EMIS COLLABORATIO
NNew EMIS Coordinator Training
12/13/13
Presenters:Brenda Hartley – OMERESA EMIS SupportTammy Hrosch – MDECA EMIS Services Manager
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WORKING WITH DISTRICT PERSONNEL
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ROLE OF THE EMIS COORDINATOR The EMIS Coordinator
Main contact for district Receive all EMIS mailingsEnsure data is collected and reported
in accordance with the ODE EMIS Manual
Responsible for the timely submission of accurate data
Collect, verify, and disseminate information
Review reports and provide feedback
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A NEED FOR COLLABORATION EMIS data originates from a number of sources
Much of your student data will come from your local student information system
Each district/community school functions differently, responsibility for entering data varies with each district
Not all sources apply to all districts, many districts have one person covering multiple areas
Get to know the people that “own” the data in your district
Not all potential sources for Information are listed
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SOURCES FOR INFORMATION
Assistant EMIS coordinator Building secretary District coordinators Other building sources Administrative staff Other helpful staff
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MOST USEFUL Assistant EMIS coordinator
Provides back up support for the EMIS Coordinator
Works closely with the collection and verification of data
Building SecretarySecretaries are often your main source for
data Enter and maintain the data in the
student software
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DISTRICT COORDINATORS Special Education Coordinator &
Special Education Teacher Responsible for IEP events, verify for
accuracyVerify disability code and testing status Review ODE reports
Testing Coordinator Students tested, verify scores, enter dataReview accountability reports in Secure
Data Center and other ODE reportsAdditional testing other than state
required
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DISTRICT COORDINATORS Curriculum Coordinator
Core subjects, qualified teachers, certified teachers Verify Third Grade Reading Guarantee data
Gifted Coordinator Screening, assessment, identified, served Community schools report students that have been
identified as gifted
Performance Coach Community schools often have a Performance Coach
that coordinates several different areas
SOES Coordinator (Community School) Maintains student enrollment numbers
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OTHER BUILDING SOURCES Guidance Counselor or Performance
CoachStudent schedules, course master records,
core subject area, graduation credits Principal or Community School
DirectorDiscipline data, building data, HQT
TeacherClass lists, absences, mark, concentrators,
certification
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ADMINISTRATIVE STAFF Treasurer
Five-year forecasts and other financial reporting Funding received for Title I, preschool, tuition, and
other financial data Payroll/Personnel
Main source for staff data, staff demographic and employment records
Superintendent Sign off on all of the data submitted Oversee accuracy and timeliness of data
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OTHER HELPFUL STAFF Cafeteria Manager
Free/Reduced lunch count data
Attendance Officer Follow up on truant students
Bus Coordinator/Driver Address verification Students moving in and out of the district
Technology Coordinator Update software Help with importing and exporting data files
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DISTRICT CHECKUP Keep Organized
Be proactive What and when data needs collected Who is responsible Help each other
Provide timelines, check sheets, sign off sheets, email updates, etc.
Verify data before submitting
Verify reports returned from ODE
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WORKING WITH OTHER LOCAL EDUCATION AGENCIES (LEAs)
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CREATE A NETWORK CONTACT LIST
Include LEA Name, IRN, Contact Name, Email Address, Telephone Number
Use OEDS-R to find LEA contact information
Verify that your contact and role information is correct in OEDS-R (this is VERY important!)
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COMMUNICATE WITH YOUR NETWORK
Best practice to email when communicating with your network LEAs
Searchable history of communications
Convenient for both entities
CC yourself and leave copy in your inbox as a reminder until you receive a response
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COLLABORATE WITH YOUR NETWORK Compare data of shared students (court
placements, open enrollment, JVS, ESC, etc.)
Accurate data will reduce the number of level 2 validation errors
Share graduate information
Your funding and accountability can be impacted by another district’s reporting
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ENROLLING AND WITHDRAWING STUDENTS Withdrawal codes, admission codes,
SSIDs, dates, IRNs
Ensure that staff are processing records requests properly
Watch for new EMIS guide section on admission and withdrawal guidelines
Accurate dates are critical to avoid overlapping errors in level 2 validations
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COMMUNITY SCHOOLS AND RESIDENT DISTRICTS
“The burden is on all schools/districts involved to identify the problems, communicate and work together to resolve all concerns in a timely and professional manner.”
SOES Manual-http://education.ohio.gov/Topics/Finance-and-Funding/State-Funding-For-Schools/Community-School-Funding/School-Options-Enrollment-System
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COMMUNITY SCHOOLS AND RESIDENT DISTRICTS Residency Issues It is not acceptable to “flag” students as non-residents unless the
resident district can document information to dispute the residency determination of the community school.
Resident districts are not to impose flags on students in SOES for lack of a POR consistent with the resident district’s policy.
Where there are differences with regards to proof of residency (POR), then the policy of the traditional district or community school in which the student is enrolled prevails.
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ODE AREA COORDINATORS
Mediators of issue resolution between community schools and resident districts
http://education.ohio.gov/Topics/Finance-and-Funding/Finance-Related-Data/School-Finance-Area-Coordinators-Directory
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WORKING WITH YOUR INFORMATION TECHNOLOGY
CENTER (ITC)
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ITC SUPPORT Your ITC is your first source of EMIS
support
Follow contact procedures as outlined by your ITC (Helpdesk, email, telephone)
ITC will prioritize user issues
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TRAINING AND RESOURCES Attend trainings and working sessions
provided by your ITC
Communicate your training needs to your ITC
Your ITC website contains training documents and important links
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COMMUNICATIONS FROM ODE ODE often disseminates information to
LEAs through their ITCs
Confirm that you are listed as the EMIS contact for your district at your ITC
Verify that your contact and role information is correct in OEDS-R to receive direct communications from ODE
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COMMUNICATIONS FROM ODE ODE EMIS reports are distributed
through ITCs
Find EMIS report explanations on the ODE website
ITCs can assist with understanding and troubleshooting ODE EMIS reports and in resolving data collector errors
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BEYOND EMIS ITCs serve as the liaison between
districts and the ODE EMIS office
EMIS covers a lot but not everything
Sometimes you will be told to contact a specific office at ODE for Career Technology, Special Education, Accountability, etc. questions
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EMIS COLLABORATION
EMIS reporting is a team effort.
Build your district, inter-district, and ITC networking through effective
communications and team work.
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QUESTIONS?
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