EMIS Changes

EMIS Changes

In our continuing efforts to be more transparent about EMIS Changes and to provide the needed information to the field in a more timely manner, the table on this page was developed. This table lists changes that have been approved and scheduled for release. In the table, you will find the release date and basic information about the change. Note that releases are scheduled for every other Thursday. This page will be updated on a weekly basis.
EMIS Changes FAQs | FY20 EMIS Changes | FY21 EMIS Changes

FY20 EMIS Changes

Date last updated: Tuesday, November 13, 2019

Scheduled Release: Nov #2 | Dec #1 | Dec #2 | Jan #1 | Jan #2 | Feb #1 | Feb #2 | Mar #1 | Mar #2
 
Change # Short Title and Description Reason for Change
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Date Scheduled for Release: November 21, 2019

 
20-14(a) CTE Industry Credential Reporting. Update reporting instructions in Manual Section 2.8 to assist CTEs in more accurately reimbursing districts for industry-recognized credentials.

20-14(b). Other work--likely including a Level 2 report to be released in the spring--related to this change will be scheduled for a later release.

First posted: 10/8/19
Last updated: 11/13/19
Policy change
20-16 FY20 New Industry Recognized Credentials. New industry credentials to be created. More information to come. List of additional credentials.

First posted: 10/8/19
Last updated:
Other
20-25 MAP Tests for DPRs  - Date Assessment Taken. Districts to submit the actual date MAP tests were taken rather than defaulting to the first of the month when they leave this field blank in their submission. If left blank, the record will fatal.

First posted: 10/29/19
Last updated:
Policy change
20-34 Develop Level 2 FLICS report (63593, 68683). Districts and community schools are reporting detailed enough information to be able to use data submitted via EMIS to retire the FLICS application. Reports need to be created to replace the functionality of the current FLICS system.

First posted: 9/17/19
Last updated: 10/31/19
Other
20-49 Update TLC Status checks to account for Comp Tech Endorsement + OAE Comp Sci Exam. Computer science courses in which the teacher holds the Computer/Technology K-12 endorsement AND has passed the Computer Science licensure exam can be marked 'Y' in the TLC Status checks (i.e., the teachers are Proper Cert for those courses).

First posted: 9/24/19
Last updated: 11/8/19
New state  law
20-53 L1 check - possibly warning -- positions previously reported as separated now reported as continuing. Many staff are reported as having left positions in a previous year (including with a U record reported throughout the previous year, or a separation date on a C record the previous spring), but are then reported in the current year with a "C" record, as if they're still in that job. There will be a check added indicating that a staff member who was previously reported as separated from their position is being reported in the current year as continuing in that position. Note that this will be a gen issues report.

First posted: 9/24/19
Last updated: 11/8/19
Other
20-63 New Checks on Staff Salary and FTE (67008). Staff are often reported with FTE = 0. These records should receive a fatal error.

Staff who work across multiple schools, or across multiple districts, often show a total salary that is out of reasonable range. FTEs also often add up to > 1.

Develop checks for these situations, so they can be corrected. These will be Level 1 checks.

First posted: 9/24/19
Last updated: 11/8/19
Other
20-93 Possibly remove Score Not Reported option Q (75585). Since we are not putting students on the missing list if they have a prior KRA score and we will be removing students that were reported as retained, is this code needed now?

First posted: 11/12/19
Last updated:
Other
20-111 Add Credential CJ07 back to EMIS Manual (79517). Credential CJ07 - Ohio Department of Agriculture - Private Applicator (Pesticide) was removed in error several years ago. The credential will be added back.

First posted: 9/30/19
Last updated:
Other
20-126 Remove students who were in the  prior year  KRA missing from the current year KRA missing. We don't want to include KG students who were already in kindergarten in the prior year. A more accurate determination can be made by checking to see if the student was in the KRA missing list last year.

