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.

FY20 EMIS Changes

Date last updated: Wednesday, August 12, 2020

Scheduled Release: Aug #2 |
 
Change # Short Title and Description Reason for Change
Top

Unscheduled

 
20-78 New CTE grad level 2 reports. Display CTE graduation reports.

First posted: 9/17/19
Last updated: 8/11/20, 6/8/20, 4/7/20, 12/2/19
Completed:
Process improvement
20-180 New Attachment Only Collection Request for enhancement requests. Per the EMIS Advisory Council, this new collection is a way for people to request enhancement requests for the data collector, Level 2 reports, received files, etc. A form will be added to the website that can be filled out and submitted to the Department via the data collector.

First posted: 3/10/20
Last updated: 7/6/20, 6/8/20, 5/9/20, 4/7/20
Completed:
EMIS Advisory Council
Top

Date Scheduled for Release: August 27

 
20-138 Diploma Seal Collection. HB 166 requires ODE to develop additional diploma seals beyond the Ohio Means Jobs Seal and the Seal of Biliteracy. First posted: 1/15/20
Last updated: 8/12/20, 8/11/20, 7/6/20, 6/16/20, 6/8/20, 5/23/20, 5/9/20, 4/7/20, 3/10/20, 3/6/20, 2/24/20
Completed:
New state law
Top

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(b) 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
Top

Completed and Released

 
20-1, cancelled 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
20-14(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. Required test types IPD and INP added to EMIS Manual Section 2.8, version 10.0.

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
Completed: 11/21/19
Policy change
20-14(c) CTE Industry Credential Reporting.

20-14(a). Update reporting instructions in Manual Section 2.8 to assist CTEs in more accurately reimbursing districts for industry-recognized credentials. Required test types IPD and INP added to EMIS Manual Section 2.8, version 10.0. Completed 11/21/19.


20-14(c). Manifests will be updated to accommodate these two new codes.

First posted: 12/23/19
Last updated: 2/9/20
Completed:
2/6/20
Policy change
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
20-16 FY20 New Industry Recognized Credentials. New industry credentials to be created. More information to come. List of additional credentials. The new credential codes were added to EMIS Manual Section 2.8.1, version 3.0. Note that though included on the attached list, "Dental Assistant Radiography" was not included in the Manual--it was on the attachment in error.

First posted: 10/8/19
Last updated: 11/21/19
Completed: 11/21/19
Policy change
20-22 Preschool percent of time.The reporting rules for Percent of Time and Preschool Calendar/Attendance pattern were changed for FY19 so that we can identify which students are attending a given number of hours each week. The documentation was not updated at that time. This change is to update the documentation. See EMIS Manual Section 2.4, version 10.1.

First posted: 12/23/19
Last updated: 12/23/19
Completed: 12/23/19
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. Reporting instructions updated in EMIS Manual Section 2.8, version 10.0.

First posted: 10/29/19
Last updated: 11/21/19
Completed: 11/21/19
Policy change
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
20-33(a) 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.

20-33(b): The EMIS Manual portion of this change will be done as a part of the overall review of the staff sections of the Manual.

First posted: 10/8/19
Last updated: 2/9/20, 1/15/20

Completed: 2/3/20
New federal law
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. New report explanation posted.

First posted: 9/17/19
Last updated: 10/31/19
Completed: 11/21/19
Other
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
20-37 Gen issues check for parapros. ORC 3319.074 requires paraprofessionals working in a program supported with Title I funds to be properly certified, which is defined as holding an educational aide permit and one of the following:
a.    Have a designation of “ESEA qualified” on the educational aide permit; or
b.    Have successfully completed at least two years of coursework at an accredited institution of higher education; or
c.    Hold an associate degree or higher from an accredited institution of higher education; or
d.    Meet a rigorous standard of quality as demonstrated by attainment of a qualifying score on an academic assessment specified by the Department of Education.

A Gen Issues check for L1 will be added to check the qualifications of Parapros being reported in the 505 and/or the 415 position codes in order to tell districts whether their parapros are qualified or not. The check will consider the license, the Qualified Parapro element, the Highest Education Level element, and the Semester Hours Earned.

