Fiscal Year 2021 Changes

Fiscal Year 2021 Changes

In the following table, you will find basic information about both potential and scheduled Fiscal Year 2021 EMIS changes. Release information is included when available. The changes are listed in numerical order, starting with the most recently requested change. Note that releases are scheduled for every other Thursday. This page is updated on a regular basis.

Date last updated: Tuesday, Aug. 24, 2021

Change #
Data Set
Release/
Status
Short Title and Description Reason for Change
21-185
Financial
Jul #1
Completed
Add fund code 509 for FY21 financial reporting. This change adds Fund Code 509 (21st Century Learning Centers) as a valid option for FY21 reporting.

First posted: 7/22/21
Completed: 7/7/21
Correction
21-183
Assessment
Moved to FY22
Remove scholarship students from COS missing report. Updates the COS
missing report to exclude preschoolers on scholarships.

First posted: 7/22/21
Last updated: 8/6/21
Completed:
Moved to FY22 (Change #22-75)
Process improvement
21-182
Assessment
Jul #1
Completed
Remove unused GY assessment subject codes from EMIS Manual Section 2.8.1. When GY assessment area codes were first added to the Manual, codes were added for several courses that do not have a related GY assessment. This change removes these codes.
See EMIS Manual Section 2..8.1

First posted: 6/24/21
Completed: 07/01/21
Correction
21-181
Student
Jun #2

Completed
Update MR.0030 check from fatal to critical. This check is a fatal that only permits grades 10-23 to be withdrawn with a "99" withdrawal code. For FY21, this is being changed to a critical error so that younger students can be reported with a 99 withdrawal code.

First posted: 6/16/21
Completed: 6/15/21
Process improvement
21-179
Graduate
Jun #2
Completed

Update diploma date definition. Updating the definition in the Manual to match what was provided in the July 1, 2020, Newsflash.
See EMIS Manual Section 2.6

First posted: 6/16/21
Completed: 6/24/21

Documentation update
21-178
Student
Jun #2
Completed
Clarification for program code table. Update the table on page 10 of EMIS Manual Section 2.9 to separate the "graduation seals" row into two different rows: "Graduation Seals, Plans to Earn" and "Graduation Seals, Earned" in order to clarify that "plans to earn" codes are not reported in G, while "earned" codes are.
See EMIS Manual Section 2.9

First posted: 6/16/21
Completed: 6/24/21
Documentation update
21-176
Student
May #2
Completed
Update high school equivalency ORC section. EMIS Manual Section 2.1.1 refers to ORC 33.13.617; however, this is no longer the correct section. The wording of the code stayed the same, so the code section is the only needed update.
See EMIS Manual Section 2.1.1

First posted: 5/20/21
Completed: 5/20/21
Documentation update
21-175
Student
May #2

Completed
Remove reference to "GED". The reference to "the GED" should be replaced with a reference to "an Ohio Certificate of High School Equivalence."
See EMIS Manual Section 2.4

First posted: 5/20/21
Completed: 5/20/21
Documentation update
21-173
None
May #2
Completed

 
Remove unused elements from FN Record. These elements were meant to be reported in the X and E collections. Those collections were not
implemented, so districts have not been able to report the elements.
  • FN350 Admission to Current High School Date
  • FN320 CORE Graduation Requirement Exemption Date
  • FN330 CORE Graduation Requirement Met Flag
  • FN340 Expected Graduation Date
  • See EMIS Manual Section 2.6
First posted: 5/20/21
Completed: 5/20/21
Documentation update
21-171
Assessment
May #1
Completed
Remove Subject Area "W" for HS Alt. In EMIS Manual Section 2.8.1, Table 9 still includes "W Writing" as an assessment area code for the High School Alternate Assessments. This should be removed.

