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Gifted Data ItemsMichelle Neubauer, May 6 and 7, 2019
Introduction
Data Administration Manager supporting
the Office for Exceptional Children’s Gifted
Program.
Supervisor: Brian Clark - Office of Data
Quality and Governance.
Discussion Agenda
• General Issues
– Updated/Improved: Continuing from last year
– New for this year
• Frequently asked EMIS reporting questions
–Gifted Student Data
–Acceleration
–Gifted Indicator Items
• Reporting Gifted Expenditures
General Issues
End-of-Year Student Data Collection Period
closes Wednesday, July 17th
–Opened 5/3/2019 for public districts and
most LEAs
–Opened 1/4/2019 for community schools
General Issues
• General Issues Reports anticipated to run
Mondays, beginning May 13th through the end of
the collection period
• Recommend checking the Data Collector regularly
on Tuesdays through July 16th
• Data will be final on Thursday, July 18th, pending
appeals.
Prior Year General IssuesGifted General Issues checks from the prior school
year, which will remain:
Gen Issues: Data CollectorThe following appears when filtering for “Gen
Issues” from your Level 2 Reports:
Gen Issues: Prior Report
When choosing the first Gifted Gen Issues report,
(GNIS-351), The following appeared LAST YEAR:
Gen Issues: Prior Report
Challenges with Previous Reports:
• Percent Change:
–Upon what is it based?
–In what direction is the change?
–“Check Description” not the most descriptive
• Error Severity Code of “I” (for “Information Only”):
–Perhaps not the most informative
Gen Issues: Updated Report
Updated version will look something like this:
Gen Issues: Updated Report
• Numerator and denominator reflected for both
current and prior school years
• Percents for both school years reflected
• Percent Change reflected as positive or negative,
based on direction of change
• More descriptive Check Description
• Hopeful result: Reduction in ambiguity ☺
Gen Issues: Helpful Actions
Provide lists of students reported (numerator) for
both years to Gifted Coordinator (or appropriate
individual) for comparison purposes:
• For prior school year – from the last GG record
submission for school year (data is final)
• For current school year – from the most recent GG
record submission (to which corrections can be
made up through close of business July 17th)
• Gifted Coordinator (or appropriate individual) to
inform you of any necessary changes to the data
Gen Issues: Keep in Mind
• ODE does not expect a response from the LEA for
Gen Issues Reports IS0350 through IS0357.
–Intent is to shed light on potential errors due to
what appears to be a significant change from
one year to the next.
• EMIS Coordinator to communicate with Gifted
Coordinator (or appropriate individual) responsible
for providing the Gifted data.
–EMIS Coordinator can only report that which is
provided
New Check for Gifted Service:
Supporting documentation for Gifted Service is to
accompany the Gifted Service Indicator on the GG
Record
• Applies to students marked as having received
Gifted Service
• One of two items must accompany this indication
New Check for Gifted Service:
Either:
A Gifted Program Code (GQ070), in the 205XXX or
206XXX series, on the Student Program Record
(GQ)
OR
A Student Population Code (CN340) of “GE” or
“GA” on the Course Master Record (CN) that
matches up with the Student Course Record (GN)
New Check for Gifted Service
• For program codes beginning with “205”: Gifted
Education Services NOT provided by a Gifted
Intervention Specialist:
–Not necessary to enter the Employee ID of the
instructor
New Check for Gifted Service
• For program codes beginning with “206”: Gifted
Education Services Provided by a Gifted
Intervention Specialist:
–The Employee ID (GQ070) must be entered,
otherwise EMIS will not accept the submission
New Check for Gifted Service
If the Student Population Code applies:
• The Local Classroom Code (CN060) must be
entered onto the Course Master Record (CN)
New Check for Gifted Service
Most of the first few columns should be familiar:
New Check for Gifted ServiceThree new columns provide student-level specificity:
New Check for Gifted ServiceContact information remains the same ☺ :
Check Description provides actionable information:
Reporting Gifted Student Data
• Reported on the Student Gifted Education
Record (GG)
• Discussed in Section 2.10 in the EMIS
Manual
Reporting Gifted Student Data
Must a GG record be reported for all students?
• Yes – The resident/educating school district and/or
community school reports the GG Record for each
student enrolled in grades kindergarten through
twelve.
