Potential 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.

FY21 Changes

Date last updated: Wednesday, September 16, 2020

Change #
Data Set
Release/
Status
Short Title and Description Reason for Change
 

FY21 Change List

 
21-83
Staff/Course
Sep #2
Allow position code 225 to be reported as teacher of record. To provide flexibility to districts in light of COVID-19, long terms substitutes who become the teacher of record can be reported as a position code 225 rather than a position code of 230. Note that this change is for FY21 only.

First posted: 9/8/20
Last updated:
Completed:
New state law, COVID-19 flexibility
21-82
Student
Oct #1
Add new fields reported on GI record in SCR Collection. Add the following fields to the Student Demographic Record (GI) Record reported in the SCR Collection: Summative Racial/Ethnic Group and
Native Language. If either value is null, the record would not fatal in the SCR Collection.

First posted: 9/8/20
Last updated:
Completed:
Other
21-81
Assessment
Unscheduled
Integrate local test window into enrollment missing list processes. Change 21-68 introduced the reporting of the local district test window. This change will update the relevant missing lists.

First posted: 9/8/20
Last updated:
Completed:
Other
21-78
Student
Oct #1
New Gen Issues Check- Initial Student Collection- DD/KG. This check will identify students who are entering KG who were reported last year with Disability Condition option 16 Developmental Delay (DD) and are starting KG either as DD or with no disability condition and an ETR was not yet completed to determine the school age disability. There was a temporary change made to allow KG/DD for FY21 up through 12/1/20 (see change 21-54).

First posted: 9/8/20
Last updated:
Completed:
New check
21-76
Student
Unscheduled
Standardize DN Ranges. Make all DN calendar attribute ranges 0000000100–0000120000. This is being done as part of a complete review of EMIS Manual Chapter 5.

First posted: 9/1/20
Last updated:
Completed:
Manual review
21-75
Student
Unscheduled
Remove 'INFOTECIRN' DN Attribute. This attribute is no longer needed and so will be removed. This is being done as part of a complete review of EMIS Manual Chapter 5.

First posted: 9/1/20
Last updated:
Completed:
Manual review
21-74(a), (b)
Staff/Course
(a) Oct #1
(b) Nov #1
Collect course grades on new record type. This record type will be in its own collection. In addition to identifying the course and student, the record will include information on the grade earned (A-F, P [pass], I [incomplete], U [unknown]), term the grade represents (e.g., 1st quarter/9 weeks, 2nd semester, end of year), and status of the grade (in progress, interim term, or final end of course).
First posted: 8/12/20
Last updated: 8/13/20
Completed:
SLDS grant
21-73
Student
Sep #1
Collect attendance data on Student Standing (FS) on all records in main S reporting windows. Currently, the main S collections at the start of the year only require attendance data on closed FS records (records with an end date). In FY21, all FS records should include the attendance and absence information when reported to ODE. Note that this does not include reporting for the Student Cross Reference Collection. Attendance reported on an open (no end date) FS record in windows prior to the final S window should be reported in the same way as attendance is currently reported in the final S window.

First posted: 8/12/20
Last updated:
Completed:
SLDS grant
21-72
Student
Sep #1
Collect Discipline (GD) data year-round. Report discipline events in EMIS as they occur throughout the year. Include the GD record type in all of the main Student (S) collections. No changes to options or other reporting instructions.

First posted: 8/12/20
Last updated:
Completed:
SLDS grant
21-70
Assessment
Sep #1
Remove KG students who enroll after last day of test window from KRA missing. Last year we modified the report to remove any students from the missing if they were in last year's missing table. The table contains students who were enrolled during the KRA test window. Students who enroll after the test window and repeat KG the following year will appear on the missing list. However, repeat Kindergarteners should not appear on the missing as they are not required to test.

First posted: 8/11/20
Last updated:
Completed:
Other
21-69
March
Nov #1
Remove Other Follow-up Status element option X. Remove option X from Other Follow-up Status element for 2021 March D.

First posted: 8/11/20
Last updated:
Completed:
Policy change
21-68
Assessment
Sep #2
Add DN attribute for First Day Test window to Assessment Missing reports. This is related to EMIS change 20-94. The DN attributes collected need to be incorporated in the associated  Assessment Missing reports - FY21 Fall 3rd ELA, Spring 3-8, and Spring EOC.

