporting, only need the minimum requirements
for a calendar, but report as much detail as available.
 All subgroups must be submitted once a district begins
submitting student in new school year.
 DL Record Maintenance – Report start dates, stop dates,
attendance patterns, grade level if different calendars
August – July
◦ Detailed calendars required prior to any submission
of student data
◦ Planned exceptions to district calendar
◦ DN Records – Report calendar details (Exception
Sub-Calendar Maintenance Updates
Adding an EMIS Tab to Sub-Calendar Maintenance to
allow for reporting DL info
When exceptions entered on Master Calendar, will be
reported as an exception on each Sub-Calendar
When exceptions are entered on a specific sub-calendar,
the exception will only be reported in DL for that specific
Start & End dates reported from Sub-Calendar
Adding a “Report to EMIS” checkbox on each SubCalendar
Calendar records will be reported all year long
◦ District ---->
 Building ---->
 Grade ---->
 Attendance Pattern ---->
Everything below the level reported will be auto-filled by ODE,
until exceptions arise
Full calendar needed for each subgroup
Link to specific subgroups on DN record
Two-character code, district-defined
Apply to subgroups within building grade
Must be used consistently for entire fiscal year
Corresponding attendance pattern on FD record
Accurate attendance pattern/percent of time
match up critical
District relationships “2” and “3” ignored
Student moving from one calendar to another
in same year requires new FD record
◦ Ex: Preschool FT moves to PS PT
For satellite students, JVSD may submit own
calendar or use an existing calendar at
district where course is located
For PS students, ESC may submit own
calendar or use existing calendar at district
where course is being held
All staff (C*) CI, records types
Student Course (GN)
Data reported in subsequent windows replaces data from first
window for funding but not for HQT & Licensure
Two reporting windows
◦ Oct – January
 Certification
 Feb – June
 Student course enrollment
 PARCC Assessments
 No cut-off in classes for count week or count week Friday enrollment
 CTRMEMIS –Changes needed ---still under investigation
Collect graduation requirements on GC & FN
Includes Non-graduate CORE Summary
(previously reported in K)
Pick up students enrolled prior year and
current year up through October 31
Reporting Opens in May, Ends in November
Still some changes needed….Under
G – Graduate
D – CTE Follow-Up
H – Financials
P – Five Year Forecast
Collect summer administration of 3rd grade
reading assessment
New KG Assessment…..replaces KRAL
PRE-ID file is due in early August for KG
assessment. Important to clean up KG enrollment
early in preparation for KG assessment.
Multiple subjects for KG
New online assessments
Course updates for changes in state tests
Align AP courses in manual to what is offered
by AP program
Staff reporting – no more October Count
Remove Building Where Incident Took Place
Element on the Discipline Record (GD)
Change minimum days to minimum hours
Updated Special Ed rules and forms
No more collecting of FIEP
Secondary Planning Element on Special Ed
Event Record
Program Codes
◦ Eliminate codes for programs no longer in
◦ Special Ed services
Gifted Identification Date Element
◦ Delete *****
◦ Add 199912
Level 1 validation enhancements
◦ New look
◦ Check box to break by subgroup on .CSV report
◦ Sorted by severity
Level 2 validation enhancements
◦ Data tables
Identify district OEDS administrator
Verify correct roles assigned to appropriate

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