Ohio Department of Education Topic News

EMIS Newsflash – July 25, 2012


Supplemental Diploma Submission for FY2011 Open Until 2:00 PM Friday, July 27, 2012

The information below was just sent to district Superintendents and Treasurers.  The link below is for the form that is to be used for this supplemental submission.  

To:       Superintendents, Treasurers, and EMIS Coordinators     
From:   Stan Heffner, State Superintendent of Public Instruction

John Childs, Chief Operating Officer

William Zelei, Associate Superintendent

Date:  July 25, 2012

RE:     Supplemental Data Submission for 2011 Diplomas – IMPORTANT PLEASE READ

As you will recall, graduation data for the 2010-2011 school year will be reported as a Four-Year Adjusted Cohort Rate as mandated for all states by the United States Department of Education (USDOE).  In January, as a result of graduation data entered by your school district from May 27, 2011 to December 21, 2011, the Ohio Department of Education (ODE) submitted Ohio’s 2011 Four-Year Adjusted Cohort Graduation Rate to USDOE as required.  

ODE presently has the opportunity to submit supplemental graduation data for the Class of 2011 to USDOE.  ODE is required to submit any validated supplemental 2011 graduation data no later than July 31, 2012.  In order to insure that the most accurate 2011 graduation data is submitted, ODE is providing a brief opportunity for districts to submit supplemental 2011 graduation data outside of the required EMIS process. 

Any school district electing to submit any supplemental Class of 2011 graduation data shall do so no later than 2:00 p.m. on Friday, July 27, 2012. This one-time supplemental data submission may only be utilized by a school district that has determined that a 2011 graduate was not submitted by the previous EMIS deadline.   This supplemental data submission is not an opportunity to change previously submitted EMIS data.  Rather, this data submission is to insure that all diplomas for the Class of 2011 are completely

reported.  Upon validation, supplemental data submitted will appear on the district and/or school building local report cards scheduled for release in August.   

To participate, your school or district must accurately complete and submit all data fields in the required template located on ODE’s website via:

Supplemental Diploma Submission

WARNING:  Given the supplementary data deadline and validation process required by USDOE, any school district that fails to accurately submit required data for validation by 2:00 p.m. on Friday, July 27, 2012, will not have supplemental included in the district and/or school building local report cards.  Additionally, please note that if your school district submits any supplementary data that includes any validation errors, such data will not be added to your school district’s 2011 graduation count.  There will be no exceptions.   

To participate, your school district is required to submit supplemental data in the required template via your ITC through the EMIS Help Desk by 2:00 p.m. on Friday, July 27, 2012.  ODE will not validate any late submissions.  Additionally, any submission must be accompanied by the following signed assurance: 

Superintendent Assurances and Attestation

This supplementary data submission for 2011 diplomas includes only 2011 graduates not previously submitted by my school district to ODE by the required EMIS deadline.  

(Note:  2011 Graduates are those students who were awarded a diploma on or after the first day of the 2010-2011 school year and before the first day of the 2011-2012 school year.)

My school district has any/all necessary documentation substantiating the fact that for any student data submitted, the student was awarded a 2011 diploma – including evidence of passage of the required state assessments.   My school district acknowledges that any student’s data submitted in this supplemental data submission should have been reported during the 2011 EMIS Graduate Reporting Period (G).  My district will complete and submit a Corrective Action Plan (CAP) to ODE by August 17, 2012.  The CAP will outline the steps and processes my district will implement to ensure complete data is submitted in the future within the required EMIS reporting periods.   (Note: ODE will send specific instructions related to the CAP to any school district that is validated for supplemental data inclusion.)

I further understand that this supplementary data submission remains subject to audit at any time.  Per Ohio Revised Code 3301.0714 (N):

“The state board of education, in accordance with sections 3319.31 and 3319.311 of the Revised Code, may suspend or revoke a license as defined under division (A) of section 3319.31 of the Revised Code that has been issued to any school district employee found to have willfully reported erroneous, inaccurate, or incomplete data to the education management information system.”

By electronic submission, my signature attests that these statements and all data submitted in the required template are a true and accurate reflection of 2011 supplemental diploma data for my school district.

Superintendent’s Signature:                          _______________________________________

Superintendent’s Name (Typed or Printed):_______________________________________

Superintendent’s Email (Typed or Printed):_______________________________________

Date:                                                              _______________________________________