First posted: 11/25/19
Last updated: 11/25/19
Completed: 12/6/19
State law
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
20-41(b) 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 (and are part of change 20-41(a)). The others are listed in this attachment and are labeled change 20-41(b).

First posted: 12/20/19
Last updated: 12/20/19
Completed: 12/20/19
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
20-49 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).

For FY20, this will be addressed manually; the change to automate this has been moved to FY21.

First posted: 9/24/19
Last updated: 11/8/19
New state law
20-53 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 gen issues report 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.

Two gen issues checks are also being deleted: (GNIS-048) Gen Issues - Staff - Average Teacher Salary and
(GNIS-452) Gen Issues - Staff - Principal Qualifications

First posted: 9/24/19
Last updated: 11/26/19
Completed: 12/6/19
Other
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: 12/31/19
Completed: 12/31/19
Other
20-63 New Checks on Staff FTE (67008). Staff are often reported with FTE = 0. These records should receive a warning 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
Completed: 11/21/19
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
20-73 Clarify reporting instructions for attending IRN for PS ECE grantees (68290). The ECE Grantee is the one who reports the students to EMIS. However, they may or may not be the ones educating the students. This creates confusion for School Districts who have contracted with another entity to educate the students. This changes provides clarification.

See updated EMIS Manual Section 2.1, version 6.4.

First posted: 5/11/20
Completed: 5/11/20
Clarification
20-77(a) New CTE Assessment Level 2 Reports. Adding new level 2 reports that show the CTE technical assessment rollup.

This change will be done in three parts
  • (a) will be for March reporting and is scheduled for Jan #2. See report explanation for CTE Technical Assessment Summary Report.
  • (b) will be for the CTE assessment reporting and is scheduled for Jan #3
  • (c) will be for Grad reporting and is scheduled for Jun #1
First posted: 9/17/19
Last updated: 5/11/20, 5/9/20, 2/9/20 1/16/20, 12/20/19, 12/9/19
Completed: 1/23/20
Other
20-77(b) New CTE Assessment Level 2 Reports. Adding new level 2 reports that show the CTE technical assessment rollup.

This change will be done in three parts
  • (a) will be for March reporting and is scheduled for Jan #2; completed 1/23/20. See report explanation for CTE Technical Assessment Summary Report.
  • (b) will be for the CTE assessment reporting and is scheduled for May #2.
  • (c) will be for Grad reporting and is scheduled for Jun #1
First posted: 9/17/19
Last updated: 5/23/20, 5/12/20, 5/9/20, 2/27/20, 2/9/20, 1/8/20
Completed: 6/8/20
Other
20-77(c) New CTE Assessment Level 2 Reports. Adding new level 2 reports that show the CTE technical assessment rollup.

This change will be done in three parts
  • (a) will be for March reporting and is scheduled for Jan #2; completed 1/23/20. See report explanation for CTE Technical Assessment Summary Report.
  • (b) will be for the CTE assessment reporting and is scheduled for May #2.
  • (c) will be for Grad reporting and is scheduled for Jun #1.
First posted: 9/17/19
Last updated: 5/23/20, 5/12/20, 5/9/20, 2/27/20, 2/9/20, 1/8/20
Completed: 6/8/20
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
20-88 CTSO State Competition Participation and Leadership. 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. This code is reportable in the Midyear Student Collection, the End of Year Student Collection, the SOES End of Year Student Collection, and the Graduation Collection. The definition for program code 410010 should be added.
  • 410010 CTSO State Competition Participation: The student is a current dues paying state and national career technical student organization member who competed in a competitive competition at or above the state level.
  • 410099 CTSO Leadership: The student is a current dues paying state and national career technical student organization member who participates as a regional or state officer.
See updated EMIS Manual Section 2.9, version 10.2.