First posted: 8/11/20
Last updated:
Completed:
Other
21-67
Student
Aug #1
Completed
Update to PBIS Reporting Instructions. A Manual update to clarify the reporting for every building IRN, including those that are preschool only. See EMIS Manual Section 5.3 version 10.1.

First posted: 8/11/20
Last updated:
Completed: 8/13/20
Clarification
21-63
Grad
Aug #1
Completed
Add GRAD-002 Report to FY20 Grad Collection. Need this added to G so that districts will see when a student has been added to the grad cohorts.

First posted: 8/11/20
Last updated:
Completed: 8/11/20
Other
21-62
Student
Sep #1
Add check on students who should not be reported as PS grade based on their date of birth. Students should be less than six years of age as of September 30 to be preschoolers. Will add a critical to indicate when student reported as PK has age/date of birth out of range.

First posted: 8/11/20
Last updated:
Completed:
Other
21-61
Financial
Aug #1
Completed
New USAS Fund Code: 510. The FUND_DESCR is "Coronavirus Relief Fund".

First posted: 8/11/20
Last updated:
Completed: 8/12/20
New state law
21-60
Staff/Course
Sep #1
Updates to TLC status report checks for FY21. This change is to delete checks for deleted courses; add checks for any added courses; correct found typos; and to transfer the checks from FY20 to FY21.

First posted: 7/12/20
Last updated:
Completed:
Other
21-59
Building/District
Unscheduled
Develop DN Reference table to be added to Section 5.3 of the Manual. A table that details the DN attributes allowed/required/range of values by Org Type and Manifest Code to be added to Section 5.3.

First posted: 7/12/20
Last updated:
Completed:
Documentation enhancement
21-57
Staff/Course
Sep #2
Flexibility for teacher licensure for FY21 only. HB 164, passed June 19, 2020, allows flexibility for teachers with 3+ years of experience and a professional or resident educator license who are teaching in regular ed classrooms. The flexibility allows such one to teach a subject area or grade level for which the person is not licensed that is within two grade levels of the person’s licensure grade band. The TLC Status report will be updated to reflect this.

First posted: 8/11/20
Last updated: 9/8/20, 9/1/20
Completed:
New state law, COVID-19 flexibility
21-56(a), (b)
Staff/Course
(a) Sep #2
(b) Oct #2
Course grades as EOC test scores. HB164 allows students taking courses with an EOC exam in the spring of FY20 to use the grade in that course as their exam score. Will be reported with Score Not Reported option W. Note that this is an FY21 change and so will not be reported for students who graduated in FY20.
  • (a) Technical work - Sep #2
  • (b) Documentation update - Oct #2

First posted: 7/12/20
Last updated: 8/12/20, 7/18/20
Completed:
New state law
21-55
Student
Sep #1
Limit DD for Preschool grade students based on age and effective date. This change is NOT temporary. When Preschool grade students are reported to EMIS with the DD category, there should be a check on the student's grade level and age. Preschool grade students who are age 6 or older can only use the DD disability condition until December 1. (Note. DD = Student Attributes-Effective Date (FD) Record, Disability Condition Element, Option 16 Developmental Delay))

First posted: 7/12/20
Last updated: 8/12/20
Completed:
Process improvement
21-54
Student
Sep #1
Allow DD disability condition for KG grade for FY21 only. This change only applies to the 2020-2021 school year. This is being allowed due to the ordered school-building closure that occurred at the end of FY20. In FY21, students in kindergarten (age does not matter) should be allowed to use the DD disability condition with effective date records between July 1, 2020, and December 1, 2020. Effective December 2, 2020, the rule will go back to only allowing preschool students to use DD. (Note. DD = Student Attributes-Effective Date (FD) Record, Disability Condition Element, Option 16 Developmental Delay))

First posted: 7/7/20
Last updated: 8/12/20
Completed:
Other, COVID-19 flexibility
21-53
Staff/Course
Aug #2
Completed
TLC Status report: CompTech. This is related to 20-49, which was to automate the process of making teachers with a comptech endorsement AND an OAE compsci exam properly certified for certain courses. The logic to check on the credential/exam was completed in FY20 for 20-49. This change is to complete the course logic.

First posted: 7/7/20
Last updated:
Completed: 8/27/20
Process improvement
21-52
Student
Jul #1
Completed
Clarify on Special Ed Event Record PSTC reporting requirement for DOR. An update to the Manual to clarify that the district of residence reports the PSTC even if unable to attend. See EMIS Manual Section 2.13, version 7.1.

