EMIS Reporting Highlights and Reminders
This session covers key aspects of EMIS reporting, including deadlines, career center dependencies, graduation pathways, and team members involved. Ensure to reference the eMAP, EMIS Guide, and Checklist for SI Districts for detailed information.
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Presentation Transcript
House Keeping Items In your Chat window, please make sure the Sent to says All Participants in the dropdown. This will ensure that everyone can see your questions. Disclaimer: This presentation is not intended to cover every aspect of EMIS reporting. We hope to cover highlights and important reminders during this session. Please refer to the eMAP, EMIS Guide, and Checklist for SI Districts and ODE Website 1
EMIS Webinar Series FY19 Graduate Reporting FY19 Graduate Reporting SWOCA EMIS Team 6/20/19
AGENDA Who is involved with the DATA? Know your deadline Career Centers depend on you! Hunting and Gathering Grad Reports SSID Deactivation of SSID Instructions 2019 Graduation Pathways This presentation is not intended to cover every aspect of EMIS reporting. We hope to cover highlights and important reminders during this session. 3 Please refer to the eMAP, EMIS Guide, and Checklist for SI Districts
Know Your Deadline FY19 G Collection Closes on Friday, October 19, 2019 Why work on grads now when you have so much time? 1. Can withdraw students in your End of Year S collection 2. Get information now why everyone is working on grad data 3. Wait until August? School district staff is ready to concentrate on the new school year 4
Career Centers depend on you! Career Centers cannot report graduate data If the Career Center reports students as a concentrator with a 99 withdrawal code ODE then looks to the home school for diploma information in 19G Career Centers receive Student CTE Performance reports to help track their students graduate information along with testing and Industry Credential data Students that take CCP course work at the career center Home district has to report the college credit information because ODE pulls the data from the Core Summary Record in G reporting 5
Who is involved with DATA? What are your district s graduation requirements? Who is monitoring students pathway progress? Who in your district do you work with to validate this data? High School Counselors High School Principals Any individual involved in tracking graduates EMIS Coordinator (from other districts as well) 6
Hunting and Gathering Who are your FY19 Grads? Get a list of board approved graduates for FY19 Verify all students are withdrawn correctly Grade 23 students? Status of FY19 students New students for FY19 Non-residents graduating inform resident district Open Enroll, Foster Court Placed, etc 7
Hunting and Gathering Who are your FY19 Grads? Grad Only student is a student that was not enrolled/educated in the graduate reporting school year Gap in reporting years of enrollment FN record Course completed date and District IRN Districts will have to report a FN record for the student in their software 8
Hunting and Gathering Withdraw information is NOT submitted through G Reporting Withdrawing Students Withdraw information can only be reported in End of Year S Verify graduates know their withdraw dates Get list of students that did not meet grad requirements and withdraw them in FY19 Unless you know they will be continuing If they meet grad requirements over the summer you will not change withdrawal reason you will add diploma date in FY19 Report their testing information in FY19G Report their course information in FY19G 9
Hunting and Gathering Withdrawing Students Tracking students placed out Students who graduate from educating district Resident district withdraws with reason 41 and points to educating district granting diploma Home School or Non Pub students Withdraw student with reason 43 (homeschool) or reason 42 (private school) Contract Vocational Private school students Withdraw students with reason 42 (private school) 10
Hunting and Gathering Diploma Date Date student received his/her diploma Diploma Type 1 Regular Diploma 2 Academic with Honors 3 Diploma received in another state via Military Compact 4 International Baccaluareate Honors Diploma 5 Career Tech Honors Diploma 6 STEM Honors Diploma 7 Arts Honor Diploma 8 Social Science and Civic Engagement honors diploma 11
Hunting and Gathering Grad Requirements Student Attribute No Date Record (FN) CORE Economics and Financial Literacy Requirement Met CORE Fine Arts Requirement Met Exempted from Physical Education Graduation Requirement Report as Yes or No Experiences completed by a student to meet these requirements may or may not be for graduation credit and may or may not be reported via the Student Graduation Core Summary Record (GC) 12
Hunting and Gathering Special Education Graduation Requirement Record Report by assessment area in which the student has been granted an exemption for graduation as indicated on the student s IEP Once a student is exempt from consequences of the EOC the FE records must be reported every year to match the reviewed IEP event date. If the exemption is removed you must report the FE record one more time showing the student no longer exempt. 13
Hunting and Gathering CORE Summary Records Reported for all students that attended and graduated from district during the school year (including summer grads) Record includes all subject area and credits student earned towards graduation in alignment with the CORE graduation requirements This record is the only place college credit earned is reported! Make sure this data is entered in your SIS software This record is only reported by district that grants diploma 14
