Ohio Department of Education Topic News

EMIS Newsflash – July 16, 2018


FY18 Final Staff/Course (L) Collection, v9
Please refer to the Release Notes for details regarding this updated collection request.

Data Review and Appeal Windows Open for 2018 Student and Assessment Data
Beginning Thursday, July 19 through Friday, July 27, superintendents of traditional districts, community schools, JVSDs, STEM districts, and educational service centers may conduct the required review of their student and assessment data reported in EMIS during the 2018 school year, including assessment data for grades three through eight and end-of-course data. These data will not only affect many measures on the 2018 Ohio Report Cards, but will also impact the amount of state funding received by the district.

Superintendents are to signify whether these data are accurate as they complete the “2018 Report Card Data Review Part 1” form, which is within the Forms application in SAFE, due on Friday, July 27. Please note the “2018 Report Card Data Review Part 2” form will be available next month for data due in mid-August.

A superintendent who finds inaccurate data should submit an appeal by the July 27 deadline, using the appropriate appeal in the Forms application in SAFE:
  • 2018 Data Appeal for Spring State Grades 3-8 Assessments
  • 2018 Data Appeal for Spring End-of-Course Assessments
  • 2018 Data Appeal for Fall 3rd Grade Reading
  • 2018 Data Appeal for Student Data
The superintendent, EMIS coordinator, and superintendent designee all have access to fill out the data appeal forms. The forms are not officially submitted to the Department until the superintendent approves the form and completes the process.

Districts are encouraged to submit data appeals in advance of the July 27 deadline. Districts that have appeals submitted and approved early will have more time to resubmit corrected data.

Please note this is the only opportunity to appeal 2018 student data. A district’s own student data will not be subject to appeal during the 2018 funding data appeals. Districts are encouraged to leverage all funding and report card-related reports available to review and assess the accuracy of their student data before the deadline. The funding data appeals will provide an opportunity to appeal cross-district data (such as community school funding flags and overlapping enrollment).

For answers to questions regarding the data appeals, please contact the Office of Data Quality.
New Level 2 Report Now Available for CTE Reporting
FY2018 CTE Participant
There are three new reports available to districts offering CTE education that flag EMIS reporting issues and show counts associated with CTE Participants. This data will impact the Indicators Met indicator on the 2018 CTE Report Card, as well as, nontraditional participation on the 2019 CTE Report Card. Please review each report to ensure accurate and complete reporting. See the General Issues Report Explanation for a more detailed explanation of each check. For questions, contact or
  • IS0436 – Gen Issue distributed to districts with low CTE Participant counts.
  • IS0437 – Student level report. Identifies which subject code the student met the definition of a CTE Participant in for FY18 in the reporting district.
  • IS0438 – Student level report. Indicates if the student meets the definition of a CTE Participant at the CTPD (distributed to the lead district).
Files Recently Distributed
Files were copied out to the data collectors earlier today. Please see the file name below. A file description has been included as these have not previously been released. File descriptions can also be found on our website.
2018_RPTCRD_Chronic_Absenteeism_<file date>.xls
Report Card Chronic Absenteeism
The Chronic Absenteeism Indicator is new to the 2018 report card. This file contains 3 tabs for public districts (DIST_SUMMARY, DIST_DETAIL, and BLDG_SUMMARY) and 2 tabs for STEM schools and community schools (BLDG_SUMMARY and BLDG_DETAIL).
The DIST_SUMMARY and BLDG_SUMMARY tabs include the CHRONIC_ABSNT_NUMER, which is the sum of all student FTEs for those students who had at least 100 possible attendance hours and were absent for at least 10% of those hours. They also include the CHRONIC_ABSNT_DENOM, which is the sum of all student FTEs for those students who had at least 100 possible attendance hours, and the CHRONIC_ABSNT_PCT, which is the overall chronic absenteeism percentage. These tabs also include the same data for the 2016-2017 school year (CHRONIC_ABSNT_NUMER_LY, CHRONIC_ABSNT_DENOM_LY, and CHRONIC_ABSNT_LY) to show the year-to-year change in the chronic absenteeism percentage.
The DIST_DETAIL and BLDG_DETAIL tabs contain SSID-level data for the 2017-18 school year. They include total attendance hours (ATTND_HOURS_COUNT), absent and unauthorized absent hour counts (ABSNT_HOURS_COUNT, UNAUTH_ABSNT_HOURS_COUNT), total absent hours (TOTAL_ABSNT_HOURS), total possible attendance hours (TOTAL_HOURS), absent percentage (ABSNT_PCT), and the student’s FTE (STDNT_BASE_FTE). Public districts can see building-level details by filtering the DIST_DETAIL tab on specific ORG_IRN numbers.
SDC Now Open
The SDC is now open for review of many of the reports related to the 2018 Report Card data.
SDC Release Notes
SDC release notes are posted in a separate SDC Release Notes document on ODE’s website here. The website provides a list of SDC reports, a high level description of whether or not each report is ready for district review, and any important additional details about the status of the report, including any known issues associated with the report as of the last date the website is updated.  
SDC Release Notes will also continue to be included in the EMIS Newsflashes that go out when the SDC is open.
SDC Release Notes as of July 16, 2018
  • None