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Ohio Department of Education Topic News

EMIS Newsflash – March 21, 2014

3/21/2014

Reporting of CTE Technical Assessments (GY) Now Allowed in March (D) Period
In the past, only CTE Industry Assessments (GU assessment type) have been reported in the March (D) reporting period.  Effective immediately, CTE Technical Assessments (GY assessment type) can also be reported for students who are included in the GV record extract for March.  This represents a final opportunity to add any missing GY assessments to the data set that will be used on future CTPD report cards.
 
Any GY assessments previously reported in a yearend reporting period do not have to be resubmitted in March, as the March records for both GU and GY are combined with records of the same type from the prior yearend during perform report and CTPD report card processing.  It is also acceptable, though not required, to re-report scores in March that were previously reported in yearend.
 
Many districts use the Flat File Editor (FFE) to manage their March data.  It is possible to use FFE to combine the FA extract for the prior yearend with the FA extract for March, and then export both sets with the label for the same fiscal year and March reporting period.  If a district uses this approach, the non-GU and non-GY assessment types from the yearend file will be ignored by the March collection request.  If a GY record is included for a student not included in the GV extract, that GY record will be placed in the excluded records table/preview and will not be sent to ODE.  The State Software Development Team has provided your ITC with instructions on merging these files if you have questions.
 
In addition, with both 13D and 14D being open at the same time, districts will need to take care that the data from each year is preserved outside FFE.  FFE can only hold one year’s data at a time, so districts should make sure to keep a copy of their latest updated 14D data outside of FFE before re-loading their 13D back into FFE, and vice versa before switching back to 14D.  Districts need only resubmit 13D data if they had issues with their last submission (missing data or missing update status) of GV or FA data when 13D was previously open, or if they failed to report GY assessment types for CTE concentrators in the 12N reporting period.  The same would apply for including 13N GY data in the 14D submission- it is only required if there were issues in the 13N GY submission.
 
New Five Year Forecast Collection Request for FY14 Reporting
The Five Year Forecast (P) Collection Request for FY14 updates has been made available; however districts will not be able to submit required updates until the reporting period opens on April 1, 2014. The  FY14 P Release Notes have been attached to this e-mail and will provide pertinent information about the collection request. 
 
Updated FY14 March Reporting Collection Request – v2 Released Today
An updated version (2) of the FY14 March (D) Collection Request is available today.   Please refer to the attached FY14 D Release Notes for more specific information regarding the collection request. 
 
Updated FY13 March Reporting Collection Request – v2 Released Today
An updated version (2) of the FY13 March (D) Collection Request is available today.   Please refer to the attached FY13 D Release Notes for more specific information regarding the collection request.