Reporting Gifted Student Data
Exceptions include:
• Students who are attending/placed at another
entity 100% of the time (e.g., court-placement,
open-enrollment, direct pay tuition, etc.). That
entity would report the Student GG Record for
those students.
• JVSDs do not report the GG Record. (This is the
responsibility of the Home District and Home High
School.)
Reporting Gifted Student Data
Scenario #1: Student accidentally reported
identified as gifted in Math instead of Science for a
prior school year.
• Nothing can be done for prior school year, as the
data are final
• For the current school year (while the reporting
period is open), on the GG record:
–Remove the Date of Identification for Math
–Enter the Date of Identification for Science
Reporting Gifted Student Data
Scenario #2: Student is enrolled in a Gifted
Program, and the EMIS Coordinator is provided
with the Gifted Coordinator’s description of the
program. However, the EMIS Coordinator is unsure
of which EMIS Program Code to use.
• EMIS Gifted Program Codes are found in Student
Program Record (GQ), Section 2.9 of the EMIS
Manual Version 9.0, pages 12-14.
Reporting Gifted Student Data
• Supply the Gifted Coordinator with the list of Gifted
Program Codes and ask that he or she select the
appropriate code.
• If the Gifted Coordinator has difficulty determining
the appropriate code, then direct him or her to
seek guidance from ODE’s Gifted Team by
sending an e-mail to the Gifted e-mailbox.
Reporting Gifted Student Data
Scenario #3: A group of students were served in a
program where the gifted education services were
intended to be delivered by a Gifted Intervention
Specialist (GIS). As such, a Program Code
beginning with “206” was used. However, as it
turned out, the intended GIS lacked the appropriate
credentials as the necessary professional
development requirements were not met.
Reporting Gifted Student Data
• While the reporting window is open, update the
Student Program Record (GQ) to reflect the
appropriate Program Code beginning with “205”
instead of “206”.
–If you do not know which code to use, then ask
the Gifted Coordinator.
–If the Gifted Coordinator does not know which
code to use, then ask that he or she inquire of
ODE’s Gifted Team via the Gifted e-mailbox.
Reporting Gifted Student Data
Scenario #4: The following inquiry was received via
the EMIS Helpdesk:
A gifted coordinator has shown me that the ACT
and SAT are on the approved list of assessments.
So should all juniors be marked as being screened
for gifted? If so, in which gifted areas?
Reporting Gifted Student Data
Scenario #4: According to ODE’s Gifted Team:
• Juniors who take the SAT are automatically
considered screened for gifted in the subjects of
Math and Reading/Writing
• Juniors who take the ACT are automatically
considered screened for gifted in the subjects of
Math, Reading/Writing, and Science
In EMIS, mark the applicable students as screened
for gifted for the applicable subjects.
Reporting Acceleration Data
• Reported on the Student Acceleration
Record (FB)
• Discussed in Section 2.7 in the EMIS
Manual
Reporting Acceleration Data
Must an Acceleration FB record be reported for all
students?
• No – It is reported only for students who have a
referral from the district’s Acceleration Evaluation
Committee and were placed on a Written
Acceleration Plan (WAP).
• The record is to be reported for students who are
accelerated (whole-grade or subject) in any grade
level, kindergarten through high school.
Reporting Acceleration DataScenario #1: Decision is made to formally
accelerate a student by one year in the following
subjects:
• Math
• Science
Student remains accelerated by one year in these
subjects for subsequent school years. How do I
report acceleration on the FB record for the decision
year, and for subsequent years?
Scenario #1: Acceleration in Math by one grade
level:
Reporting Acceleration Data
FB Record Field
For Decision School Year
For School Year of Initial Acceleration
For Subsequent School Years where Student Remains Accelerated at the Same Level
Subject Area Code (FB060)
No Acceleration Record
Required: “M” for Math
Accelerated Level Count (FB070)
1 0
Accelerated Assessment Flag (FB080)
Report “Y” if state assessment in Math is taken at the accelerated grade level. Otherwise, report “N”.
Scenario #1: Acceleration in Science by one grade
level:
Reporting Acceleration Data
FB Record Field
For Decision School Year
For School Year of Initial Acceleration
For Subsequent School Years where Student Remains Accelerated at the Same Level
Subject Area Code (FB060)
No Acceleration Record
Required: “S” for Science
Accelerated Level Count (FB070)
1 0
Accelerated Assessment Flag (FB080)
Report “Y” if and only if a state assessment in Science is taken at the accelerated grade level. Otherwise, report “N”.