First posted: 4/26/21
Completed: 5/20/21
Documentation update
21-170
Staff/Course
May #2
Completed
Remove HQPD element from EMIS Manual (20-33(b)). The requirement that educators' professional development meet "high quality" standards is no longer in effect, per ESSA. As HQT is no longer required or reported, this element should be removed from reporting requirements.
See EMIS Manual Section 3.4

First posted: 4/26/21
Completed: 5/20/21
Documentation update
21-169
Student
Apr #2

Completed
Remove DN Attributes MGMTCOMPYS, MGMTCOMPNO, and C_CLDRTYPE. MGMTCOMPYS and MGMTCOMPNO are no longer needed. This information is determined by the use of OEDS. As all schools are now on hours, C_CLDRTYPE is no longer need either.
See EMIS Manual Section 5.3

First posted: 4/26/21
Completed: 4/26/21
Data clean-up
21-167
Assessment
Aug #1
Completed
CTE Course Grades in lieu of GYs. HB 67 allows juniors and seniors to use CTE course grades in place of technical assessment scores for FY21.
See EMIS Manual Special Section COVID-19 Related EMIS Reporting Guidance

First posted: 4/26/21
Last updated: 7/22/21, 7/12/21, 6/16/21, 5/4/21
Completed: 8/13/21
New state law
21-165
Assessment
Apr #1
Completed
GW CA02 EMIS Manual Section 2.8.1 Update. In table 10 of section 2.8.1, CA02 was inadvertently marked as no longer valid starting in 2020. The credential is still available to be earned and should be marked as valid in 2020 and 2021.
See EMIS Manual Section 2.8.1

First posted: 3/29/21
Completed: 4/26/21
Documentation correction
21-164
Assessment, Graduate

(a) Apr #2
Completed
(b) Apr #2
Completed

(c) Apr #2
Completed
(d) Aug #1
Completed
House Bill 67 Assessment Changes. This bill was recently signed into law. It addresses course grades as EOC test scores for students in grades 11 and 12 for FY21. This bill may include additional items. It is still being analyzed. More information will be provided as it becomes available.
  • (a) Documentation updates -- Completed, see EMIS Manual Section 2.8
  • (b) Update to missing list: American History EOC optional for FY20-21; all other grades (3-10) are expected to test -- Completed
  • (c) Technical updates: For FY21, allow reporting of score not reported option W with a course grade instead of a test score for EOC tests and Alt assessments -- Completed
  • (d) Technical updates: For FY21, this reporting flexibility is limited to grades 11 and 12 -- Completed

First posted: 3/29/21
Last updated: 7/22/21, 7/12/21, 6/16/21, 6/1/21, 5/4/21, 4/22/21
Completed: (a) 5/20/21, (b) 4/22/21, (c) 5/6/21, (d) 8/13/21
New state law
21-162
Student
Apr #1
Completed
EMIS Manual Section 2.4 changes involving How Received G. This change will update the title of How Received option G to "Foster Placed Student, Open Enrolled Out to Another District." The description will be updated to indicate which district reports option G. This change also cleans up text in the section referring to the previous meaning/use of option G; these old references will be deleted.
See EMIS Manual Section 2.4

First posted: 3/29/21
Completed: 4/26/21
Documentation update
21-154
Student, Graduate
Mar #2
Completed
STEM student rollup changes due to HB 89 related to Grad Cohort Reports. There are changes in HB 89 that update the way STEM students roll-up to their resident district. Starting with the 2021 report card, students who are enrolled in a STEM district should count back at their resident district.

First posted: 3/29/21
Completed: 4/13/21
New state law
21-152
Student
Mar #1
Completed
Clarify reporting for preschool students found ineligible for service. This change adds a sentence to the reporting instructions to ensure districts do not forget to report certain students. Districts get a fatal error when they report a 2 year old who won't turn 3 until the following FY. The district needs to still report the record in the following FY when the child turns age 3. This is for the PSTC special ed events which impact Indicator 12.

First posted: 4/26/21
Completed: 3/24/21
Documentation update
21-151
Assessment
(a) Mar #2
Completed
(b) May #1
Completed
New DPR Growth Assessment. Beginning in FY21, NWEA's MAP test will no longer be used for the purposes of calculating student growth in Dropout Prevention and Recovery schools. The STAR assessment from Renaissance will be used beginning in FY21. First posted: 3/2/21
Last updated: 4/26/21, 3/29/21, 3/10/21
Completed: (a) 3/31/21, (b) 5/6/21
Policy
21-150
Assessment
Apr #1
Completed
New fatal check around SNR of Y. In the EOC collection, a new fatal error will be added for when SNR Y is reported with a score value.

