EMIS Advisory Council Marianne Mottley Report Card Project

EMIS Advisory Council Marianne Mottley Report Card Project Director

EMIS Advisory Council – ORC 3301. 0713 The department of education shall establish an education management information system advisory council. The council shall make recommendations to the superintendent of public instruction to improve the operation of the education management information system established under section 3301. 0714 of the Revised Code and shall provide a forum for communication and collaboration between the department and parties affected by the collection, reporting, and use of the system's data. Members of the council shall include department staff and representatives of school districts and other entities that regularly interact with data from the education management information system.

Council Membership Up to 30 Nominees from Stakeholders ØOAEP ØOASBO ØITCs ØCommunity Schools ØODE Staff Ø Ø BASA OACTS Large Urban Districts State Board of Education

EMIS ADVISORY COUNCIL MEMBERS PLEASE STAND BE RECOGNIED

Workgroups EMIS Manual & Data Requirements Reporting Responsibility Documentation Valid Definitions & Formats Communication of Changes/Updates Instructional Documentation District Software & EMIS Data Collector Student Information System User Interface Payroll/HR System Extracts from SIS Level 1 Validations Report Access Department Data Processing/ODDEX Statewide Processing Gen Issues Certification Level 2 Reports & Impact Finance Report Card Secure Data Center Funding Reports Accountability

Work Group Membership Additional people were added to the four work groups from nominations made by the Advisory Council members Each work group had approximately 15 members Work groups met twice to discuss their topics Groups identified about 80 challenges or opportunities for improvement – the top 3 from each group are shown in this presentation

ADDITIONAL MEMBERS OF THE FOUR WORK GROUPS PLEASE STAND BE RECOGNIED

District Software & EMIS Data Collector Workgroup Top Three Priorities

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Long-term Opportunity for Improvement There is no way to see Consider adding pre. Determine if there is any everything about a student defined reports to join data way to add names to files in one place. Staff spend within the Data Collector and create a report writer time on Vlookups/Merges Include more scenarios in the Assessment Missing Lists Additional level 1 checks or additional information on a report would simplify work Update the lists to include Evaluate adding new EMIS accelerated students and data that would make the alternate assessment data missing list 100% inclusive Develop a process for users to request changes to checks and reports for evaluation by ODE

Reports & Impact Workgroup Top Four Priorities (#3 and #4 tied)

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Long-term Opportunity for Improvement Data are not stored in one Create an all-in-one funding single place report for SFPR Lack of understanding what Create a snapshot report for Create a tool to show all the data reported for each files correlate with reconciliation of funds payments Add links to the relevant SDC is difficult to navigate Develop the capability in the SDC to switch from one EMIS manual sections in the and not user friendly building to another quickly form of pop-up windows SDC reports need to be more student centered Recommend a law change to allow ODE to collect student names

EMIS Manual & Data Requirements Workgroup Top Three Priorities

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Long-term Opportunity for Improvement Need for more direct “How Develop more “If this, then Internal review and revision To” documents that” examples in the EMIS of the EMIS Manual A central location for communications would be helpful One stop shop for all recent Establish one place to ODE communications. communicate with districts that is searchable and has live issues It is difficult to explain EMIS Include SDC information in Develop webinars and/or training for other key reporting to Non-EMIS staff Ed. Connection; Create an EMIS glossary of common players terms

Department Data Processing & ODDEX Workgroup Top Three Priorities

Challenges/Opportunities for Improvement Themes Short-term Opportunity for Improvement It’s challenging to give data checks to non-EMIS staff Districts need more frequent feedback about data reporting The FTE Detail report does not display all information useful to correcting issues Long-term Opportunity for Improvement Create multi-audience training/documentation Provide general issues checks earlier and more frequently Review information displayed in FTE Detail report to determine what additional data could be provided

Common Themes of All/Most Work Groups üChallenges in helping non-EMIS staff understand the importance of reporting and checking EMIS data üRequests for additional training for all stakeholders üRequests for easier to understand technical documents and reports üRequests for additional resources (pop up boxes, videos, and links across resources) and reports (new SDC reports, new data in ODDEX, new data collector reports) üRequests for better and more comprehensive communications between stakeholders and ODE

Council’s Next Steps The full council reviewed all 80 recommendations on April 30 One more meeting scheduled for early June Council will discuss whether to keep the items that were identified as top priorities by the work groups or whether to amend the list to add new items The goal is to vote in June on 12 -16 items that will go to the state superintendent for a Round 1 report Additional meetings will be held later in 2019; additional work groups will be created as needed

EMIS Professional Qualifications and Development Work Group ØOAEP members presented information to the full Advisory Council discussing qualifications for EMIS professionals ØA work group will be created to examine issues around qualifications/education/certification ØAnyone interested in serving on this work group can see Erica Weaston or Ashley Castle at the ODE table during the break

Marianne Mottley Director Accountability@education. ohio. gov 614 -995 -9944