First posted: 10/31/19
Last updated:
Other
20-128 Update to Reporting Instructions to DN Record- PBIS Implementation Stage. Add the following reporting instructions to the Manual: Reporting Instructions. Public schools, community schools and STEM schools are required to report this attribute. This applies to every building regardless of the grade span, including buildings that are ‘P’ (Preschool) only.

First posted: 10/29/19
Last updated:
Other
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Date Scheduled for Release: December 5, 2019

 
20-88 CTSO State Competition Participation. A new student program code is needed to implement changes to the CTPD Career & Post Secondary Readiness measure. The State Board of Education approved the addition of state competition participation to the measure.

New program code (GQ060) is 410010 CTSO State Competition Participation.

First posted: 9/30/19
Last updated:
Policy change
20-113 FY19 CTE Student Program Code Definitions (79912). Adding below definitions for program codes that were added in FY19:

305012: Internship Completion: Internship is a program in the private and public sector that formally integrates student’s academic and technical study that may be paid and/or unpaid and have an established timeframe which allows for a student to acquire real work experience to explore short-term options for their career pathway.

305014: Apprenticeship/Pre-apprenticeship:
Pre-Apprenticeship is a program that prepares students for on the job training for a formal Registered Apprenticeship training program.

Apprenticeships are programs approved and recorded by the Employment and Training Administration (ETA)/Bureau of Apprenticeship and Training (BAT) or by a recognized State Apprenticeship Agency and/or State Apprenticeship Council that provides on the job training of a skilled occupation.

First posted: 9/30/19
Last updated:
Other
20-121 New credential type: 2-year Provisional STEM (6-12) License. This license is a new credential being issued as of Effective Year 2019.  It is a 'Valid In' license, valid only in STEM schools.

First posted: 10-29-19
Last updated:
New state law
20-129 Modify the Grad Cohort process in regards to students open enrolled into a JVSD. When a student has only ever been open enrolled from a district into a JVSD, the Grad Cohort process is not assigning the student to a cohort. This change will modify the process to include these students in the cohort assignment process. 

First posted: 10/29/19
Last updated:
Other
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Date Scheduled for Release: December 19, 2019

 
20-77 New CTE Assessment Level 2 Reports. Adding new level 2 reports that show the CTE technical assessment rollup.

First posted: 9/17/19
Last updated:
Other
20-78 New CTE grad level 2 reports. Display CTE graduation reports.

First posted: 9/17/19
Last updated:
Process improvement
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Date Scheduled for Release: January 2, 2020

 
20-58 Gifted, connecting ID'd to served (65605). Currently, this is how the data collector works regarding what it allows into EMIS as a record of gifted service:
•Gifted service in a gifted area, provided there is Gifted identification in that same area, OR
•Gifted service in any area (this includes VPA and Creative Thinking, in addition to the academic subject areas), provided there is identification in Superior Cognitive Abilities

Based on having met with the Gifted Team on 3/12/2018, this is how they would like for the data collector to work, allowing the following into EMIS as a record of gifted service:
•Gifted service in a subject area, provided there is Gifted identification in that same subject area only

First posted: 11/13/19
Last updated:
 
20-94 DN Attribute for First Day of Test Window (75586). This change is for the documentation portion of this change. The processing changes are part of a separate change: 20-131.

First posted: 10-29-19
Last updated:
Other
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Date Scheduled for Release: January 16, 2020

 
20-33 Remove HQPD element from reporting requirements. The requirement that educators' professional develoment meet "high quality" standards is no longer in effect, per ESSA. This data element is not used by any process here at ODE; as HQT is no longer required or reported, this element should be removed from reporting requirements.

The EMIS Manual portion of this change will be done as a part of the overall review of the staff sections of the Manual. Other work related to this change is scheduled for the Jan #2 release.

First posted: 10/8/19
Last updated:
New federal law
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Date Scheduled for Release: February 13, 2020

 
20-105 Clarify reporting for direct enroll SPED students (78724). Determine whether a direct enroll student (How Received 'X') may be reported as a student with a disability.