First posted: 3/29/21
Last updated: 4/1/21
Completed: 4/8/21
Process improvement
21-149
Assessment
Mar #2

Completed
Additional Level 1 check in Career Tech Assessment Collection. The following Level 1 checks will be added to the Career Tech Assessment Collection.
  • FA.1031 Score Not Reported (FA235) is Not valid for this score. Score value requires an SNR X to be reported. Note: This applies to GY 'course Level ' assessment codes, which are those codes beginning with an alpha character with a Score (FA240) value of ' A',' N' or ' P'.
  • FA.1032 Score Not Reported (FA235) is Not valid for this score. SNR X is not valid for the score. Note: This applies to GY 'Legacy' assessment codes, which are those codes beginning with a numeric character, with a Score (FA240) value of 'A','I','N' or 'P'.
First posted: 3/29/21
Completed: 3/16/21
Process improvement
21-147
March D
Feb #2
Completed
Disable CTAC-001 and CTAC-002 for the March D collection request. Both reports were removed from this collection request as they are no longer relevant/needed. The CTAC-002 report remains in the Career Tech Accountability Assessment Collection.

First posted: 3/2/21
Completed:
2/25/21
New federal law
21-145
Student
Apr #1
Completed
New Gen Issues Check. This new check will provide districts with a list of students who have been reported with Disability Condition option 16--Developmental Delay (DD)--along with the date the student will be turning age 6. This is meant to assist districts in completing ETRs in time to identify a school-aged disability condition. This will be gen issues check #IS0488.

First posted: 2/9/21
Last updated: 4/1/21, 2/24/21, 2/22/21
Completed: 4/9/21
New gen issues check
21-141
Student
Mar #2
Completed

 
GC Record reporting clarification. Updates to EMIS Manual Section 2.15:  Student Graduation - Core Summary Record to clarify reporting during student collections.
See EMIS Manual Section 2.15

First posted: 2/4/21
Last updated: 3/29/21
Completed: 03/31/21
Documentation clarification
21-135
Student
Jan #1
Completed
Update terminology from Learning Model. Terminology for the DN attributes and program codes added as part of change #21-120 is being updated. Instead of "Education Learning Model", it will be updated to “Education Delivery Model”. The EMIS Manual and any other relevant documentation will be updated.
See EMIS Manual Sections 2.9 and 5.3

First posted: 1/12/21
Completed: 1/15/21
Other
21-134
Staff/Course
Completed
Add Temporary Substitute credential. HB 409 added this new credential. The Office of Educator Licensure began to issue them this week. This will only be available in and valid for FY21. Details regarding the proper cert status of these new sub licenses will be added here once known.

First posted: 1/12/21
Completed: 2/4/21
New state law
21-132
Assessment
(a) Jan #2
Completed
(b) Apr #1
Completed
In FY21, results for 1 prior year can be reported for 3-8 Alt Assessment. Because the FY20 Spring Alt Assessment Collection was cancelled, FY20 scores for the 3-8 Alt Assessment can be reported in FY21. The ability to report past scores for this test is only valid for FY21. This change will be included in the EMIS Manual Special Section: COVID-19-Related EMIS Reporting Guidance. First posted: 1/12/21
Completed: (a) 2/1/21, (b) 4/22/21
COVID-19
21-129
Assessment
Jan #1
Completed
Remove reference to reporting a KG student as retained. In EMIS Manual Section 2.8 on page 8, there is a sentence about reporting KG students as retained. Given that retained status is now reported for Grade 3 students only, this sentence needs to be removed.
See EMIS Manual Section 2.8

First posted: 1/12/21
Completed: 1/15/21
Documentation
21-128
Multiple
(a) Jan #2
Completed
(b) May #1
Completed
Gen Issues Clean-up. This change is to review all of the gen issues checks currently being run to determine whether they are all still needed. As this review gets under way, this change will be updated to notify the field of checks being considered for removal. For those removed, updates will be made to all related collections as well as the report explanation. First posted: 1/12/21
Last updated: 3/29/21, 2/9/21, 1/22/21
Completed: 4/16/21
Data quality
21-127
Student
Apr #1
Completed
New withdrawal reason code. This new code is only valid for use by internet- or computer-based community schools that are not dropout prevention and recovery schools. The new code (78) will be reported for students who are disenrolled from the school for failure to participate per the conditions stated in ORC Section 3314.261(C).
See EMIS Manual Sections 2.1.1 and 2.4

