EMIS Newsflash – April 25, 2013
New Special Collections sections of the EMIS Manual have been posted. The Special Collections sections contain information about the reporting requirements for the E-Transcript and Student Records Exchange reporting. Special collections are data sets that are not reported during standard EMIS reporting periods. Special collections requests are optional for EMIS reporting entities. LEAs are not required to participate in these special collections but LEAs may find it helpful to participate. Participating LEAs will determine the frequency of their data collections.
Information on how districts can participate in the E-Transcript and Student Records Exchange projects will be forthcoming in future months. The data requirements are being published now so that software vendors can evaluate and plan if/when/how they will support data extractions for these projects.
The E-Transcript sections in the EMIS Manual provide instructions in relation to reporting student high school transcripts to US colleges and universities participating in the E-Transcript initiative. The elements needed for E-Transcript will be collected using the existing EMIS infrastructure, but the data will not be processed by ODE in the same way as regular EMIS data. The data will be sent to a non-ODE data repository. After a transcript for a student is requested and released by the district, the data will be delivered to colleges and universities.
The Student Record Exchange sections in the ODE EMIS Manual provide instructions in relation to reporting student school records to school districts participating in the Student Record Exchange initiative. The elements needed for the Student Record Exchange will be collected using the existing EMIS infrastructure, but the data will not be processed by ODE in the same way as regular EMIS data. The data will be sent to a non-ODE data repository. After student data is requested and released by the district, the data will be delivered to the requesting school.
There are new sections for the Special Collections, but several record types from regular EMIS reporting are also included in the Special Collections reporting. The existing record type sections have been updated to indicate what elements are reported in the Special Collections. The previously existing record types that are included in the Special Collections will now be listed in two places on the EMIS Manual web page, once in the regular EMIS reporting sections indicating the applicable versions for each reporting period and once in the Special Collections section. Please note: EMIS Manual Section 2.8 – Student Assessment Record (FA) will be forthcoming for the Special Collections section.