Reporting Acceleration Data
Scenario #2: When the decision is made for a
student in the third grade to skip one grade level
and begin fifth grade in the following school year.
The student remains at the same acceleration level
for the next year and all following school years.
In this scenario, how do I report acceleration on the
FB record for the decision year, and for the
following years?
Reporting Acceleration Data
FB Record Field
Subjects for which Separate FB Records are Created
For Decision School Year
For School Year of Initial Acceleration
For Subsequent School Years where Student Remains Accelerated at the Same Level
Subject Area Code (FB060)
Social Studies (C), Math (M), Reading (R), Science (S), and Writing (W)
No Acceleration Record
Required: Report the appropriate Subject Area Code for the subject corresponding to the record created
Accelerated Level Count (FB070)
1 0
Accelerated Assessment Flag (FB080)
Report “Y” if and only if a state assessment in the applicable subject is taken at the accelerated grade level. Otherwise, report “N”.
Scenario #2: Whole Grade Acceleration by one
grade level:
Reporting Accelerated Data
Scenario #3: A student had been formally
accelerated in Math, however by mistake, there was
not an FB record reported during the student’s first
year of acceleration.
• You are hoping to correct the problem from the
very beginning
• You are concerned because you are not able to
update the FB record
Reporting Accelerated Data
FB Record Field
For Decision School Year
For School Year of Initial Acceleration
For First School Year for which an FB Record is Reported
For Subsequent School Years where Student Remains Accelerated at the Same Level
Subject Area Code (FB060) No
Acceleration Record –which is appropriate
N/A – No Acceleration Record reported (a mistake –unable to be corrected)
Required: “M” for Math
Accelerated Level Count (FB070)
1 0
Accelerated Assessment Flag (FB080)
Report “Y” if state assessment in Math is taken at the accelerated grade level. Otherwise, report “N”.
Scenario #3: Data for the prior year cannot be
updated. Moving forward, however:
Reporting Accelerated Data
Concerning Assessment Reporting for Accelerated
Students, consult the following resources:
• EMIS Manual, Section 2.8: Student Assessment
(FA) Record
• Ohio’s State Tests Rules Book – URL:
http://education.ohio.gov/Topics/Testing/Testing-
Forms-Rules-and-Committees/Ohio’s-State-Tests-
Rules-Book
Reporting Accelerated Data
• At the page:
–Click on the link entitled “Rules Book”
–In Table of Contents find the “Acceleration Policy
and Rules” section, which contains a piece on
“EMIS Reporting Guidance”
• For questions not answered regarding
assessment reporting for Accelerated students,
please contact ODE’s Office of Accountability
Gifted Indicator Items
Scenario #1: A gifted coordinator comes to you,
expressing concern that the number of students
who are “counting” for the Report Card as Identified
as Gifted is less than the number that the district
had identified and asked you to report for the school
year. You are asked to look into this. What do you
do?
Gifted Indicator Items
Scenario #1: Confident that you reported all
students who were identified as gifted for the school
year, check the most recent submission of your GG
record:
• Compare the list of students submitted with the list
of students you were asked to report.
–If the two lists don’t match, then fix any known
discrepancies
–If the two lists match, then check the
Identification Dates of those students listed
Gifted Indicator Items
Scenario #1: The Identification Date on the GG
Record is important:
• For Gifted Identification to count for the school
year, the Identification Date must be 03/2019 or
earlier for the 2018/2019 School Year.
Gifted Indicator Items
Scenario #1: For those students whose GG
Records show Identification dates of 4/2019 or
later, let your gifted coordinator know what’s going
on.
• If the date is incorrect, you may fix it prior to the
reporting period closing.
• If the date is correctly entered, then the student
appropriately does not count as Identified for the
school year.
Gifted Indicator Items
Scenario #2: (Related to Scenario 1)
A gifted coordinator comes to you, expressing
concern that the number of students who are
“counting” for the Report Card as having received
Gifted Services is less than the number for which
the district had provided Gifted Services, and had
asked you to report for the school year. You are
asked to look into this. What do you do?
Gifted Indicator ItemsScenario #2: Confident that you accounted for all
students who were reported as having received
gifted services for the school year, check the most
recent submission of your GG record:
• Compare the list of students submitted with the list
of students you were asked to report.
–If the two lists don’t match, then fix any known
discrepancies.
