Fiscal Year 2023 Changes

Fiscal Year 2023 Changes

Basic information about both potential Fiscal Year 2023 EMIS changes and scheduled Fiscal Year 2023 EMIS changes are available in the table below. Release information also 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, and this page is updated on a regular basis.
 
Ohio law requires EMIS to create a process by which users of the system can review and provide public comment on new or updated EMIS guidelines. EMIS changes that are subject to this process must be posted on the website for 30 days for public comment, 30 days for the Department's response to comments, and then another 30 days for public review before changes are considered “final.”

Changes that are open for public comment can be identified in the table below by a short title in red font. These changes also include the relevant comment and review dates and attachments with the details of the changes. To submit comments about a change, use the email link listed for that change. Each email link is unique to the particular change. Please do not include comments for multiple changes in a single email.

Date last updated: Sunday, May 15, 2022

Change #
Data Set
Release/
Status
Short Title and Description Reason for Change

23-100

Staff/Course
Aug #2

Align Core Area codes and Subject Area for Credit

Change 23-21 aligned the Core Area Code options with the Subject Area for Credit options. One code was missed in that change. This change (23-100) adds option SWH so the two tables are now fully aligned.
 
This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.
 

Public comment: May 15 – June 13
EMIS response to comments: June 14 – July 13
Public review: July 14 – August 12
Change final: August 13

Correction

23-96

Student
Jul #2

Community school reporting of Medical Group attributes

This change adds community schools to the reporting of the Medical Group attributes, which includes the reporting of information about students with diabetes, the procurement and use of epinephrine autoinjectors, the procurement and use of glucagon, and the procurement and use of inhalers.


This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

State law

23-94

Student
Aug #2

New exiting student follow-up record and collection

Updates to the report card law (ORC 3302.03(D)(2)(f)) require the Department to include report-only post-graduate outcomes on school and district report cards for students who earn diplomas in the prior year. Report card post-graduate outcomes include information related to post-secondary enrollment, apprenticeship programs, employment, and military enlistment.

Many of these data points are also required for the CTE Workforce Development Follow-up and for a follow-up on special education students currently conducted outside of EMIS by the Office for Exceptional Children. There is also a high degree of overlap in the students included in these three follow-up collections. Because of these overlaps, EMIS will be eliminating the current March (D) Follow-up Collection and the CTE Workforce Development (GV) Record and replacing them with a new record type (FW) and a new collection that includes the students and data needed for all three follow-ups.

The initial collection for this combined follow-up will start in fall 2022 and will be based on student enrollment and graduation status during the 2021-2022 school year.

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.
 

Public comment: May 15 – June 13
EMIS response to comments: June 14 – July 13
Public review: July 14 – August 12
Change final: August 13

State law, process improvement

23-91

Student
Jul #2

Updates to Student Acceleration Record

This change deletes the Accelerated Assessment Flag and adds the Accelerated Status Flag. This new flag allows districts to report when a student is no longer accelerated.

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Clarification

23-87

Graduate,
Student
Jul #2

Deletes program code 305003 Career Assessment

This change deletes Program Code 305003 Career Assessment.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Policy change

 


No public comments received

23-86

Financial
Jul #2

Delete ODE Brief Description from the Cash (QC) Record

This change deletes the ODE Brief Description from the Cash (QC) Record. It has been determined that this information is not needed or used by the Department.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

No longer needed

 


No public comments received

23-81

Staff/Course
Jul #2

Adds a new position separation reason option

This change adds a new Position Separation Reason option for staff who have left to take a job outside of education.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Other

 



No public comments received

23-80

Graduation
Jul #2

Update reporting guidance for dual enrollment credit earned

This change updates reporting guidance for Dual Enrollment Credit.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Policy change

 


Public comments received

23-78

Staff/Course
Jul #2

Updates to subject code 153001 Financial Literacy

This change updates the description for subject code 153001 Financial Literacy.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

State law

 



No public comments received

23-77

Student
July 1
 

Additional guidance for reporting withdrawal reason 81

This change adds guidance for correct reporting of Withdrawal Reason option 81.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Clarification

 


Public comments received

23-74

Student
Jul #2

Updates to reading diagnostic result reporting

This change updates the reporting guidance for the Reading Diagnostic Result. These changes are due to new legislation.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

State law

 



No public comments received

23-72

Staff/Course
Jul #2

Update PS reporting guidance in Section 4.4

This change updates the reporting guidance for preschool courses found in EMIS Manual Section 4.4: Student Course (GN) Record. It removes the outdated subject codes.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Correction

 




No public comments received

23-70

Staff/Course
Jul #2

Update description for subject code 990365

This change updates the description for subject code 990365 Pre-Apprenticeship.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Clarification

 



No public comments received

23-69

Assessment
July 1

Update test dates table

This change updates the allowable date ranges for two different assessment types.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Correction

 


No public comments received

23-67

Student
Jul #2

Updates to Retained Status Element

This change updates the Retained Status Element options and reporting guidance to provide clarification based on questions received from the field.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

State law

 



No public comments received

23-66

Student
Jul #2

Updates to COVID Section regarding retention

This change updates the Retained Status Element reporting guidance provided in the EMIS Manual Special Section: COVID-19-Related EMIS Reporting Guidance. The updates remove references to House Bill 409 and include Senate Bill 229.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

State law

 




No public comments received

23-65

Student
Jul #2

Update to coordinated early intervening services program code

This change updates program code 221005 Participation in Coordinated Early Intervening Services.