First posted: 9/30/19
Last updated: 12/13/19
Completed: 12/20/19
Policy change
20-91 Removing capital asset reporting (70809). Capital assets are no longer needed and will no longer be collected. This also means the supplemental collection is no longer needed (see change 20-179, also scheduled for May #2) and the financial appeal window can likely be moved up closer to the close of the Financial Collection.

First posted: 2/27/20
Last updated: 5/11/20
Completed: 6/8/20
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? Updated EMIS Manual Section 2.8, version 10.0

First posted: 11/12/19
Last updated: 11/21/19
Completed: 11/21/19
Other
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: 1/13/20, 12/23/19
Completed:
2/20/20
Other
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
20-99 Add a fatal on PHYSED DN attribute (77815). When reporting, districts should either report one "**" record or they should report all four of the count records. If reporting is unclear--if a "**" record is reported and count records are reported or if only one count record is reported--the records will fatal.

First posted: 1/15/20
Last updated: 3/26/20, 2/11/20
Completed: 4/9/20
Other
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. See EMIS Manual Section 4.4, version 6.1.

First posted: 10/31/19
Last updated: 3/10/20
Completed: 4/10/20
Other
20-105(a)(b) 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. Note that this change has been split into two parts.
  • (a) This will be for the documentation changes. See EMIS Manual Section 2.5, version 9.1.
  • (b) This will be for the system changes. This was completed May #1.
First posted: 11/12/19
Last updated: 5/9/20, 3/26/20, 2/11/20
Completed: 5/9/20(b), 4/10/20(a)
Other
20-106(a) RIMP program code revisions (78830).
Part (a): The following intervention codes will be removed in the FY21 school year. They will be marked as to be deleted in FY20.
152520 Leveled Literacy Intervention
152525 Literacy Collaborative
152555 Reading 180
152560 Reading Recovery
152580 Success for All
152590 System 44

Also in FY20, the definition for 152535 will be modified to include "an Orton-Gillingham approach."

EMIS Manual Section 2.9, version 10.1 has been updated to reflect this change.

Part (b): in FY21, these codes will be deleted. See change 21-4.

First posted: 12/9/19
Last updated: 12/9/19
Completed: 12/6/19
Other
20-108 Perkins V Concentrator Status (79247). Begin calculating concentrator status under Perkins V definition in FY20.

First posted: 2/11/20
Last updated: 6/17/20, 5/23/20, 5/9/20, 4/7/20
Completed: 7/6/20
New federal 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
20-111 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. Added to EMIS Manual Section 2.8.1, version 3.0.

First posted: 9/30/19
Last updated: 11/21/19
Completed: 11/21/19
Other
20-112, moved to FY21 Resume collection of Grad Core for non-grads (79570). This is likely to be a separate collection that is open parallel to the Graduate (G) Collection Request. The reporting rules will also be the same as those for Grad reporting; the difference will be that this reporting will be for non-grads.

First posted: 3/10/20
Last updated: 5/23/20
Completed: moved to FY21
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.

Added to EMIS Manual Section 2.9, version 10.1.

First posted: 9/30/19
Last updated: 12/6/19
Completed: 12/6/19
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
20-121, moved to FY21 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.

As we do not yet have the information necessary to move forward with this change--and because to date, none of these licenses have been issued--this change is being moved to FY21.

First posted: 10/29/19
Last updated: 12/6/19
Transferred to FY21: 12/6/19
New state law
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: 11/21/19
Completed: 12/6/19
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. Reporting instructions were updated in EMIS Manual Section 5.3, version 9.0.

First posted: 10/29/19
Last updated: 11/25/19
Completed: 11/25/19
Other
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: 11/25/19
Completed: 11/22/19
Other
20-130 Work-based learning codes. In Manual Section 2.9 on page 6, the text describing Work-Based Learning Programs will be updated. Additionally, these program codes will be added to the table that indicates when program codes can be reported.

See EMIS Manual Section 2.9, version 10.3.

First posted: 1/13/20
Last updated:
Completed: 1/16/20
Policy change
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: 2/27/20
Completed:
2/27/20
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
20-134 Level 2 report, reimbursement for industry credentials (20-14(b)). This is a level 2 report to go along with change 20-14.