First posted: 1/12/21
Last updated: 3/17/21
Completed: 4/22/21
New state law
21-124
March D
Jan #1
Completed
Remove Diploma Element from March D reporting. High school equivalency data are no longer needed for Perkins V, therefore this element (GV630) will no longer be collected and is being removed from EMIS Manual Section 2.12.
See EMIS Manual Section 2.12

First posted: 1/5/21
Last updated: 1/15/21
Completed: 1/15/21
New federal law
21-123
Student
(a) Dec #3
Completed
(b) Dec #3
Completed
District Provided Wi-Fi. Add a DN attribute that indicates that a district provides Wi-Fi access to students outside of their buildings (i.e., from the school parking lot or by providing a hotspot in a student-accessible location). First posted: 12/17/20
Last updated: 12/23/20, 12/21/20
Completed: (a) 1/4/21 (b) 12/31/20
Other
21-122
Student
(a) Dec #3
Completed
(b) Dec #3
Completed
Connectivity. Collect information about student connectivity.
  • Add program codes that indicate how a student accesses the internet for schoolwork at their primary residence (or that they do not have access). For FY21 EMIS reporting, LEAs will report student status as of a spring window (likely during the month of March).
  • (a) Documentation updates -- Completed, see EMIS Manual Sections 2.9 and 5.3
  • (b) Technical updates -- Completed
First posted: 12/17/20
Last updated: 12/21/20
Completed: (a) 1/4/21 (b) 12/31/20
Other
21-121
Student
(a) Dec #3
Completed
(b) Dec #3
Completed
Hardware Access. Collect information on both a student and district level regarding student access to hardware.
  • Add program codes that indicate if a student has hardware access for schoolwork at their primary residence. For FY21 EMIS reporting, LEAs will report student status as of a spring window (likely during the month of March).
  • Add a DN attribute that indicates if the district provides hardware for students to use at one or more grade levels.
  • (a) Documentation updates -- Completed, see EMIS Manual Sections 2.9 and 5.3
  • (b) Technical updates -- Completed
First posted: 12/17/20
Last updated: 12/21/20
Completed: (a) 1/4/21 (b) 12/31/20
Other
21-120
Student
(a) Dec #3
Completed
(b) Dec #3
Completed
Education Learning Model. Collect information about education learning models.
  • Add a DN attribute that indicates the education learning model at the district level. Also reportable at the building level.
  • Add program codes for reporting student-level exceptions to the learning model. These would only be reported for planned, sustained exceptions and not ad-hoc changes like quarantine or illness.
  • (a) Documentation updates -- Completed, see EMIS Manual Sections 2.9 and 5.3
  • (b) Technical updates -- Completed
First posted: 12/17/20
Last updated: 12/21/20
Completed: (a) 1/4/21 (b) 12/31/20
Other
21-116
Student
Dec #2
Completed
Student Group - DN Record. This change will provide additional clarity to the field as to which student population should be included in counts for student group attributes STUNPNTSRV and STUNPNTELG. First posted: 12/8/20
Completed: 12/17/20
Documentation update
21-115
Student
Dec #3
Completed
New Gen Issues Check FY21. This check is to identify Department licensed preschools that have not reported any students as being educated.

First posted: 12/8/20
Completed: 12/31/20
Process improvement
21-112
Student
Dec #1
Completed
Correction to Federal Child Count Report Explanation. The tie breakers had been misnumbered. This change corrects that.

First posted: 12/8/20
Completed: 12/8/20
Documentation update
21-110
March
Dec #1
Completed
Add reporting instructions to GV730. This change is to add reporting instructions to the Service Program Placement Element.