–If the two lists do match, then check the
Identification Dates of those students listed
Gifted Indicator Items
Scenario #2: Recall from Scenario #1 that for Gifted
Identification to count for the school year, the
Identification Date must be 03/2019 or earlier for the
2018/2019 School Year.
• In order for Gifted Service to count, Gifted
Identification needs to count.
• For students Identified 4/2019 or later, neither their
identification nor their service will count for the
Report Card for the 2018/2019 school year.
Gifted Indicator ItemsScenario #3: Your gifted coordinator comes to you
and expresses concern that the Gifted Performance
Index is being reflected lower than what is
expected. As such, you have been asked to look
into which gifted students, who tested at the High
School grade level for Geometry, counted as
“Advanced Plus” for the Gifted Performance Index.
And it’s already been established that there was no
EMIS reporting error on your part.
Gifted Indicator Items
Scenario #3: To find out which gifted students’
Geometry tests counted as “Advanced Plus”, you
will need to go into the Secure Data Center (SDC),
and drill down to the SSID level.
• You will want to make sure that you have Student
Level Access to the SDC.
• If you do not, please request this access from your
district’s OEDS Administrator.
Gifted Indicator Items
1.) Click on the “Reports for Analysis” button:
Gifted Indicator Items
2.) Click on the “Test Results” button:
Gifted Indicator Items
3.) Choose “District Test Proficiency Levels –
Customizable”:
Gifted Indicator Items
4.) Choose the District and the School Year: (For
privacy purposes, the 6-digit District IRN and Name
have been redacted.)
Gifted Indicator Items
5.) Click on the “Run Report” button found at the
lower left of the display. A display along the lines of
the following will be returned:
Gifted Indicator Items
6.) Click on the arrow at the top right of the previous
display (highlighted) to see the remaining portion:
Gifted Indicator Items
7.) Now for the fun part. 😊 You will first need to
narrow down the scope of this report, and we will
start with Assessment Grade Level. First, in the
Assessment Grade Level area, click on the double-
square icon:
Gifted Indicator Items
8.) From the display that is returned, choose “High
School” from the Assessment Grade Level drop-
down menu. The “Page-By” feature is very
important – as it will be used multiple times for
purposes of drilling down/filtering:
Gifted Indicator Items
9.) From the display that is returned, in the
Assessment Subject area, click on the double-
square icon:
Gifted Indicator Items
10.) From the display that is returned, choose
“Geometry” from the Assessment Subject drop-
down menu:
Gifted Indicator Items11.) From the display that is returned, right-click on
the LEA Name or IRN, click on “Drill”, and then click
on “Conform Student Identifier”:
Gifted Indicator Items12.) From the display that is returned (for which the
student level data is not being shown as SSIDs are
included), in the Proficiency Level area, click on the
double-square icon:
Gifted Indicator Items
13.) From the display that is returned (again, for
which the student level data is not being shown as
SSIDs are included), choose “Advanced” from the
Proficiency Level drop-down menu:
Gifted Indicator Items14.) From the display that is returned, right-click on
the LEA Name or IRN, click on “Drill”, and then click
on “More Options”:
Gifted Indicator Items15.) From the display that is returned, choose
“Assessment Results” from the left-most drop-down
menu (careful – it’s tricky!):
Gifted Indicator Items16.) From the display that is returned, choose “State
Proficiency Level” from the drop-down menu, then
click the “Apply” button:
Gifted Indicator Items
17.) The following display is returned, showing
students whose tests counted for “Advanced Plus”:
Gifted Indicator Items
This last display provided the list of students, who
tested in Geometry at the High School level, whose
scores counted as “Advanced Plus”.
• All included on this list counted for the regular
Performance Index (PI)
• More work is necessary to find out which students’
tests counted for the Gifted PI…
• To count in the Gifted PI, the student must be
identified as gifted in either Math or Superior
Cognitive Abilities.
Gifted Indicator Items
18.) From the display that was returned, right-click
on the LEA name or IRN, click on Drill, and then
click on “Gifted ID Math Flag”:
Gifted Indicator Items
The following display is returned, which separates
those identified as gifted in Math from those not so
identified:
Gifted Indicator Items
From the display we saw that two were identified as
gifted in Math.
• To pick up those who may not have been identified
as gifted in Math, yet were identified as gifted in
Superior Cognitive Abilities, more filtering is
necessary.
