9'0 EMIS Release Highlights

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9.0 EMIS Release Highlights
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DASL 9.0

• Many changes required in DASL as a result of the
  EMIS changes for FY09
• Both EMIS and non-EMIS modules must be modified
  to accommodate the changes
• Over 30 major areas in DASL were affected

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DASL 9.0

• Process change now requires changes to be
  recorded based on the date they occurred
• Moving away from Snapshots for specific EMIS time
  periods, however, EMIS records must still exist
  which are time period specific
• Effective start date and end dates on records
  will determine what records get reported for each
  reporting period

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DASL 9.0

• Not all processes could be completed for the 9.0
  release. Those processes that couldnt be
  completed are listed in the release notes.
• All processes requiring a change will be made
  available as quickly as possible. Development
  team is committed to getting all changes
  implemented as quickly as possible.

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Student Profile

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DASL 9.0

• Still waiting on some requirement clarifications
• Not all requirements are completed in EMIS manual
• ODE expects an updated manual to be released Mid
  August

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DASL 9.0

• ITCs educate your districts on what pages are
  available and what isnt. Pages that didnt make
  9.0 have been turned off in the application.

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Edit Student Profile
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DASL 9.0

• Student profile tabs configured to capture EMIS
  data according to the record it is to be reported
  on
• New tabs only available from 2008-2009 on. Last
  years profile shows old format
• New FS, FD and FN tabs replace EMIS1, EMIS2 and
  EMIS 3 tabs
• Student Membership tab removed

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Edit Student Profile

• New tab order
• General
• Additional Info
• Custom
• Private
• FS Student Standing
• FS Student Attendance
• FD Attributes Effective Date
• FN Attributes No Date
• Transportation

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Edit Student Profile

• Auto-save between tabs feature removed no
  longer compatible with Date effective records
• No longer a LIVE record
• FN EMIS Time period records will be created
  specifically for each time period

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Student Profile General Tab
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General Tab

• For FY09 and beyond, the following screen changes
  have been made to the Student Profile General
  tab to support the new EMIS reporting structure
• Grade and Grade next Year co-exist independently
  of each other on the FD and FN records. Changes
  on General do not affect EMIS tabs.
• Native Language (previously on the Additional
  tab) and Birthplace City (previously on the
  Private tab) moved to the General tab - all
  Student Demographic fields are in one place.

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Student Profile Additional Tab
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Additional Info Tab

• For FY09 and beyond, the following screen changes
  have been made to the Student Profile
  Additional tab to support the new EMIS reporting
  structure
• Native Language (previously on the Additional
  tab) has been moved to the General tab

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Student Profile Private Tab
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Private Tab

• For FY09 and beyond, the following screen
  changes have been made to the Student Profile
  Private tab to support the new EMIS reporting
  structure
• Birthplace City (previously on the Private tab)
  has been moved to the General tab
• State Student ID and Admission Reason have been
  removed from the Private tab and will now be
  maintained on the FS-Student Standing tab.
• Disability Condition has also been removed from
  the Private tab and will now be maintained on the
  FD-Student Attributes-Date Effective tab.
• Free Reduced Lunch Status has been removed from
  the Private tab and will now be maintained on the
  FD-Attributes-Effective Date tab.

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FS Student Standing Record

• Date effective record capturing change events for
  data related to the student.
• Must know the difference between CHANGE and
  CORRECTION!!!!!!!

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Change vs Correction

• Change!!!!!
• Means a change to the value of the element for
  the student
• Correction!!!!
• Means correcting a value on an existing value
  because it is wrong not because it has changed

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FS Student Standing Tab

• This tab is used to view and enter the data
  describing the standing of a student within the
  district reporting that student. It also permits
  the entry of data describing situations in which
  the reporting district receives a student from
  another district and/or in which the reporting
  district sends a student to another district.
• The tasks that can be performed on this tab are
• View the Student Standing History and individual
  record details
• Add a new Student Standing record
• Correct a previously entered Student Standing
  record
• Adjust the effective start of a previously
  entered Student Standing record
• Delete a Student Standing record

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FS Student Standing

• The new EMIS Situation table selection and EMIS
  situation wizard will assist the user in coding
  the following fields
• District Relationship
• How Received
• How Received IRN
• Sent Reason
• Sent To IRN
• Tuition Type
• Percent of Time

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FS Student Standing

• Smart Logic built into the page to perform checks
  on field values based on selected EMIS situation
• Guides the user in coding the student correctly
  the first time

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Student Profile FS Student Standing
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FS Student Standing

• By default, only current fiscal year records will
  be displayed
• History list sorted descending by effective start
  date
• When detail record is displayed, corresponding
  history record will be highlighted
• First student standing record in a school year
  cannot be deleted

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Create new FS record

• User clicks on New Student Standing Button
• System displays fields in the detail area filled
  with values from the most recent record with
  exception of effective start date
• User modifies fields and enters new effective
  start date
• User clicks save

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Modify an existing FS record

• User clicks the Edit icon on the appropriate
  row in the history list
• System displays the data from the selected record
  in the detail area
• User modifies the appropriate fields and clicks
  save
• System validates the data, updates database and
  shows success message.