First posted: 3/2/20
Last updated: 5/23/20, 5/9/20
Completed: 6/8/20
Policy change
20-135 Update table in Section 5.3 (DN) of EMIS Manual. This change will restructure and update the table on page 3. This is meant to make it easier to determine which attributes are reported in which collections.

See EMIS Manual Section 5.3, version 9.4.

First posted: 2/10/20
Last updated: 3/26/20
Completed:
3/26/20
Documentation improvement
20-136(a) Remove and deactivate subject code 990371. Subject Code 990371 has been replaced with subject codes 990405 and 990410. The JTC program had to be restructured under Perkins V in order for JTC students to continue to be concentrators.

(a) For FY20, a notation will be added to the EMIS Manual stating that the code will no longer be a valid code beginning in FY21. This notation was added to EMIS Manual Section 4.7, version 9.2.

(b) For FY21, this code will be deleted. See change number 21-4.

First posted: 11/26/19
Last updated: 11/26/19
Completed: 11/26/19
New federal law
20-137 Create CCP Split Payment Level 2 Report. This is a report that will show CCP courses where the responsibility for payment of the course is split between two LEAs. Each LEA will see details about the course based on data they have reported as well as details about the course as reported by the other LEA. This will help in the determination of which LEA really should be responsible. Note that we have been distributing this report as a received file; this change will change that received file to a Level 2 report.

First posted: 12/9/19
Last updated: 2/9/20
Completed: 2/27/20
Other
20-139, moved to FY21 AASCD Redesign. Beginning with the spring 2020 AASCD Operational Field Test, students are no longer required to wait until grade 10 to take the AASCD high school tests. AASCD high school students are now eligible to take high school tests for the first time starting in grade 9. Alternate assessment students should take AASCD high school tests for the first time in grades 9, 10, or 11.

First posted: 2/10/20
Last updated: 5/11/20, 3/10/20
Completed: Moved to FY21
Policy change
20-142 Eliminate certain EOC assessments from missing list. State law made changes to the EOC assessments required for the Class of 2023 and beyond. This change is to update the missing lists accordingly so that students taking the related courses will not appear on the missing list in the absence of an assessment score.

First posted: 3/10/20
Last updated: 5/9/20
Completed: 5/23/20
New state law
20-143 Add a "Students assigned to a cohort this school year" Level 2 report to the S collections opening in January. The collections would be the Midyear Student Collection and the SOES End of Year Student Collection. This report would also be added to the 2020 Graduate collection when it opens in May.

First posted: 12/13/19
Last updated: 2/9/20, 12/23/19
Completed: 1/21/20
Other
20-144 Update Final Calendar Collection and related reports for Blizzard Bag Attribute. The relevant number of hours should be reported in the Attribute Number for this DN Attribute. As of January 31, any record reported for this attribute that contains only zeroes will receive a Level 1 fatal error.

First posted: 1/13/20
Last updated: 2/10/20
Completed:
2/10/20
Other
20-145 New FY20 March D Gen Issue. Flag districts removing 10% or more of their March D students using Other Follow-up Status of X- Incorrectly Reported as a Concentrator

First posted: 12/23/19
Last updated: 2/9/20
Completed:
2/3/20
Other
20-146 Add check to manifest to fatal FT record when reported for a PS student. Adding check (MR.0052) to the SOES End of Year and the Midyear Student Collections to fatal an FT Record (Excessive Absence) for a preschool student, as the legislation does not pertain to preschool students.

First posted: 12/23/19
Last updated: 12/31/19
Completed: 12/31/19
Other
20-147 Update reporting instructions for Average Annual Change (QF070) element on Five-Year Forecast record. The Five-Year Forecast record only allows values up to +/-999.99 for the average annual change. The instructions will be updated to indicate that if the actual change is outside of this range, then the LEA should report either 999.99 or -999.99 and report the actual change in the Five-Year Forecast Assumptions.