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Clarification

23-63

Assessment
Jul #2

Deletes references to OGT

This change deletes all references to the Ohio Graduation Tests (OGT) from the EMIS Manual.

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Correction

23-61

Student
Jul #2

Update Section 2.1 for ESCs reporting PS students

This change updates EMIS Manual language regarding ESCs reporting preschool students. Reporting requirements have not changed; this is meant to add clarity to the guidance.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Clarification

 




No public comments received

23-60

Student
Aug #2

Adds program code for PS students with disabilities paying tuition

This change adds a program code for special education preschool students paying tuition for programming that is outside the student’s IEP.
 

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: May 15 – June 13
EMIS response to comments: June 14 – July 13
Public review: July 14 – August 12
Change final: August 13

Clarification

23-59

Student
Jul #2

Clarifies reporting of Total Discipline Days

This change updates the Total Discipline Days definition and reporting instructions for added clarity.
 

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Clarification

23-58

Student
Jul #2

Collection of extended school year (ESY) data

This change adds an element to the Student Special Education (GE) Record to collect extended school year (ESY) data. Three program codes are also being added to collect this information.
 

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

State law

23-56

Graduate,
Student
Jul #2

Update work-based learning program code reporting guidance

This change makes updates to the work-based learning student program code reporting guidance.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

State law

 




No public comments received

23-52

Student
Jul #2

Update reporting of PS EL students

This change updates the reporting of preschool English learners.

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Clarification

23-51

Student
Jul #2

Updates to itinerate services program codes

This change deletes program code 220100 and adds three new program codes for students receiving itinerant services.
 

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Correction

23-50

Student
Aug #2

Update District Relationship reporting for PS special ed

This change updates reporting guidance for certain preschool special education students.
 

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: May 15 – June 13
EMIS response to comments: June 14 – July 13
Public review: July 14 – August 12
Change final: August 13

Clarification

23-49

Assessment, Student
July 1

Collect day for COS test date

This change adds the COS to the assessments that should be reported with a Test Day of the Month value other than “00”.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Process improvement

 


No public comments received

23-48

Student
July 1

Gifted reporting for community schools

This change adds additional reporting opportunities for community schools to report their gifted data. To align this reporting with traditional district reporting, community schools will now be able to report their Student Gifted Education (GG) Records in the SOES Beginning of Year Student (S) Collection in addition to the SOES End of Year Student (S) Collection. It is not required that community schools report this data in the Beginning of Year Collection, but they can if they’d like.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Process improvement

 






No public comments received

23-46

Graduate, Student
July 1

Update descriptions for CTE program codes

This change updates the descriptions for program codes 305012, 305014, and 305099 to remove information about CTPD report cards.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 



No public comments received

23-45

Graduate, Student
Jul #2

New apprenticeship student program codes

This change adds two new apprenticeship student program codes.

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

State law

 



No public comments received

23-41

Assessment, Staff/Course
July 1

FY23 industry credential changes

This change makes changes to industry credentials and updates the caption for Table 10: Industry Credential (GW) Assessment Area Codes and Descriptions to explain the included fiscal years more fully. This change also adds a column for FY23 and includes the adds, deletes, and modifications for FY23.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Policy change

 





No public comments received

23-39

Assessment
July 1

Remove assessment area W for SAT

This change removes Assessment Area Code option W for the Scholastic Aptitude Test (SAT).

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Process improvement

 


No public comments received

23-35

Student
July 1

PS students must be age 3 by Oct 31

This change updates the cut off date for PS students to be 3 years old to be eligible for special education as a 2 year old. This date is now Oct. 31.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 



No public comments received

23-34

Student
July 1

DD disability condition only for students 3-5 in PS

This change reverses change 21-55, which was supposed to be a temporary change to EMIS validation checks due to COVID. State law only allows the DD disability condition (option 16) to be used for PS grade students who are ages 3-5. This change reinstates the EMIS validation check that only allows PS grade students who are ages 3-5 to be reported with the DD disability condition.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Correction

 






No public comments received

23-31

Student, Graduate
July 1

Collect prior year enrollment type for seniors

This change adds a program code to indicate that a student has enrolled in an Ohio public school for senior year after enrollment the prior year in a non-tax, non-public school, homeschooling, or an out-of-state school.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 