First posted: 7/7/20
Last updated: 7/7/20
Completed:
7/2/20
Clarification
21-51
Building/ District
Jul #1
Completed
Make attributes STUPSTCBTR & STUPSTCAT on the DN Record required. It is not currently required that districts report a count for attributes STUPSTCBTR & STUPSTCAT on the DN Record. This change
would require districts to report '0' (zero) if they have nothing to report. This would confirm that the district had nothing to report. This data is used for the calculation of Indicator 12 for the special education report card.

First posted: 7/7/20
Last updated: 7/7/20
Completed:
7/2/20
Other
21-50
Staff/Course
Nov #1
Integrate PLTW certifications into teacher cert checks. Considering the feasibility of automating teacher overrides for teachers who complete Project Lead the Way (PLTW) trainings.

First posted: 7/7/20
Last updated: 9/16/20, 8/11/20
Completed:
Process improvement
21-49
Student
Unscheduled
Update retention element options. Update the Retention Element options based on the updated retention reporting (no longer collecting for K-2 and 4-12).

First posted: 6/16/20
Last updated:
Completed:
Process improvement
21-48(a), (b)
Student
(a) Aug #1 Completed
(b) Nov #2
 
Add Work-based learning hours to March D. This change is to collect the hours of work-based learning a student accumulated related to their program of concentration during March D. The hours should be related to the program of concentration that the LEAs choose for accountability during March D and can total 1,000 or more.
First posted: 7/12/20
Last updated: 9/8/20, 8/11/20
Completed: (a) 8/17/20, (b)
Policy change
21-47
Student
Jul #1
Completed
3rd Grade Retention Missing List. Automate logic to construct the 3rd Grade Retention Missing List while FY20 reporting is still open.

First posted: 6/16/20
Last updated: 7/2/20
Completed: 7/20/20
Process improvement
21-46
Cancelled
This change is a duplicate of 21-13 and has therefore been deleted. Last updated: 8/11/20.  
21-45
Staff/Course
Aug #2
Completed
1-Year Temporary Credentials for Proper Cert. 1-year temporary licenses will need as "full licenses" for purposes of proper certification. This change will only be valid in FY21 as this is in response to the COVID-19 building closure.

First posted: 6/9/20
Last updated:
Completed: 8/27/20
New state law
21-44(a), (b)
Student
(a) Sep #2
(b) Nov #1
Resume collection of Grad Core for non-grads (20-112, 79570). At one time, the GC record was collected each year to show a student's progress towards meeting graduation credit criteria. Some emerging business rules would require having the GC record for non-graduates. Likely to implement as a separate collection window, due to need for districts to update records in the early fall to correct errors from prior year in final grades and credits earned.
  • (a) Documentation updates - Sep #2
  • (b) Process/technical changes - Nov #1
First posted: 6/9/20
Last updated:
Completed:
Process improvement
21-41
Multiple
Unscheduled
New GW table in section 2.8.1. Create a new section in the manual to clarify when credentials are valid to be earned so that it's clear that the manual contains more credentials than are valid to be earned in a given year. This change is still under discussion. This could be a new, separate table, or it could be an addition to the current GW table.

First posted: 6/9/20
Last updated:
Completed:
Documentation enhancement
21-40(a), (b)
Student
(a) Jul #1
Completed
(b) Jul #1
Completed
Remove the Grade Level Infant/Toddler from EMIS. Remove the Infant/Todler grade span from being an allowed value on the FD090 - State Equivalent Grade level element. Students are not supposed to be reported to EMIS until they are age 3, the Infant/Toddler grade span used to be used for students age 0-2, but has not been needed for many years.
  • (a) Manual updates - Jul #1. Completed: see EMIS Manual Section 2.5, version 10.0.
  • (b) Processing/technical updates - Jul #1. Completed
First posted: 6/9/20
Last updated: 6/16/20
Completed: 7/2/20
Other
21-39
Staff/Course
Aug #2
Completed
New temporary credentials. The Office of Educator Licensure has added new professional classifications: "Temporary Alternative" and "Temporary Interim". These new types are for FY21 only; they are to assist teachers who were unable to get a license due to the COVID-19 related building closure.

First posted: 6/9/20
Last updated:
Completed: 8/27/20
New state law
21-38
Student
Sep #1
Completed
Change How Received X checks (MR.0053, MR.0054) from Critical to Fatal. In FY20, we implemented two new checks around How Received code X when a disability code is being reported. The checks were implemented as Critical Errors. This change request is to make the errors Fatal Errors for FY21.