Gifted Indicator Items
19.) From the display shown, in the “Gifted ID Math
Flag” area, click on the double-square:
Gifted Indicator Items
20.) From the display that’s returned, make sure
that from the drop-down menu for “Gifted ID Math
Flag”, the “N” is selected:
Gifted Indicator Items
21.) From the display that was returned, right-click
on the LEA name or IRN, click on Drill, and then
click on “Gifted ID Super Cognitive Flag”:
Gifted Indicator Items
22.) The following is displayed, showing that of the
two students not identified as gifted in Math whose
Geometry tests counted as “Advanced Plus”, one of
these students has been identified as gifted in
Superior Cognitive Abilities, as shown below:
Gifted Indicator Items
Scenario #3 Conclusion: There were three students
whose Geometry tests counted as “Advanced Plus”
for the Gifted Performance Index.
• Two students were identified as gifted in Math.
• One additional student was identified as gifted in
Superior Cognitive Abilities.
• This example can be used to apply to other
subjects and proficiency levels when the question
arises.
Gifted Indicator Items
Gifted Value-Added:
• Link to information regarding the Value-Added
calculation:
http://education.ohio.gov/Topics/Data/Report-
Card-Resources/Report-Card-Data-Forms-and-
Information/Value-Added-Technical-Reports
• For questions about the Gifted Value-Added
component of the Gifted Indicator, please contact
the Office of Accountability.
Reporting Gifted Expenditures
Gifted Expenditures Report:
• Run after the Financial (and Supplemental)
FY19 Collection closes
• Posted on line by October 30th each year
Reporting Gifted Expenditures
What this presentation IS NOT:
• The “ins” and “outs” of expenditures reporting in
EMIS, Gifted or otherwise
What this presentation IS:
• An expression of the importance of the use of the
appropriate Function Codes in EMIS, so that the
appropriate Gifted Expenditures are reflected on
the report
Reporting Gifted Expenditures
Expenditures (including those for Gifted) are
captured in EMIS on the Expenditure (QC) Record.
• QC Record is covered in Section 6.3 of the EMIS
Manual
• Function Codes for Gifted Expenditures are not
spelled out
Reporting Gifted Expenditures
Function (QC130): Four-digit code which classifies
expenditures for comparisons of data.
In order for an expenditure to be represented in the
Gifted Expenditures Report, one of the five following
Function Codes must be entered in the (QC130)
field:
Reporting Gifted Expenditures
• 1210 - Special Instruction and Services for
Academically Gifted
• 1211 - Gifted Identification
• 2230 - Gifted Support Services, Unspecified
• 2231 - Coordination Services
• 2232 - Training Services
Reporting Gifted Expenditures
Proactively:
• Make sure that the appropriate Function Codes
are used for capturing your Gifted Expenditures (a
discussion with the district’s Treasurer may be in
order)
Reactively:
• Q: What do you do if you are asked about the
Gifted Expenditures report, and why the $$
amounts are lower or higher than expected?
Reporting Gifted Expenditures
A: You can help answer this question by providing a
report of your own:
• Download the final submission of the QC record
for the fiscal year that just ended
• Using Excel, sort on the QC130 column, and
highlight the records where the five function codes
contributing to the Gifted Expenditures Report
were used.
Reporting Gifted Expenditures
• Notice the QC290 column, which represents the
actual expenditures for the fiscal year.
• Add up the expenditures in the QC290 column by
Function Code
–When finished, the totals for the five applicable
function codes should match those found on the
Gifted Expenditures report
• Share the results of this exercise with your
Treasurer
Reporting Gifted ExpendituresThis exercise should prove helpful for going forward
for the current and following fiscal years:
• Ideally, the Treasurer will review the report, and
recognize where, if at all, the incorrect Function
Codes were used. If applicable, different choices
can be made going forward.
• It is the responsibility of the Treasurer, or the
fiscal/budget staff in the district to make sure that
the appropriate Function Codes are supplied for a
corresponding expenditure to be entered into the
system.
Questions
???
Contact Information
Michelle Neubauer – Data Administration Manager:
Michelle.Neubauer@education.ohio.gov
ODE’s Gifted Program:
Gifted@education.ohio.gov
ODE’s Office of Accountability:
Accountability@education.ohio.gov
education.ohio.gov
Join the Conversation
@OHEducation
@OHEducationSupt
OHEducation
OhioEdDept
OHEducation
education.ohio.gov/Text
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