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Delete a Student Standing Record

• User clicks the Delete icon on a row in the
  history list
• System prompts the user to confirm the delete
• User clicks OK
• System deletes the record in the database and
  shows a successful update message

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FS Student Standing

• SSID displays if user has extra permissions
• Hover help text over fields in history grid

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FS Student Standing History Records

• Padlock Icon indicates record cannot be deleted

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FS Student Attendance Tab

• The tasks that can be performed on this tab are
• View the Count Week and School Year
  attendance/absence totals
• Modify the Count Week and School Year
  attendance/absence totals
• A user cannot add new FS records on this tab.
  New FS records can only be added on the
  FS-Student Standing tab.

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Student Profile FS Attendance
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FD Student Attributes Date Effective

• The tasks that can be performed on this tab are
• View the Student Attributes-Effective Date
  History and individual record details
• Add a new Student Attributes-Effective Date
  record
• Correct a previously entered Student
  Attributes-Effective Date record
• Adjust the effective start date of a previously
  entered Student Attributes-Effective Date record
• Delete a Student Attributes-Effective Date record

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Student Profile FD Attributes Effective Date
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FN Student No Date Records

• The tasks that can be performed on this tab are
• View/edit the current period or prior reporting
  period records

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Student Profile FN Attributes No Date
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Student Registration Wizard

• Student registration Wizard was modified with the
  following changes
• Removed obsolete EMIS fields
• Added new EMIS fields to capture new EMIS field
  values
• Create new FS, FN and FD records with proper
  effective start dates where applicable

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Student Registration Wizard

• Must now identify three specific situations when
  registering a student
• 1. The student is new to the district, or is
  re-enrolling after previously withdrawing from
  the district. This situation requires the EMIS
  data to be update to reflect that the student is
  now enrolled in the district.

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Student Registration Wizard

• 2. The student is currently registered in the
  district at another building and this
  registration will change primary building/EMIS
  attending building. This situation requires the
  EMIS data to be updated to reflect that the
  students EMIS attending building has changed.

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Student Registration Wizard

• 3. The student is currently registered in the
  district at another building and this
  registration will not change the primary
  building/EMIS attending building. EMIS data does
  not have to be updated in this situation.

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Student Registration Wizard

• Matching logic was changed so that when a strict
  or non-strict match is found for the student in
  another building, the user will be asked to
  indicate whether this is or is not a change of
  the students primary building/EMIS attending
  building

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Student Registration Wizard
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Registration Defaults

• New defaults
• District Relationship
• District of Residence
• How Received
• How Received IRN
• Percent of Time
• Attending Building IRN
• Assigned Building IRN

• Sent to Reason 1
• Sent to IRN 1
• Sent to Percent of Time 1
• Sent to Reason 2
• Sent to IRN 2
• Sent to Percent of Time 2

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Registration Defaults
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Registration Defaults

• Set up defaults at the district and building
  Level
• Will be used by bulk student transfer to
  determine values when enrolling students in bulk
• Saves the user time when registering students

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Student Withdraw

• Student withdrawal process updates latest FS
  record with effective end date and withdraw code
  on district withdrawals
• Sets effective end date on FD rrecord
• Deletes any FS or FD records in the current year
  with an effective start date after the withdrawal
  date
• Updates Grade Level Next Year on FN record
  effective as of the withdraw date

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Student Withdraw

• Deletes future year FS, FD and FN records if
  admission date equals current admission date
• Building withdrawal leaves current open date
  records alone until student is admitted into new
  building within the district

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Edit Admission History

• For FY09 and beyond
• Whack the student functionality will delete FS,
  FD and FN records only when
• Students admission date on current FS record is
  in current fiscal year
• EMIS attending building IRN on the record is the
  same as school in context
• Only current fiscal year FS, FD and FN records
  are deleted.