Public comments received

23-28

Staff/Course
July 1

Update to senior only subject code guidance

This change adds a clarification to the senior only credential subject codes table in Section 4.7.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Clarification

 



No public comments received

23-27

Assessment
July 1

Add AP/IB assessment area codes

This change adds two additional Assessment Area Codes for both the AP assessment and the IB assessment. These are additional “generic” codes.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Process improvement

 


No public comments received

23-24

Graduate, Staff/Course, Student
July 1

New grad requirement for financial literacy

This change adds the new financial literacy requirement to the Course Master (CN) Record and the Student Graduation - Core Summary (GC) Record.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 



Public comments received

23-21

Graduate, Staff/Course, Student
July 1

Align core area code options and subject area for credit options

This change aligns the Subject Area for Credit options in EMIS Manual Section 4.2 with the CORE Area Code options in EMIS Manual Section 2.15.
 

This change was subject to the 90-day comment and review process.

Public comment: Nov. 11 – Dec. 10
EMIS response to comments: Dec. 11 – Jan. 9
Public review: Jan. 10 – Feb. 8
Change final: Feb. 9

Correction




No public comments received

23-20

Student
July 1

Military enlistment program code

This change modifies Program Code 520110 to align it with the report card changes that include this in the College, Career, Workforce and Military Readiness element.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 



No public comments received

23-19

Staff/Course, Assessment, Student
July 1

FY23 CTE program matrix changes

This change makes several updates to the CTE Matrix. It adds five new subject codes, modifies the name of one subject code, and deletes six subject codes; adds programs of concentration; and adds assessment area codes.


This change was subject to the 90-day comment and review process.

Public comment: Nov. 11 – Dec. 10
EMIS response to comments: Dec. 11 – Jan. 9
Public review: Jan. 10 – Feb. 8
Change final: Feb. 9

Policy




Public comments received

23-18

Student
July 1

Update withdrawal code 47

This change updates withdrawal code 47 to clarify that its use is for students who have completed “at least” the 8th grade.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Correction

 



No public comments received

23-17

Assessment
July 1

Remove CTE technical assessments

This change removes two technical assessments that were incorrectly assigned to subject codes.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Correction

 



No public comments received

23-14

Assessment
July 1

WorkKeys administration change

This change updates reporting guidance in the Manual that refers to different versions of the WorkKeys assessment.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Correction

 



No public comments received

23-13

Assessment
July 1

Update table 5 in EMIS Manual Section 2.8

This change updates Score Not Reported option F to remove “only used for 14TP Assessment Area.” It also removes “5” as an option for CTE Technical Assessments. Finally, this change deletes Score Not Reported option “T.”


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

Policy change

 




No public comments received


 

23-11

Student
July 1

Collect epinephrine information

This change is to collect information about the procurement and use of epinephrine autoinjectors in schools (ORC 3313.7110(F)). Attributes will be added to the DN Record to collect this information.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 




Public comments received



 

23-10

Student
July 1

Collect diabetes information

This change is to collect information about diabetes care in schools (ORC 3313.7112(K)). Attributes will be added to the DN Record to collect this information.

This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 



No public comments received



 

23-9

Student
July 1

Collect Inhaler information

This change is to collect information about the procurement and use of inhalers in schools (ORC 3313.7113(G)). Attributes will be added to the DN Record to collect this information.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law

 




Public comments received

23-8

Staff/Course
Jul #2
 

Updates to Student Course Grade (FR) Record reporting guidance

This change makes updates to the Student Course Grade (FR) Record to clarify reporting guidance.
 

This change is subject to the 90-day comment and review process. To submit comments about this change, please click here.

Public comment: April 27 – May 26
EMIS response to comments: May 27 – June 25
Public review: June 26 – July 25
Change final: July 26

Clarification

23-7

Student
July 1

REmoves assessment area code option PHYS

This change removes Assessment Area PHYS from EMIS Manual Section 2.8.1: Assessment Area Codes and Section 2.14: Student Special Education Graduation Requirements (FE) Record. Only students in the class of 2018 were eligible for this test; these students aged out of K-12 education after the 2021–2022 school year.


This change is subject to the 90-day comment and review process.

Public comment: March 7 – April 5
EMIS response to comments: April 6 – May 5

Public review: May 6 – June 4
Change final: June 5

State law







No public comments received

23-4

Student
Jul #2

Update Retained Status Element name

This change updates the element name from “Retained Status Element” to “Retained/Promoted Status Element.”

This change is subject to the 90-day comment and review process.

Public comment: April 6 – May 5

EMIS response to comments: May 6 – June 4
Public review: June 5 – July 4
Change final: July 5

Process improvement

 



No public comments received
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Last Modified: 5/16/2022 10:17:44 PM