First posted: 6/9/20
Last updated:
Completed: 8/27/20
Process improvement
21-37
Assessment
Unscheduled
AASCD Redesign (20-139). 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.

Because there was no Spring Alternate Assessment Collection in FY20 due to COVID-19 building closures, this change was moved from FY20 to FY21.

First posted: 6/9/20
Last updated:
Completed:
Policy change
21-36
Student
Unscheduled
Expand DN Missing List to require PE Evaluation at appropriate grade band for each building within a district. In FY20, we currently only require that if PE Evaluation data is reported for a LEA that it include either all levels (Limited, Proficient, Advanced and Not Evaluated) or ** (means not evaluated).  For more accuracy, we need to expand the requirements to ensure that each building within an LEA provides a levels for each grade band that a building contains (per OEDS).

First posted: 6/9/20
Last updated:
Completed:
Process improvement
21-34
Staff/Course
Nov #1
CT middle school validations and cert checks (78173). Discussions are underway to potentially automate the current manual CTE overrides for those with the middle school validations who are teaching CTE courses with curriculum code VM.

First posted: 6/9/20
Last updated: 9/16/20, 8/11/20
Completed:
Process improvement
21-33
Staff/Course
Aug #2
Completed
New credential -- Military Science. This license will take the place of the "Military Science" teaching field. Those with this license can teach the same courses as those with the teaching field.

First posted: 6/9/20
Last updated:
Completed: 8/27/20
New state law
21-29
Multiple
Sep #1
Update from "LEP" to "EL". EMIS Manual and other EMIS documentation needs to be updated to change the current language of LEP (Limited English Proficiency) to EL (English Learner).

First posted: 6/9/20
Last updated:
Completed:
Policy change
21-28
Student
Jul #1
Completed
ESCs report discipline data. To clarify in EMIS Manual Section 2.11 Student Discipline (GD) Record that ESCs that are educating preschool students are to report discipline incidents for their students. See EMIS Manual Section 2.11, version 7.0.

First posted: 6/9/20
Last updated: 7/2/20
Completed: 7/2/20
Other
21-27
Student
Oct #1
Changes Requested to EMIS Post Processing File:  FED_CHILD_COUNT (20-27). This change is, in part, triggered by upcoming changes in reporting specifications, as mentioned by the federal Office of Special Education Programs (OSEP) for EDFacts reports FS002 and FS089.

First posted: 6/9/20
Last updated: 9/8/20
Completed:
Other
21-25
Staff
Unscheduled
Create Principal Assurance Detail Level 2 Report. Develop new Principal Assurance Detail Level 2 report of Building > Teacher > List of Courses. This will help to provide daily report of the courses, so that when the sign-off by building principals occurs at the end of the Initial Staff/Course Collection, districts will already know who will be included on the sign-off report.

First posted: 2/18/20
Last updated:
Completed:
Report improvement
21-24(a), (b)
Staff
(a) Jul #1
Completed
(b) Aug #2
Completed
Remove position code 509. This position code was created for a (past) Governor's program that has not been in effect for many years. The code will be removed from the EMIS Manual and records with this code will not be reportable to EMIS.
  • (a) EMIS Manual - Jul #1. Completed: see EMIS Manual Section 3.9, version 8.0.
  • (b) Technical work - Aug #2. Completed.
First posted: 2/18/20
Last updated: 7/2/20
Completed:
(a) 7/2/20; (b) 8/27/20
Policy change
21-21
Staff/Course
Aug #2
Completed
Substitutes on TLC Status report (20-168). The two new substitute credentials that began being issued in FY20 were added incorrectly; this was causing some courses to be incorrectly marked as properly certified on the TLC Status report. This will be corrected before the TLC Status report begins running for FY21.

First posted: 2/18/20
Last updated:
Completed: 8/27/20
Other
21-20
Student
Jul #1
Completed
Majority of attendance review (66342, 20-59). This change is to consolidate/simplify the dates for Majority of Attendance that are listed in the EMIS Manual. The MOA IRN end date will be March 31 for all students. See EMIS Manual Section 2.6, version 11.0.

First posted: 2/11/20
Last updated: 5/11/20
Completed: 7/2/20
Policy change
21-19
Course
Jul #1
Completed
CTE Subject Code Updates. Potential name/description updates to subject codes 178019 and 178028. See EMIS Manual Section 4.7, version 10.0.