First posted: 12/8/20
Completed: 12/8/20
New federal law
21-109
Assessment
Dec #1
Completed
Update Assessment Type description in EMIS Manual Section 2.8. GX is listed with the description "Ohio Graduation Tests". This description should include "High School Alternate Assessment". First posted: 12/8/20
Completed: 12/8/20
Documentation update
21-108
Assessment
Dec #2
Completed
Final FY21 GW changes. CTE has identified a few additional changes to GWs for FY21. First posted: 11/16/20
Last updated: 12/8/20
Completed: 12/17/20
Policy change
21-107
Assessment
Nov #2
Completed
Reporting different industry credential in place of CB38. The Commission on Ohio Dental Assistant Certification (CODA) has suspended testing until further notice. Students have been unable to earn the Ohio Certified Dental Assistant approved industry-recognized credential from the graduation list and it is unclear when CODA’s testing will resume. Per Ohio Revised Code 4715.66, Ohio recognizes a dental assistant certified by CODA or the Dental Assisting National Board (DANB). In order to allow students to receive graduation points, the Ohio Department of Education is temporarily allowing the DANB – National Entry Level Dental Assistant (NELDA) exam to be reported normally used for the Commission on Ohio Dental Assistants Certification (CODA) – CB38 for the 2020-2021 school year.
See EMIS Manual Special Section: COVID-19-Related EMIS Reporting Guidance

First posted: 11/3/20
Completed: 12/8/20
Policy change
21-106
Student
Mar #1
Completed
CTAC-102 CTE Conc Missing Level 2 report. This report identifies students who are derived as CTE Concentrators but do not have a CTE Program of Concentration reported in the FY by the district. This has been generated and released as a received file; this change will make this a Level 2 report.

First posted: 11/16/20
Last updated: 2/22/21, 2/9/21, 1/11/21, 12/8/20
Completed:
Process improvement
21-105
Student
Mar #1
Completed
CTAC-103 CTE Conc Unexpected Level 2 report. This report identifies students who are not derived as CTE Concentrators but have a CTE Program of Concentration reported in the FY by the district. This has been generated and released as a received file; this change will make this a Level 2 report.

First posted: 11/16/20
Last updated: 2/22/21, 2/9/21, 1/11/21, 12/8/20
Completed: 3/31/21
Process improvement
21-104
Student
Nov #1
Completed
Another New Gen Issues Check for the Federal Child Count. This check will alert LEAs to situations where there is neither an outcome code (least restrictive environment) listed on the Special Education Record (GE), nor on the Student Attributes - No Date Record (FN). In cases such as this, the reporting may be correct, however, this check will alert the LEAs to check their data, because these records will not be represented with the Federal Child Count unless there is an outcome code to be found.

First posted: 11/1/20
Completed: 11/16/20
Process improvement
21-103
Student
Oct #2
Completed
Remove fields from Section 2.15. Credits for Courses in Progress, Credit Amount for Projected Courses, and Total Number of Credits Deficient for Graduation were added for the E-Transcript Collection, which was not implemented. These three fields are now being deleted. First posted: 11/1/20
Completed: 11/1/20
Documentation update
21-102
Multiple
Moved to FY22
New Attachment Only Collection Request for enhancement requests. Per the EMIS Advisory Council, this new collection is a way for people to request enhancement requests for the data collector, Level 2 reports, received files, etc. A form will be added to the website that can be filled out and submitted to the Department via the data collector. (Note: this was Change #20-180.)

First posted: 10/13/20
Last updated: 8/6/21, 7/22/21, 7/12/21, 6/16/21, 6/1/21, 5/5/21, 4/26/21, 3/29/21, 3/9/21
Completed: Moved to FY22 (Change #22-76)
EMIS Advisory Council
21-100
Five-Year Forecast
Oct #2
Completed
Updated option descriptions for the Five-Year Forecast. Update 7.010 to add "Beginning" at the start; update 7.020 to add "Ending" at the start.  This is being done to align the Manual with the way this information is displayed in various systems that share the data with the public. First posted: 11/1/20
Completed: 11/1/20
Documentation update
21-98
Assessment
Nov #1
Completed

 
Add November as a valid month for reporting End of Course assessments in the Fall Collection. The FY21 testing dates for end of course tests have been updated and now include November dates. First posted: 11/1/20
Last updated: 11/2/20
Completed: 11/16/20
Other
21-97
Student
Nov #1
Completed
New Gen Issues Check to be Created for 2020/2021 Students with Disabilities Child Count. This check will indicate unusual grade level/age combinations (i.e., someone age 10 and in Preschool, someone age five and in fifth grade, etc.), so that the applicable LEAs will have the opportunity to correct inaccuracies in their beginning-of-the-year student data regarding this area prior to the data becoming final.