Hunting and Gathering Do you have students that qualify for the Withdrawal Override Record ? Can be reported during S and G collections Will be used to update Graduation Reports Has multiple uses now not just for missing student report SSIDs for whom the EMIS reporting entity has received new information since the withdrawal was reported which indicates that the withdrawal reason should be updated in order for the student to properly count within the longitudinal graduation rate. 15
Hunting and Gathering Assessments Try to get all assessment data reported during the normal testing windows End of Course Exams (EOC) ACT (AC) SAT (SA) International Baccalaureate (IB) Advanced Placement Exam (AP) Industry Credential (GW) * All tests that are used for the Prepared for Success section of the LRC 16
Hunting and Gathering Fiscal Year Began 9th Grade The Fiscal Year Began 9th Grade is assigned throughout the school year Based on the data that is being submitted Value used to produce grad reports Can be changed within same school year, if needed ODE will then use that data, once submitted, to produce grad reports 17
Hunting and Gathering Fiscal Year Began 9th Grade Example of when it would be changed Student started out a District A - first time 9th grader and the district reports Fiscal Year Began 9th Grade of 2019. Student moved mid-year to a District B which placed the student in 8th grade and does not report a Fiscal Year Began 9th Grade What happens?? Since District A reported the student as a 9th grader but District B reported the student as a 8th grader, ODE would use the information from District A to set the Cohort for the student. 18
Hunting and Gathering Program Codes for Grads Ohio Means Jobs Diploma Seal Bi-Literacy Diploma Seal Graduation Options 1 and 2 Class of 2019 (Only used for this Cohort) 520001 520002 19
Hunting and Gathering Pathways for the Class of 2019 Must meet all requirements for at least one of the following pathways Ohio s State Tests Industry-Recognized credential and score on workforce readiness test College and career readiness tests Class of 2019 has two additional pathways Option 1 non-CTE focus Option 2 CTE focus http://education.ohio.gov/Topics/Ohio-s-Graduation-Requirements 20
ODDEX for Grads ODDEX Records tab(s) Grad Cohort tab Assessment tab 21
Grad Reports FY19 Graduate Reports: Grad Cohort Reports (GRAD-419) 2019 Grad Cohort 4th Year Status (GRAD-420) 2020 Grad Cohort 3rd Year Status (GRAD-421) 2021 Grad Cohort 2nd Year Status (GRAD-422) 2022 Grad Cohort 1st Year Status (GRAD-518) 2018 Grad Cohort 5th Year Status 22
Grad Reports Grad Cohort Reports Located under the S Collection and eventually G Collection Reflects the status of students who have been assigned to a specific cohort for graduation rate purposes Level 2 Report Reports are for the 2020 Local Report Card 23
Grad Reports Grad Cohort Reports Need to concentrate on GRAD-419 Grad Cohort Report and GRAD- 518 Grad Cohort Early Grads? Verify that specific cohort report Need to submit your graduate withdraw information in S End of Year Collection to be able to see it on the report Need to submit your G Graduate collection to populate diploma date information 24
Grad Reports Troubleshooting the Grad Cohort Reports Calculating Graduation Rate Apply filters Numerator (Graduates for district diploma date) Denominator (Total students included in graduation rate) Filter on the Denominator Column (Q) Y Filter on the Numerator Column (R) Y and N Divide the numerator number of yes and no total by denominator number of yes total to calculate your graduation rate 25
Grad Reports Troubleshooting the Grad Cohort Reports Looking for non-grads counting against your grad rate Apply filters Filter on the Denominator Column (Q) Y Filter on the Numerator Column (R) N Look at enrollment and withdrawal date information Column (U and V) 26
Grad Reports Troubleshooting the Grad Cohort Reports Looking for non-grads counting against your grad rate Look at the withdrawal date information Column (U and V) Do you see blanks? Are students returning to school next year? Are students Grade 23? Look at disability condition Column (Y) Y 27
Grad Reports Troubleshooting the Grad Cohort Reports Looking for non-grads counting against your grad rate Look at the withdrawal date information Column (U and V) Do you see withdrawal dates and reasons? 99 code are your reporting the diploma date? Is student withdrawn with incorrect reason? Is student a grade 23 and should not be shown withdrawn. 41 code find out if student appeared at new district when they withdrew new SSID assigned? Or did student move out of state 7X code find out if your district has received a records request 28
Grad Reports Troubleshooting the Grad Cohort Reports Looking for non-grads counting against your grad rate If students should have been withdrawn with a different withdrawal code that could change them to a N on the denominator and not be included in the grad rate you can use the withdrawal override record Withdrawal codes that are not included in the denominator for the grad rate they are removed from the cohort: 40, 42, 43 or 46 29
Grad Reports Troubleshooting the Grad Cohort Reports Students are counting as graduates did they meet a Graduation Pathways Columns AD, AE, AF, AG, AH, AO and AP Optional Pathway not currently populated - should show as FY19 30
Grad Reports Troubleshooting the Grad Cohort Reports Students are counting as graduates did they meet a Graduation Pathways Apply filters: Filter on the Denominator Column (Q) Y Filter on the Numerator Column (R) Y Review columns AD, AE, AF, AG, AH, AO and AP You need to see a Y in one of the columns if you do not you need to find out how student graduated and get the appropriate data reported to EMIS! Will need to use the graduation pathway reports to see if you can find issue 31