First posted: 2/18/20
Last updated: 6/16/20
Completed: 7/12/20
Policy change
21-15
Staff/Course
Aug #2
Completed
New Elementary licenses added to TLC status checks. In Spring 2020, ODE will begin issuing two new licenses -- one for regular education grades P-5, and one for intervention specialist grades P-5. For the purposes of the TLC status report checks, they will operate like the EC P-3 and the ES P-3, where educators can teach any subject within that grade band, for the allowable student population. EC P-3 and ES P-3 will still be renewable.

First posted: 2/11/20
Last updated:
Completed: 8/27/20
New state law
21-13
Assessment
Unscheduled
FY21 Industry Credential Changes. This is a placeholder anticipating that the Office of Career-Tech will add and/or remove Industry Credentials in FY21.

As it becomes available, additional information will be included here.

First posted: 2/11/20
Last updated:
Completed:
Policy change
21-11
Assessment
Unscheduled
Comprehensive Review of Industry Credentials. CTE will be completing a comprehensive review of the credential list to build the 2022 credential list. There is a possibility for a large number of changes.

As it becomes available, additional information will be included here.

First posted: 2/11/20
Last updated:
Completed:
Update
21-10(a), (b)
March D
(a) Jul #1
Completed
(b) Nov #2
New placement category for March D. For Perkins V, we are required to collect an additional placement category for March D starting in 2021. The category will be called Service Program or Peace Corps and have the same valid options as the existing placement categories in the collection. First posted: 2/11/20
Last updated: 6/9/20
Completed: (a) 7/2/20
New federal law
21-9
Course
Jul #1
Completed
Update CTE  course names. Course names for the following CTE courses have been updated over the years by CTE but not communicated to EMIS. These do not represent content changes from the current courses.

Subject Code     Updated Subject Name
170801            Maritime Occupations
176002            Flux Cored Arc Welding

See EMIS Manual Section 4.7, version 10.0.

First posted: 2/11/20
Last updated: 5/23/20
Completed: 7/12/20
Update
21-8
Staff/Course
Aug #2
Completed
Three new endorsements. The three new endorsements will be for Drama/Theater (050335), Computer Science (111790), and Media Arts (050975).

First posted: 6/9/20
Last updated:
Completed:
New state law
21-7
Course
Sep #1
Completed
FY21 CTE course changes. CTE is adding a VM curriculum code option for the following subject codes starting in FY21. The min/max course hours are 30-90 and the grade band is 7-10. Subject codes:
  • 177000
  • 177011
First posted: 2/11/20
Last updated:
Completed: 8/27/20
Policy change
21-6
Staff/Course
Aug #2
Completed
2-year Provisional STEM (6-12) License (20-121). This license is a new credential that was first able to be issued in 2019. It is a "valid in" license and is valid for STEM schools.

First posted: 2/11/20
Last updated:
Completed: 8/27/20
New state law
21-5
Course
Completed
FY21 CTE Program Matrix Changes. CTE has made the following course change for FY21:
  • Remove subject codes 178015, 178025, and 990371 (marked in FY20 as to be deleted)
  • Update maximum hours for all VM courses except subject code 990364 to 90hrs
  • Update maximum grade level for all VM courses except subject code 990364 to 10th grade
  • Update subject description for subject code 178027 to "Construction Surveying and Site Logistics"

See EMIS Manual Section 4.7, version 9.3.

First posted: 12/20/19
Last updated: 12/20/19
Completed:
12/20/19
New federal law
21-4
Course
Unscheduled
Deletes from FY20 (i.e., subject codes, etc.). This change will include everything marked in FY20 as to be deleted prior to FY21.
  • 20-106(b) (78830) -- delete marked RIMP codes
  • 20-121(b) -- Add STEM license (81/TM)
  • 20-136(b) -- delete subject code 990371
  • 20-158 -- delete subject codes 178015, 178025 (also see change 21-5)
First posted: 11/27/19
Last updated: 12/20/19, 11/27/19
Completed:
Varies
21-2
Course
Unscheduled
PE course updates (70811, 20-92). The business office has requested changes to the phys ed subject codes.

As it becomes available, additional information will be included here.

First posted: 2/11/20
Last updated:
Completed:
Policy

Last Modified: 9/16/2020 3:35:29 PM