First posted: 11/1/20
Completed: 11/16/20
Process improvement
21-96
Grad
Jul #2
Completed
New CTE grad level 2 reports. Display CTE graduation reports for the field. This was Change #20-78.

First posted: 10/13/20
Last updated: 7/12/21, 7/6/16/21, 5/4/21, 3/29/21
Completed: 7/29/21
Process improvement
21-95
Grad
Jul #1
Completed
Determine criteria/logic for setting the Grad Calendar for accepting diploma dates. Current rules are to allow graduates from the first day of school up to the day before the start of the next school year (using the earliest start date of all the calendars reported for a district); this data is loaded into REF_ORG_CAL and is used throughout the Graduation manifest. This can create issues for year-round schools as well as districts with a building or two that starts significantly earlier than the bulk of the district. This change is to more clearly define the date used to set the grad calendar.

First posted: 10/13/20
Completed: 7/3/21
Other
21-94
Student
Oct #2
Completed
CTE-26 check for populating EMIS_POST.CTE_CONCNTRT. Due to a new business rule from the CTE Program Office, a new step needs to be inserted into process of deriving CTE Concentrators. Only CTE Programs of Concentration in which the district has an approved CTE-26 will be derived for that district.

This revision in logic will need to be applied to FY20 derived CTE Concentrators and then included as part of normal processing moving forward.

First posted: 10/13/20
Completed: 11/2/20
Policy change
21-93
Staff/Course
Oct #2
Completed
Update description for VM curriculum element (CN310) in manual section 4.2. Removes the reference to number of hours from the definition, along with other wording updates. First posted: 10/13/20
Completed: 11/1/20
Policy change
21-92
Assessment/Grad
(a) Oct #2
Completed
(b) May #1
Completed
Add GYs to G collection. We need to begin collecting CTE technical assessments (GYs) during Grad in order to make sure that LEAs have a final chance to report assessment records that will be used in the Career & Post Secondary Readiness measure on the CTPD report card. First posted: 10/13/20
Last updated: 4/26/21, 1/7/21
Completed: (a) 11/1/20, (b) 5/6/21
Policy change
21-91
March
(a) Nov #1
Completed
(b) Jan #1
Completed
Remove CTSO leadership element from March D. CTSO data are now being captured for a larger group of students for the career & post-secondary readiness measure. First posted: 10/13/20
Last updated: 11/30/20, 11/1/20
Completed: (a) 11/16/20, (b) 1/15/21
Policy change
21-90
Grad, Student
Jan #2
Completed
Update to collection of Work-Based Learning Programs data.
  • Updates to descriptions for program codes 305012 (Internship) and 305014 (Apprenticeship/Pre-apprenticeship) to provide additional detail.
  • The hours grouping for program code 310040 is being updated to "> 0 and < 40 hrs".
  • One new program code is being added: 305099 Other Work-Based Learning Options.
  • Completed, see EMIS Manual Section 2.9
First posted: 10/13/20
Last updated: 1/12/21, 12/1/20
Completed: 2/9/21
Policy change
21-88
Staff/Course
Oct #1
Completed
CTE FTE SF0013 Revision. Beginning in FY21, CTE middle school courses (VM curriculum code) are eligible for CTE FTE from grade 07 through grade 10. There is one subject code that is an exception to this business rule, 990364. This subject code is still eligible to be funded from grade 07 through grade 09.

First posted: 10/13/20
Completed: 10/13/20
Policy change
21-87
Grad
Oct #1
Completed
Update EMIS Manual Section 2.17. Update reporting instructions for Student Withdrawal Override (FC) Record to include the Graduation (G) Collection.