Grad Reports FY19 Graduate Reports: Grad Cohort Pathway reports 2019_GRAD_Cohort EOC-Path-Req-Stat 2019_GRAD_Cohort EOC-Asmnt-Detail 2019_GRAD_Cohort Non-EOC-Pts-Detail 2019_GRAD_Cohort SAT-ACT Path Req Stat 2019 GRAD_Cohort WK-IndCred Path Req Stat 32
Grad Reports Graduation Cohort Pathways Reports Currently in the Data Collector Reports Tab - Received Files No names contained on report All 5 reports contain the same students All contain met or not met for a specific pathway Include all assessments reported by any LEA District reports all assessments and the highest graduation points will be used Last updated 6/11/2019 33 Data must be reported to EMIS to be included in the reports
SSID Issues SSID Issues? If you find out that a student moved to another district and a new SSID was created Always try to keep the integrity of the original SSID Depending on timing have the new district use the original SSID if at all possible However, if reporting period is closed and your district or new district cannot make SSID correction/changes - SSID deactivation will be necessary 34
Deactivation of SSIDs SSID IBM Website https://www.ohiossid.com/ssid_home.asp Click on Maintenance 35
Deactivation of SSIDs Click on Delete an Invalid SID Record Enter information of the SSID you want to have deleted/deactivated 36
Deactivation of SSIDs Need valid SSID to complete the deactivation process 37
2019 Graduation Pathways 5 Pathways to Graduate for the Class of 2019 Fiscal year began 9th grade = 2016 Disclaimer: Experts on the pathways are your high school counselors, district administration and ODE! If you have additional questions contact ODE directly at: gradrequirements@education.ohio.gov 38
2019 Graduation Pathways Grad Points Earn a total of 18 Graduation Points out of 35 points across all end-of- course tests Mandatory minimum: 4 points from English 4 points from Math Algebra, Geometry, Math I and Math II 6 points from Science and Social Studies Biology American History and Government http://education.ohio.gov/Topics/Ohio-s-Graduation- Requirements/18-Points-on-State-Tests 39
2019 Graduation Pathways Grad Points Students can earn Grad Points through approved substitute tests College Credit Plus (CCP) courses EOC test record must be manually added with score not reported reason of X - Score is the actual grad points based on the grade the student earns Approved AP/IB tests ODE uses the actual testing results that are reported to ODE DO NOT report EOC test record Substitute tests can only be the following subject areas: American history American government Biology student still must take the Biology EOC 40
2019 Graduation Pathways Grad Points Student Grad Points before EOC test was available EOC test record must be entered with a score not reported reason of W score reported is based on grade translated into grad points Example: 7th grade student in the 2013-2014 school year took Algebra 41
2018 Graduation Pathways Grad Points Reduction in Grad Points for Out of State and Home School students Students transferring in from out of state or home schooling can have their minimum graduation point requirement prorated. If students qualify a EOC testing record would need to be entered with a score not reported reason of Y Please refer to ODE s website for very specific requirements http://education.ohio.gov/Topics/Ohio-s-Graduation- Requirements/Graduation-FAQs-for-2015_2016#FAQ2794 42
2018 Graduation Pathways ACT/SAT College and Career Readiness Test (ACT/SAT) Remediation free scores http://education.ohio.gov/ Topics/Ohio-s-Graduation- Requirements/College- and-Career-Readiness-Test 43
2018 Graduation Pathways Industry/Workkeys Industry-Recognized Credentials and WorkKeys Earn an industry-recognized credential or a group of credentials totaling 12 points and earn the required score on the WorkKeys test. http://education.ohio.gov/Topics/Ohio-s-Graduation- Requirements/Industry-Recognized-Credentials-and-WorkKeys 44
2019 Graduation Pathways New Option 1 Available for all students in class of 2018 and 2019 Students must take all course requirements and the 7 EOC tests If the student receives a score of 1 or 2 on any of the EOC math or english language arts test, the student must retake the test at least once Then the student must meet 2 additional specific requirements there are 9 options available: Examples: Attendance rate of 93 percent during the 12thgrade year; Earn a GPA of 2.5 on a 4.0 scale in all courses completed during 12thgrade 45 http://education.ohio.gov/Topics/Ohio-s-Graduation- Requirements/News/Two-additional-graduation-options-available-for-th
2019 Graduation Pathways New Option 2 Available to students in Career Technical Programs Only Students must meet course requirements and took all 7 EOC tests Finish a career-technical program that includes at least four courses in a single career pathway Additionally the student must meet one of the following requirements: Earn a total score of proficient or better based on all career-technical exams or test modules; Earn an industry-recognized credential or credentials that equal 12 points; Complete a workplace experience totaling 250 hours with evidence of positive evaluations. 46 http://education.ohio.gov/Topics/Ohio-s-Graduation- Requirements/News/Two-additional-graduation-options-available-for-th
Reminders Submit your S End of Year and G Graduate collections Data needs to be in place to be able to accurately review reports Withdrawal dates, diploma dates, etc Verify your Graduation Cohort reports now so you can correct data in the S End of Year Collection Non graduates withdrawal date correct? Grade 23 students Did students meet a pathway to graduate? Don t forget early grads! Refer to the EMIS Alliance Troubleshooting Graduation Reports to review cohorts in more detail Additional graduate training coming in the Fall 47
Questions 48