First posted: 11/12/19
Last updated:
Other
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Date Scheduled for Release: March 12, 2020

 
20-131 20-131 DN Attribute for First Day of Test Window - process (75586). Documentation updates related to this change is scheduled for the Jan #1 release with the number 20-94. The process updates will be done as part of this change (20-131).

First posted: 10/29/19
Last updated:
Other
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 Date Scheduled for Release: March 26, 2019

 
20-104 Clarify credit v non-credit course reporting (78346). Clarify student credit reporting for credit and non-credit courses. Better define how to report whether a student passed (or did not pass) a course that does not earn credit.  Also, make sure it is clear how to report that a student did not earn credit (did not pass the course) for a course that is for credit.

First posted: 10/31/19
Last updated:
Other
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EMIS Manual Review, Section 3

 
20-11 Review staff contracting reporting instructions re ESP ratios (37227). This law changed a few years ago. Manual cleanup.

First posted: 10/8/19
Last updated:
New state law
20-12 EMIS Manual language about ESP (43644). This law changed a few years ago. Manual cleanup.

First posted: 10/8/19
Last updated:
New state law
20-13 Clarify reporting instructions for staff separation (54002). Clarify when to use status "U" and other clarifications.

First posted: 10/8/19
Last updated:
Other
20-18 Clarify reporting instructions for substitutes (56483). Clarify when to report as teacher of record and other clarifications.

First posted: 10/8/19
Last updated:
Other
20-23 Language changes for manual section 3 (62628). A complete review is underway of EMIS Manual Sections 3.1-3.9.

First posted: 10/8/19
Last updated:
Other
20-33 Remove HQPD element from reporting requirements. The requirement that educators' professional develoment meet "high quality" standards is no longer in effect, per ESSA. This data element is not used by any process here at ODE; as HQT is no longer required or reported, this element should be removed from reporting requirements.

The EMIS Manual portion of this change will be done as a part of the overall review of the staff sections of the Manual. Other work related to this change is scheduled for the Jan #2 release.

First posted: 10/8/19
Last updated:
New federal law
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Completed and Released

 
20-1 New Placement Category for March D. For Perkins V we are required to collect an additional placement category for March D starting in 2020. The category should be called "Service Program or Peace Corps" and have the same valid options as the existing placement categories in the collection.

The EMIS Manual portion of this change is scheduled for the Nov #1 release. The other work related to this change is scheduled for the Jan #2 release.

This change has been cancelled. It was determined that it is not needed.

First posted: 10/8/19
Last updated: 11/7/19
New federal law
20-15 FY20 Job Training Coordinating Course Structure Changes. In order for Job Training Coordinating (M3) students to continue to count as concentrators under Perkins V, CTE has to restructure the program by adding at least one course in FY20. See EMIS Manual Section 4.7 and the CTE Matrix.

Two new courses are being added:
 
990405 Introduction to Job Training

The initial course in the Job Training Coordination pathway, a specialized community-based work experience program for students with significant disabilities that present challenges to participation in a traditional career-technical education programs regardless of accommodations. This course must be taken in the first year of the program. The program utilizes a job training coordinator to match specific jobs in the community to the individual student’s preferences, interests, needs and strengths. Students must be at least sixteen years old, and this program must be identified on the student’s individualized education program (IEP).

990410 Fundamentals in Job Training
The second course in the Job Training Coordination pathway, a specialized community-based work experience program for students with significant disabilities that present challenges to participation in a traditional career-technical education programs regardless of accommodations. This course is taken in the second and subsequent years of the program, as applicable. The program utilizes a job training coordinator to match specific jobs in the community to the individual student’s preferences, interests, needs and strengths. Students must be at least sixteen years old, and this program must be identified on the student’s individualized education program (IEP).