First posted: 10/13/20
Completed: 10/13/20
Documentation update
21-86
Staff/Course
Oct #1
Completed
Add VM curriculum code option for two T9 courses. Add a VM curriculum code option for subject codes 177000 & 177011:

Min Hours: 30
Max Hours: 90
Min Grade: 7
Max Grade: 10

First posted: 10/13/20
Completed: 10/13/20
Policy change
21-85
Student
Oct #2
Completed
Progress and plan for Graduation Seals. Add program codes that indicate which graduation seal(s) a student is planning to earn and to record progress, if relevant to a particular seal, towards earning the seal. First posted: 10/13/20
Completed: 11/1/20
SLDS grant
21-84
Student
(a) Oct #1
Completed
(b) Nov #1
Completed
Report CTE POC during first half of school year. Allow reporting of the program of concentration during the fall so that LEAs that wish to can clean up their derived program of concentration reports. First posted: 10/13/20
Completed: (a) 10/13/20; (b) 11/16/20
Process improvement
21-83
Staff/Course
Sep #2
Completed
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
Completed:
10/13/20
New state law, COVID-19 flexibility
21-82
Student
Oct #2
Completed
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: 10/13/20
Completed: 11/1/20
Other






 
 
21-81
Cancelled
This change was determined to be a duplicate. It was cancelled 10/13/20. Other
21-78
Student
Oct #1

Completed
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
Completed: 10/13/20
New check
21-76
Student
Dec #2
Completed

 
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: 12/8/20, 11/30/20, 10/13/20
Completed: 12/17/20
Manual review
21-75
Student
Dec #2
Completed
Remove 'INFOTECIRN' DN Attribute. This attribute is no longer needed and so will be removed. First posted: 9/1/20
Last updated: 12/8/20, 11/30/20, 10/13/20
Completed: 12/17/20
Manual review
21-74
Staff/Course
(a) Oct #2
Completed
(b) Oct #2
Completed
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: 10/13/20, 8/13/20
Completed: (a) 11/16/20; (b) 11/1/20
SLDS grant
21-73
Student
Sep #1
Completed
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
Completed: 10/13/20
SLDS grant
21-72
Student
Oct #1
Completed
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
Completed: 10/13/20
SLDS grant
21-70
Assessment
Sep #1
Completed
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
Completed: 10/13/20
Other
21-69
March
(a) Nov #1
Completed
(b) Jan #1
Completed
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: 11/30/20, 11/1/20
Completed: (a) 11/16/20; (b) 1/15/21
Policy change
21-68
Assessment
(a) Oct #1
Completed
(b) Nov #1
Moved to FY22
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.
  • (a) This applies the change for the Fall ELA. Oct #1
  • (b) This applies the change for Spring 3-8 and Spring EOC. Nov #1; this part of the change has been moved to FY22 (see Change #22-8)
First posted: 8/11/20
Last updated: 11/3/20; 10/13/20
Completed: (a) 10/13/20; (b) moved to FY22 (Change #22-8)
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. First posted: 8/11/20
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
Completed: 8/11/20
Other
21-62
Student
Sep #1
Completed
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
Completed: 10/13/20
Other
21-61
Financial
Aug #1
Completed
New USAS Fund Code: 510. The FUND_DESCR is "Coronavirus Relief Fund".

First posted: 8/11/20
Completed: 8/12/20
New state law
21-60
Staff/Course
Sep #1
Completed
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
Completed: 10/13/20
Other


 
21-59
Building/District
(a) Apr #1
Completed

(b) Jun #1
Completed
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.
See EMIS Manual Section 5.3
(a) New table added to Manual. -- Completed
(b) First row of table (Assessment Group) changed from "R"s to "O"s. -- Completed

First posted: 7/12/20
Last updated: 6/8/21, 3/29/21
Completed: (a) 4/26/21, (b) 6/8/21
Documentation enhancement
21-57
Staff/Course
Oct #1
Completed
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: 10/13/20
New state law, COVID-19 flexibility
21-56
Staff/Course
(a) Oct #1
Completed
(b) Oct #2
Completed
(c) Apr #2

Completed
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 -- Completed
  • (b) Documentation update -- Completed, see EMIS Manual Section 2.8
  • (c) HS alt also included in this flexibility -- Completed
First posted: 7/12/20
Last updated: 8/12/20, 7/18/20
Completed: (a) 10/13/20, (b) 11/1/20
New state law
21-55
Student
Oct #1
Completed
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: 10/13/20
Process improvement
21-54
Student
Oct #1
Completed
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: 10/13/20
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
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. 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
Jan #1
Completed
Integrate PLTW certifications into teacher cert checks. Considering the feasibility of automating teacher overrides for teachers who complete Project Lead the Way (PLTW) trainings. Note that this will not impact the TLC Status report. These teachers will remain on the report as not properly certified. This change is to automate the override process for the FTE report.

