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FY15 Changes

Yearend Meeting May 15 & 16, 2014

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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

The Usual Reminders

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New Funding/Enrollment Counts Student Cross Reference (SCR) FY15 Reporting Periods FY15 Calendar FY15 Changes Data Collector OEDS Roles

Topics

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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

New Count

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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

Design Principles

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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.

Solution

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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 However, if a student has 105 hours of continuous unexcused absences, that student must be withdrawn.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.

Annualized FTE Count

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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.

Policies

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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.

Student Cross Reference

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Includes basic demographic data from GI and FS Records◦ Name◦ DOB◦ SSID◦ Enrollment date◦ DOR IRN

Student Cross Reference, con’t

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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

Student Cross Reference con’t

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Resident District Landing Page

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When and How data is submitted is changed, not What data is submitted

Funding will be year-round, based on enrollment

Intensive clean up starting day one

New FY15 Reporting Periods

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A – Assessment Reporting C – Calendar Reporting G – Graduate Reporting L – Staff/Course Reporting D – March Follow-up R – Grad Requirements Progress for non-

graduates S – Student Reporting (SOES, SCR,

Traditional district reporting)

New Reporting Periods

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New FY15 Reporting Periods

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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

Reporting Timelines

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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 window◦ 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 (S)

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Student Cross ReferenceJuly-June

Extended Special EducationAugust – SeptemberGE recordsFE recordsDT records

Student (S), con’t

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Separate Transfer Process ( Critical for Community & STEM schools)

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, FC, FL◦ **NEW** FF – Student Contact Record – for Guardian and

Custodial contacts.◦ **NEW** FG – Student Contact Address Record – addresses for FF

Contact◦ DN, GQ, FB, GG, GD◦ *NEW** Student Transportation Records – reported for all

students transported each day of count week (Updates to SI pending ODE requirements)

New Transfer processes to include all records types for “S”

SOES Reporting (S)

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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 yearEven if a student was added in errorEven 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”

Period S Process Changes

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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.

Period S Updates

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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 –

Mar-Jun Spring OAA – May-July CTE – Apr-Sept PARCC (???)

Assessment (A)

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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 apply

Calendar (C)

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August – July◦ Detailed calendars required prior to any

submission of student data◦ Planned exceptions to district calendar◦ DN Records – Report calendar details (Exception

Days)

Calendar (C) con’t

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Sub-Calendar Maintenance UpdatesAdding an EMIS Tab to Sub-Calendar Maintenance to

allow for reporting DL infoWhen exceptions entered on Master Calendar, will be

reported as an exception on each Sub-CalendarWhen exceptions are entered on a specific sub-

calendar, the exception will only be reported in DL for that specific calendar

Start & End dates reported from Sub-CalendarAdding a “Report to EMIS” checkbox on each Sub-

CalendarCalendar records will be reported all year long

Calendar (C) con’t

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Hierachy◦ 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

Calendar (C) con’t

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Link to specific subgroups on DN recordTwo-character code, district-defined

Apply to subgroups within building grade level

Must be used consistently for entire fiscal year

Corresponding attendance pattern on FD record

Attendance Patterns

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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

Attendance Patterns con’t

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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

JVSD and ESC Calendar

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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

HQT Certification

Feb – June Student course enrollment PARCC Assessments

No cut-off in classes for count week or count week Friday enrollment expectation

CTRMEMIS –Changes needed ---still under investigation

Staff/Course (L)

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Collect graduation requirements on GC & FN records

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

investigation

GRAD Requirements Progress (R)

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G – Graduate

D – CTE Follow-Up

H – Financials

P – Five Year Forecast

Reporting Periods Not Changing

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Collect summer administration of 3rd grade reading assessment

New KG Assessment…..replaces KRALPRE-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

FY15 CHANGES

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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

Week? Remove Building Where Incident Took Place

Element on the Discipline Record (GD) Change minimum days to minimum hours

FY15 CHANGES, con’t

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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 operation◦ Special Ed services

Gifted Identification Date Element◦ Delete *****◦ Add 199912

FY15 CHANGES, con’t

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Level 1 validation enhancements◦ New look◦ Check box to break by subgroup on .CSV report◦ Sorted by severity

Level 2 validation enhancements◦ Data tables

Data Collector

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Identify district OEDS administrator

Verify correct roles assigned to appropriate personnel

SOES, SCR, SDC

OEDS Roles

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QUESTIONS