First posted: 9/24/19
Last updated: 11/1/19

New federal  law
20-29

Incorporate new substitute licenses into the TLC Status report/checks/process. State law has added two new substitute licenses. These will be added to the TLC Status report processing.

First posted: 9/24/19
Last updated: 10/29/19

New state law
20-36 CTE Course Changes (71779).
Being deleted (marked in FY19):
175011 AC/DC Electronic Circuits
178031 Principles of Metals Construction

Being added for FY20 (see EMIS Manual Section 4.7 for definitions):
175100 AC Electronic Circuits
175105 DC Electronic Circuits
176015 Welding Fabrication
176020 Industrial Maintenance
176025 Industrial Robotics

First posted: 9/24/19
Last updated: 10/10/19
Policy change
20-39 Correct hours for subject code 146005 VT (78500).
The hours listed for subject code 146005, curriculum code VT, were incorrect in the 2019 and 2020 CTE Matrix. The hours should be 120 - 280 for 2020.

First posted: 9/24/19
Last updated: 9/24/19
Other
20-41(a) Funding Category Changes (79070). The funding category in the CTE Matrix appears to be incorrect for some courses. A comparison will be made along with any necessary changes.

Note that this change will be done in multiple parts. The discrepancies being addressed in the Oct #2 release are listed in this attachment. The others will be addressed in a later release (and labeled change 20-41(b)).

First posted: 10/22/19
Last updated: 10/29/19
Other
20-42 CTE-26 check updates (79051). CTE checks CS0020, CS0023, CS0024 and CS0025 should also check the reporting LEA IRN of the CTE course against the created by IRN on the approved 26.

First posted: 10/22/19
Last updated: 10/31/19
Other
20-43 Night-time Status for Unaccompanied Youth clarification(77497). Definition and reporting instructions to be updated to clarify reporting.

First posted: 10/8/19
Last updated: 10/29/19
New federal law
20-44 Updates to Home Language Element (66983, 68035, 77584). Several change requests were rolled into this one change. For the list of added languages and changes to currently available languages, see EMIS Manual Section 2.2.

First posted: 9/17/19
Last updated: 10/10/19
Other
20-46 Description Update for How Received 'L' (80233). The description for How Received reporting option 'L' will be updated to the following [add portion set off with "**"]:

Community School Student Attending Career Tech Program at Resident District or Another Traditional District
A community school student attending a career-technical program at the resident district or another traditional district that is in the career-technical planning district to which the community school **or resident district** is assigned. How Received “L” is only to be used by a traditional district.

First posted: 9/17/19
Last updated: 10/10/19
Other
20-47 Update Manual Sections for FD and FN records to clarify which org types should report student demographics. Specifically, there are additional subgroups required under Perkins V. For example, JVSDs are required to report Military status data. Clarification is needed to ensure each org type is reporting properly. 

First posted: 9/30/19
Last updated: 10/29/19
Other
20-64 Remove All References to HQT (70806). With HB 216, ORC changed from language about "HQT" being required for teachers of core academic courses, to language about "State Certification."

Note that the Section 3 updates related to this change will be posted as the reviewed and revised sections are posted.

First posted: 9/17/19
Last updated: 10/10/19
New state law
20-65 Remove 6-Hour Lay Teacher (74882). The value for Appointment Type Code that represents "6-hour lay teachers" will be removed as a reporting option. There is no current mandate/allowance for this position type in ORC, nor has there ever been a credential of this type.

The changes to EMIS Manual Section 3.4 will be made as part of the overall review of the staff sections of the Manual. Other work related to this change is scheduled to be completed for the Oct #1 release.

First posted: 9/17/19
Last updated: 10/10/19
Other
20-66 TLC Status Report updates/changes (74999). Review code for Level 2 TLC Status report to remove references to HQT and to ensure the error codes are being set correctly.