See EMIS Manual Section 7.2, version 4.1.

First posted: 12/23/19
Last updated: 12/31/19
Completed: 12/31/19
Other
20-148 Update Five-Year Forecast for rows 21.010 - 21.060. If a district includes these unneeded rows in their submission, the records will be moved to the excluded records table; a fatal error will not be generated.

First posted: 12/23/19
Last updated: 2/9/20
Completed: 2/6/20
Other
20-149 Turn on the Supplementary Reports in the Kindergarten Readiness Assessment and the Fall ELA Collections (FY20). These reports are listings of the test results for students that are not on the district's missing lists.

First posted: 12/23/19
Last updated: 12/23/19
Completed: 12/19/19
Other
20-151 TLC Status report and disab ind code for PS. With the move from four PS subject codes to one PS subject code, the TLC Status report is not accurately setting the disab ind code for D8 or DP courses.

From the report explanation, "C = Student Population of D8 or SE. More than 50% of the students enrolled in the course must have a disability condition, and the course cannot fit into codes A or B. For Student Population, the Check Type Code (see below) is S."

However, for D8, the program was not looking to the % of students with a disability condition. It was looking only to the student population. The programming for codes A, B, C, and D all needed to be updated to include this percentage.

First posted: 12/23/19
Last updated: 12/23/19
Completed: 12/19/19
Other
20-152 Supplemental report for Fall Third Grade Reading. An updated Collection will be posted in order to turn on the supplemental report for FY20 Fall Third Grade Reading Collection.

First posted: 1/13/20
Last updated: 2/9/20
Completed:
1/23/20
Annual report update
20-153 Revert back to FY19 name for Industry Credential CG58. A name change was mistakenly requested for this credential for FY20. This change will return the name of the credential to "RISE Up Advanced Customer Service and Sales."

See EMIS Manual Section 2.8.1, version 3.1.

First posted: 1/13/20
Last updated: 1/16/20
Completed:
1/16/20
Correction
20-154 Add CTE program codes to FY20 G reporting. The work-based learning program codes and the CTSO leadership program code are all reportable in the FY20 Graduate Collection.

See Manual Section 2.9, version 10.3.

First posted: 1/13/20
Last updated: 2/9/20, 1/16/20, 1/15/20
Completed: 1/21/20
Policy change
20-157 Additional FY20 industry credentials. Two additional industry credentials will be added:
  • CP31: The Business of Retail: Operations and Profit
  • CP32: Leadership Excellence - Student
See Manual Section 2.8.1, version 3.1.

First posted: 1/13/20
Last updated: 1/21/20, 1/16/20, 1/15/20
Completed:
2/9/20
Policy change
20-158 CTE Course updates. Subject codes 178015 and 178025 were marked as to be deleted prior to FY21. See EMIS Manual Section 4.7, version 9.3.

For FY21, these two codes will be deleted as part of change number 21.4.

First posted: 12/20/19
Last updated: 12/20/19
Completed: 12/20/19
New federal law
20-159 TLC IRN/Calculated TLC IRN. The HQT element is still being used when evaluating the reported TLC IRN and determining the Calculated TLC IRN. This change will correct this. There are several pieces to this request. An updated Intial Staff/Course (L) Collection was posted on Jan 1. This updated collection stops any values being reported for the HQT element from coming into the Department. There are also programming changes that will remove the HQT element from the determination of the Calculated TLC IRN. Finally, the Teacher Licensure Course Status Report Explanation will be updated.

First posted: 1/13/20
Last updated: 2/9/20
Completed:
1/22/20
Correction
20-161 Expand the definition of Sent Reason option NP. This is a Manual change only. The purpose of this update to Sent Reason NP is to make clear that the code can also be used in cases where districts, at their own expense, place students in facilities other than non-public schools. The key points in using this code are that it is a district placement and it is at district expense.

See EMIS Manual Section 2.4, version 10.2.

First posted: 1/13/20
Last updated: 1/16/20
Completed:
1/16/20
Clarification
20-167 Update the ELA missing assessment process to include students sent to a BDD. The Early Learning Assessment Missing report is not including students sent to a BDD. We need to include them.