First posted: 7/7/20
Last updated: 12/8/20, 11/30/20, 11/1/20, 10/13/20, 9/16/20, 8/11/20
Completed: 1/15/21
Process improvement
21-49
Student
Moved to FY23
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: Moved to FY23, see 23-4.
Process improvement
21-48
Student
(a) Aug #1 Completed
(b) Jan #2
Completed

 
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: 12/8/20, 11/16/20, 9/8/20, 8/11/20
Completed: (a) 8/17/20, (b) 1/15/21
Policy change
21-47
Student
Jul #2
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
Completed: 8/27/20
New state law
21-44
Student
(a) Oct #1
Completed
(b) Nov #1
Completed
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 -- Completed
  • (b) Process/technical changes -- Completed
First posted: 6/9/20
Completed: (a) 10/13/20; (b) 11/16/20
Process improvement
21-41
Multiple
Dec #2
Completed
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. First posted: 6/9/20
Last updated: 12/8/20, 11/16/20
Completed: 12/17/20
Documentation enhancement
21-40
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. 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
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
Completed: 8/27/20
Process improvement
21-37
Assessment
(a) Dec #2
Completed
(b) Apr #1
Completed
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: 3/11/21, 12/8/20
Completed: (a) 12/17/20, (b) 4/7/21
Policy change
21-36
Student
Moved to FY22
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: 3/2/21
Completed:
Moved to FY22. See change 22-41.
Process improvement
21-34
Staff/Course
Jan #1
Completed
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. Note that this will not impact the TLC Status report. These teachers will remain on the report as not properly certified. This change is to automate the override process for the FTE report.

First posted: 6/9/20
Last updated: 1/7/21, 12/8/20, 11/30/20, 11/1/20, 10/13/20, 9/16/20, 8/11/20
Completed: 1/15/21
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
Completed: 8/27/20
New state law
21-29
Multiple
Jun #2
 
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: 6/1/21, 10/13/20
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. First posted: 6/9/20
Last updated: 7/2/20
Completed: 7/2/20
Other
21-27
Student
Nov #1
Completed
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: 10/19/20, 10/13/20, 9/8/20
Completed: 11/16/20
Other
21-25
Cancelled
Create Principal Assurance Detail Level 2 Report. Develop new Principal Assurance Detail Level 2 report of Building > Teacher > List of Courses. First posted: 2/18/20; Cancelled 10/29/20. Report improvement
21-24
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. 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
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. 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. 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
Completed: 8/27/20
New state law
21-13
Assessment
Oct #2
Completed
FY21 Industry Credential Changes. Updates to Industry Credentials for FY21.  First posted: 2/11/20
Last updated: 10/19/20, 10/13/20
Completed: 11/1/20
Policy change
21-11
Assessment
Dec #2
Completed
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. First posted: 2/11/20
Last updated: 12/8/20, 11/16/20
Completed: 12/17/20
Update
21-10
March D
(a) Jul #1
Completed
(b) Jan #1
Completed
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: 11/16/20, 6/9/20
Completed: (a) 7/2/20, (b) 1/15/21
New federal law
21-9
Staff/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

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
Completed: 8/27/20
New state law
21-7
Staff/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
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
Completed: 8/27/20
New state law
21-5
Staff/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

First posted: 12/20/19
Last updated: 12/20/19
Completed:
12/20/19
New federal law
21-4
Staff/Course
Completed
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: Multiple
Varies
21-2
Cancelled
PE course updates (70811, 20-92). The business office has requested changes to the phys ed subject codes. First posted: 2/11/20; Cancelled 10/21/20. Policy

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