EMIS

The fun never ends…

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Previously…

• EMIS data -- “snapshot” submitted once in January, December (special education, CTAE students only), February and June.

• ODE and the State Legislature need more information (at least that is what they tell us)

Sample…the “old” reporting method

• Student begins year at Edison

• Transfers to Washington in November

• Transfers to Edison In January

• EMIS reporting in October and February shows student at Edison

• No information about interim move

Start of 2008-2009Student at Edison

October EMIS ReportStudent at Edison

February EMIS ReportStudent at Edison

Student transfers to Washington

Student transfers backto Edison

October

January

February

November

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The New “F” Records…EMIS has introduced three NEW Student

Records:– FS: Student Standing Record

There will be one of these each time certain data elements are changed

– FD: Student Attributes-Effective Date RecordThere will be one of these each time certain

data elements are changed

– FN: Student Attributes-No Date RecordTypically only ONE of these per student

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Data Elements Which Affect the New EMIS “F” Records“The eight sacred data elements”

1. Current Grade (FD)

2. Current School (FD/FS)

3. Federal Aid Code (FD)

4. Percent of Time (FS)

5. Special Needs Code (FD)

6. Status - now called “How Received” (FS)

7. Tuition Type (FS)

8. Withdraw from the Entry/Withdraw Screen (FS)

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Sample…the NEW reporting method

Start of 2008-2009Student at Edison

October EMIS ReportStudent at Edison

February EMIS ReportsStudent at Edison

BUT school changesnow included

Student transfers to Washington

Student transfers backto Edison

October

January

February

From “conversion” process student has new

“FS” EMIS transaction record

An “FS” record is addedto report school change

Another FS record is added to indicate school change

Three “FS” Records submitted to ODE

Another FS record is addedto report school change

Three “FS” Records

sent to ODE

From “conversion” process student has new

“FS” EMIS transaction record

An “FS” record is addedto report school change

From “conversion” process student has new

“FS” EMIS transaction record

An “FS” record is addedto report school change

Another FS record is addedto report school change

From “conversion” process student has new

“FS” EMIS transaction record

An “FS” record is addedto report school change

Three “FS” Records

sent to ODE

Another FS record is addedto report school change

From “conversion” process student has new

“FS” EMIS transaction record

An “FS” record is addedto report school change

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So What…• Effective MONDAY OCTOBER 6, you will see

new screens in ADM2000!

• Changes to one of the “eight sacred data elements” will trigger a new screen in ADM2000

• Will require you to choose between: a Modify of an “FS” and/or an “FD” record

OR a Close/Open (create a new record) of an FS/FD

record

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The New “FD” screen•IF you change one of the “eight sacred data elements” in the student master record

•THEN, after pressing “F2- Save” on that screen, you will see this NEW SCREEN

•Most of the time click “F5-Close/Open”

•Only use F6-Modify if you are “fixing” something you CHANGED TODAY – otherwise call the help desk!

•CANNOT just click “F2-Accept”

Do Not change anything on this screen! Just select Close/Open or Modify below

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Close/Open Dates• The “CLOSE/OPEN”

Option requires an END date for the previous information and a START date for the new information

• This is usually today and tomorrow!

• Press “F2-Save”

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Updated FD Screen

• New record shown on FD screen

• Press “F2-Accept”

Do Not change anything on this screen! Just select Close/Open or Modify below

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“FS” Screen – Basically the Same Process as the “FD” Screen

• “FS” data elements which are changed on the student screen cause this new screen to be displayed

• Select either “Close/Open” (most likely option) or “Modify”

Do Not change anything on this screen! Just select Close/Open or Modify below

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“FS” Date Screen• The End/Start Date

screen will be displayed if you selected “Close/Open”

• Change Dates if necessary

• NOTE: “Modify” option does NOT display a date screen – existing dates are used

• Press “F2-Save”

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Updated FS Screen• Just like

“FD” change – shows new record

• Press “F2-Accept”

Do Not change anything on this screen! Just select Close/Open or Modify below

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School Code Changes

• Will see an “FD” screen AND an “FS” screen since this data element is tied to BOTH records

• ONLY option will be “Modify” (i.e. No “Close/Open”)

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EMIS COMMANDMENT 947:Thou Shalt BE TIMELY AND ACCURATE

WITH ENTRY OF THE“EIGHT SACRED DATA ELEMENTS”

• Careless entry of the “eight sacred data elements” can cause an unholy mess in EMIS

• Timing of WHEN this data is entered is now more critical

• Multiple records are being created with this new requirement

• VERY DIFFICULT to “fix” a problem as more records are added

EMIS Eight Sacred Data Elements

1.Current Grade2.Current School3.Federal Aid Code4.Percent of Time5.Special Needs Code6.Status – (“How Received”)7.Tuition Type8.Withdraw from the Entry/Withdraw Screen

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Sample – Start to Finish• Step 1: Change current grade and disability condition (as usual)

• Press F2-Accept on Additional Info Screen, then “F2-Save” on Student Master screen

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Sample – Start to Finish• Step 2: Since changes made to “FD” data elements a NEW SCREEN appears

• Shows “FD” Record changes – press “F5-Close/Open”

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Sample – Start to Finish• Step 3: Pressing “F5-Close/Open” triggers another NEW SCREEN with DATES

• Verify or change dates then Press “F2-Save”

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Sample – Start to Finish• Step 4: “FD” screen is redisplayed with new record

• Press F2-Accept

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WARNING

When changing one of the “Eight Sacred Data Elements”…

“F2-SAVE” ON STUDENT SCREEN

= MUST UPDATE THE “F”

RECORD!

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EMIS COMMANDMENT 948:Thou Shalt ALWAYS call the HELP DESK

Before Attempting to “Modify” an FS/FD Record After One Day

• Once an FS/FD Record entered, other records may be inserted for non-related changes to the SAME student record

• Modifying a record too long after it’s original entry increases the chance of additional records having been entered

I hate my EMIS Help Desk job…

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STUDENT STATUS = HOW RECEIVED

• Since they had nothing else to do down there…in EMIS, “Status” has been renamed to “How Received”

• There are a few CODE CHANGES –see the handout

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IRN INDICATOR = HOW SENT

• And since they were renaming things…“IRN Indicator” has been renamed to “How Sent”

• There are a LOT of CODE CHANGES –see the handout

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Phantom Students

• You M-U-S-T ALWAYS enter an entry date and entry code for EVERY NEW STUDENT

• If missing, creates problem reconciling enrollment report to homeroom lists for enrollment counts.

• Is stored in new “FS” record and used to calculate the attendance days at each school for year-end report card.

• NEVER leave this blank

YIKES!!!!Here is an actual ADM2000

record with NO ENTRY CODE AND NO ENTRY DATE!

YIKES!!!!Here is an actual ADM2000

record with NO ENTRY CODE AND NO ENTRY DATE!

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...and no matter what you do

ALWAYS…