First posted: 2/10/20
Last updated: 2/19/20
Completed:
2/13/20
Other
20-169 Update max number allowed for PBISIMPSTG DN attribute. The current max value allowed for this attribute is 99. This will be extended to a max of 999.

First posted: 2/11/20
Last updated: 2/19/20
Completed:
2/19/20
Other
20-170 Perkins V Concentrator Definition Change. Perkins V changed the definition of "concentrator". The EMIS Manual will be updated accordingly. See EMIS Manual Section 2.6, version 10.1.

First posted: 2/11/20
Last updated: 3/27/20, 3/10/20, 2/27/20
Completed: 4/10/20
New federal law
20-171 Create CCP Funded No FS as a Level 2 report. This is an already existing report that is moving from the Received Files to a Level 2.

First posted: 2/11/20
Last updated: 3/26/20, 3/10/20
Completed: 3/27/20
Process improvement
20-177 Correct display of Prior Year (PY) columns in (WKCD-002) Where Kids Count Summary Report. A property within the manifest was incorrectly deleted, causing the display of the Prior Year (PY) columns to be all 0. Adding the property back will allow the comparisons to be visible across years.

First posted: 3/2/20
Last updated: 3/2/20
Completed:
2/27/20
Correction
20-179 Delete Financial (H) Supplemental Collection. The purpose of the Financial (H) Supplemental Collection is for districts to report capital assets. As capital assets are no longer being reported to the Department via EMIS (see change #20-91), this collection is no longer necessary. The non-capital asset items that have been a part of the Supplemental Collection will need to be finalized and reported as part of the Financial (H) Collection that closes on August 31, 2020. The Financial appeal will likely be moved up to be closer to the close of the Financial Collection. When this has been scheduled, the dates on the webpage will be updated. Newflash reminders about this change will go out closer to the May #2 release date.

First posted: 3/2/20
Last updated: 5/23/20
Completed: 6/9/20
Other
20-181 Work-based learning program codes. This change involves an update to EMIS Manual Section 2.9 Student Program (GQ) Record. These program codes will be included in the list of codes that require an Employee ID to be reported. This is not new reporting; this is just adding it to the Manual.

See EMIS Manual Section 2.9, version 10.4.

First posted: 3/10/20
Last updated: 3/13/20
Completed: 3/13/20
Other
20-182 Update reporting instructions for PS subject code. This is not new reporting, it is merely an update to EMIS Manual Section 4.2 Course Master (CN) Record. This section still has references and instructions for reporting PS when there were multiple PS subject codes. This change removes those references and corrects the instructions.

See EMIS Manual Section 4.2, version 7.0.

First posted: 3/10/20
Last updated: 3/13/20
Completed:
3/13/20
Documentation update
20-187 CTE Accountability March D POC Tech Asesmnt Only received file will become a Level 2 report. New CTE Technical Assessment Level 2 report with a focused data set from the CTAC-001 generated file. (CTAC-002) CTE Accountability March D POC Tech Asesmnt Only.

First posted: 3/26/20
Last updated:
Completed: 4/10/20
Process improvement
20-190 Create CCP Escalation Report. This will be a Level 2 report that presents information about CCP courses that have been escalated to ODE for resolution.

First posted: 4/8/20
Last updated:
Completed: 5/23/20
Process improvement
20-194 Update to SCR Conflicts report explanation. A change was made to the ODDEX/SCR code to exclude the '35' withdrawal codes from the SCR conflict checks; this change updates the report explanation.

First posted: 5/11/20
Last updated: 5/23/20
Completed: 6/8/20
Update
20-195(a) Changes to retention reporting. For this change, what has previously been Retention reporting for grades K-12 will become retention reporting for a subset of 3rd graders and will revolve around the Third Grade Reading Guarantee.
  • The collection itself will be renamed (the manifest code will remain the same)
  • The timing of the collection will be the same (i.e., opening in early August and closing before the end of August)
  • A retention reason will no longer be required reporting for students in grades K-2 or 4-12
  • A retention reason will be required only for a subset of 3rd graders
As the details of this change are worked out, the information in this change will be updated. Once the details are known, information will also be shared via the Newsflash.
 