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EMIS Situations

• Review EMIS Situations handout
• Changes in the elements updated and verified for
  each situation
• Conversion process will convert as many field
  values as possible
• Manual cleanup will be necessary for some
  Situations
• (refer to EMIS Situation Conversion Cleanup
  handout)
• Cleanup of EMIS situations not used

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Student EMIS Situations

• EMIS situations modified to populate new EMIS
  fields
• District of Residence
• District relationship
• FTE
• How Received
• How Received IRN
• Sent to Reason
• Sent to IRN
• Tuition Type

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EMIS Situations

• Smart logic still in place for on-screen coding
  checks

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Student Transfer

• View Pending Students
• Split the list of transferring students into a
  building transfer list and a district transfer
  list
• Allow the user to show/hide each list during
  processing
• Different functionality is needed depending on
  whether the transfer is from a building in the
  district or outside district

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View Pending Students
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Bulk Enroll District Transfer Students

• Screen will be dependent on district/building
  defaults existing
• If no defaults exist, you cannot proceed with
  the transfer

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Bulk Enroll Pending Students

• Screen will contain new prompts to capture EMIS
  situation, admission reason
• EMIS situation validation will be applied based
  on selection
• New date effective records will be created upon
  completing of the process

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Student Promotion

• Student Bulk Enrollment process
• Will create a new FS record for new school year
  effective date July 1
• Create new FD record for the new school year
  Effective date July 1
• New FN record created for the new school year
• No more LIVE EMIS record will allow staff to
  start updating EMIS information before current
  year is snapshotted

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Advanced Search

• Replaced some of the previous EMIS fields which
  are no longer used
• Additional fields to search by effective date for
  records
• New dropdown for reporting period
• How received IRN search
• Sent to IRN search
• Fields from date effective records adjusted for
  search

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Advanced Search
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Advanced Search
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Student Profile Bulk Update

• Not all current fields may be available for mass
  updating because of effective dates
• Create new FS record with the effective date
  entered by the user
• Create new FD record with the effective date
  entered by the user
• FN record fields are changed when the FN record
  for the entered reporting period is selected

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Edit Student Memberships

• Edit student memberships updated to allow Adding
  of new membership records for students

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EMIS Student Program Records
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Membership Maintenance

• New prompt added to membership maintenance to
  require effective start and end dates

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MEMBEMIS Changes

• Start and end effective dates will be reported on
  student programs when applicable
• EMIS reporting period on membership definitions
  at ITC level will give MEMBEMIS control over
  which membership codes are reported for a
  specific reporting period

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Maintain EMIS Subject Codes

• Added ability to update core subject area to
  subject codes Maintenance

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Courses EMIS Tab

• The following new fields were added to the EMIS
  tab
• CTE College Credit
• Curriculum
• Delivery Method
• Educational Option
• Student Population
• Highly Qualified Teacher IRN

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Courses
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CRSE Course Report

• For FY09 and beyond, the following fields have
  been added as options to print on the CRSE report
  in the Fields to Display list.
• Course Start Date
• Course End Date
• CTE College Credit
• Curriculum
• Delivery Method
• Educational Option
• Student Population
• Highly Qualified Teacher IRN

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Student Subject Record Subject Records by Class
Maintenance

• Effective Start and End dates added to page

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ATTUPDEMIS

• Updated to calculate attendance based on
  effective start and end dates on existing records
  for students
• Will update all EMIS attendance fields
• October count week elements
• February Count week elements
• Year End elements

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UNCLEMIS (not in 9.0)

• UNCLEMIS error validations updated to validate
  new EMIS field values in EMIS situations
• Additional checks added for students with
  disability condition 11
• Error messages modified to make more sense
• Additional checks to make sure date effective
  records are in sync.

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Special Ed Event Records

• Special Ed event records updated for the addition
  of new elements
• Updated code table for additional codes for FY09
• New checks added to the special education
  verification process to point out issues with
  existing records or point out missing records

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Staff Class Master Record Updates

• Staff Class Master records updated for new fields
• Course Start Date
• Course End Date
• CTE College Credit
• Curriculum
• Delivery Method
• Educational Option
• Student Population
• Highly Qualified Teacher IRN
• Effective start and end dates based on course
  term assigned to the course section

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Student Staff Classroom
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Additional 9.0 Changes

• Reports containing EMIS elements such as grade
  level, gender, birthdate, ethnicity adjusted to
  collect the information from the new records
• Imports Exports modified to retrieve those
  elements stored on the EMIS records for the
  proper time period

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9.0 Release Highlights

• Comments Questions