First posted: 9/17/19
Last updated: 11/8/19
Other
20-68 Create fatal error for Preschool courses with wrong student population (80226). Starting in FY20, LEA's should only be reporting subject code 180108 for preschool courses. For that subject code, the only valid student population elements allowed to be reported to EMIS are DP, D8, and PR.

First posted: 9/17/19
Last updated: 9/26/19
Policy change
20-69 FY20 TLC Status Report checks. Though checks are not yet available for all new courses, the bulk of the checks were rolled over to FY20. Checks for deleted courses have been removed.

First posted: 9/17/19
Last updated: 9/26/19
Other
20-79 Update Federal Child Count report for new enrollment codes. Incorporate new enrollment codes added last spring in the Federal Child Count report. Codes were needed to capture combination of open enrollment and foster placement; added after last year's FCC was complete.

First posted: 9/17/19
Last updated: 10/29/19
Other
20-81 Include all "Social Studies" courses as Core Academic Courses (56484). Courses called "Social Studies" (i.e., for grades below 9) should be designated core academic courses. Quoting: 3319.074 : (1) "Core subject area" means reading and English language arts, mathematics, science, social studies, foreign language, and fine arts."

First posted: 9/30/19
Last updated: 11/8/19
New state law
20-97 Add interim license to TLC process (76193). The Office of Educator Licensure has added a new classification of license, to be available through SY2021: the "Interim" license.

There will be two such licenses, one will be a Multi-Age P-12 and the other will be an early childhood P-3. The new licenses will NOT be classified as temporary credentials (for the purposes of categorizing courses as taught by teachers with a Temporary or Substitute license). They will be considered full licenses.

First posted: 9/30/19
Last updated: 10/29/19
New state law
20-110 Updates to EL program codes (79421). Deleting two LEP program codes (GQ060):

235012
235013

Adding two LEP program codes 

235023
English as a Second Language (ESL) Program: Also referred to as English Language Development (ELD), ESL is a program of techniques, methodology and special curriculum designed to teach English learner students English language skills, which may include listening, speaking, reading, writing, study skills, content vocabulary, and cultural orientation. ESL instruction is usually in English with little use of native language.

235025
Transitional Bilingual Education (TBE) Program: This program, also known as early-exit bilingual education, utilizes a student's primary language in instruction. The program maintains and develops skills in the primary language and culture while introducing, maintaining, and developing skills in English. The primary purpose of a TBE program is to facilitate the EL student's transition to an all-English instructional program while receiving academic subject instruction in the native language to the extent necessary.

First posted: 10/8/19
Last updated: 10/29/19
Other
20-117 Minor logic changes to the processes of creating the Grad Issues reports. Modify the logic for 3 Grad Issue reports to exclude STEM school students from the resident district report when the STEM school is not associated with the resident district.  In some instances exclude/include early graduates in the checks for the report. This is a report "clean up" and will have zero impact on grad rates.

First posted: 10/8/19
Last updated: 10/29/19
Other
20-132 TLC IRN reporting. When the HQT element was deleted, the following information about certain core courses that are not evaluated for HQT (e.g., certain curriculum codes, delivery methods, student populations, etc.) was also deleted:

"Report option I whenever one or more of the following is true:
• Curriculum Element is OC, PS, or PI, or
• Delivery Method is CC, ET, or OL and Educational Option is YS, or
• Delivery Method is ID, IM, TO, or CI, or
• Student Population is D8, DP, or PR"

This has created confusion about reporting the TLC IRN, as it would previously have been reported as ****** if any of the above deleted conditions were true.

We still have the following statement in the TLC IRN reporting instructions:

"All ******s should only be reported if the subject being taught is not a core subject area (see Section 4.7 Subject Codes), or the Curriculum, Delivery Method, or Student Population Element option being reported for the subject is not evaluated for proper certification."

We just need to add the bulleted list back to the section, this time under the TLC IRN reporting instructions.

First posted: 11/12/19
Last updated: 11/12/19
Other
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