  • 20-195(a): The documentation change. See EMIS Manual Section 2.6.
  • 20-195(b): The manifest and other work.

Note. Different versions of this change have been on previous change lists (20-24/62851 and 20-90/70537).

First posted: 4/8/20
Last updated: 5/23/20
Completed: 7/2/20
Process improvement
20-195(b) Changes to retention reporting. For this change, what has previously been Retention reporting for grades K-12 will become retention reporting for a subset of 3rd graders and will revolve around the Third Grade Reading Guarantee.
  • The collection itself will be renamed (the manifest code will remain the same)
  • The timing of the collection will be the same (i.e., opening in early August and closing before the end of August)
  • A retention reason will no longer be required reporting for students in grades K-2 or 4-12
  • A retention reason will be required only for a subset of 3rd graders
As the details of this change are worked out, the information in this change will be updated. Once the details are known, information will also be shared via the Newsflash.
 
  • 20-195(a): The documentation change.
  • 20-195(b): The manifest and other work.

Note. Different versions of this change have been on previous change lists (20-24/62851 and 20-90/70537).

First posted: 4/8/20
Last updated: 5/23/20
Completed: 7/16/20
Process improvement
20-196 Add CJ35 back to Manual. CTE has requested that GW code CJ35--Ohio State Dental Board - Dental Assistant Radiographer's Certificate be added back to the EMIS Manual as an active credential.

First posted: 5/11/20
Last updated:
Completed: 5/23/20
Policy change
20-199 CCP Projected/Non-Payment Reports. This report shows information about CCP courses that will not be paid for as well as projected payment as of a point in time for CCP courses.

First posted: 5/11/20
Last updated:
Completed: 6/18/20
Process improvement
20-200 New Gen Issue: No position status changes from Initial Staff/Course (L) Collection to Final Staff/Course (L) Collection. This will be a district-level check. Staff members reported in the Initial L Collection with a position status of C, A, or I should not then be reported in the Final L Collection with a position status of U for that same position code. This check will alert districts that such a change in reporting has occurred.

First posted: 5/11/20
Last updated:
Completed: 6/8/20
Process improvement
20-202 New Gen Issues check, Preschool Transition Conference. A student level gen issues check to help districts report preschool transition conference events that impact their Indicator 12 results. This one new check will replace checks 179, 181, 470, 473, and will provide additional information that wasn't captured in those checks. The new check will tell the district what is potentially wrong.

First posted: 6/8/20
Last updated:
Completed: 5/23/20
Policy change
20-204 Add CH26 back to Manual. CTE has requested that GW code CH26--National Healthcare Association (NHA) - Certified Patient Care Technician (CPCT) be added back to the EMIS Manual as an active credential.

First posted: 5/13/20
Last updated:
Completed: 5/23/20
Policy change
20-208 Update CTE Program of Concentration element description in FN Record. A slight update to this portion of Section 2.6 to clarify.

First posted: 6/8/20
Last updated:
Completed: 6/8/20
Clarification
20-211 Update to Student Program (GQ) Record regarding LEP codes. Update to reporting instructions for LEP program codes.

First posted: 6/8/20
Last updated:
Completed: 6/8/20
Correction
20-113 Missing List for FY20 Other Accountability Assessment (A) Collection. ACT/SAT results have been received and loaded. This change will therefore turn on the missing list for this collection. Note that this change is being released outside of the regularly scheduled release dates due to staff vacations.

First posted: 6/16/20
Last updated:
Completed:
Other
20-214 Update FN & COVID sections for retention element. The reporting instructions for the Retention Element are missing option N in two different places. This needs to be corrected both in the regular FN section and in the special COVID section.

First posted: 6/16/20
Last updated:
Completed: 6/18/20
Correction
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