EMIS ESIS Documentation
AN EMIS GUIDE FOR ESIS
Table of Contents
Start Screen in ESIS 5
Basic Student Demographic Screen – (Common View à Basic) 6
Legal Last Name, Legal First Name, & Middle Name 6
Birth Date 6
Ethnicity/Race 6
State/Ministry # 6
Gender 6
Grade 6
Admission Reason 6
Parent Information Screen – (Common View à Family à Parents) 7
Migrant worker 7
Student Immigration Screen – (Common View à Student Immigration à Immigration) 8
City Of Birth (immigration) 8
First Language – Native Language (Lang/Eth) 9
EMIS Summary Screen (Common View à Ohio à EMIS Detail) 11
Effective Date 11
EMIS Detail 1 Screen (Common View à Ohio à EMIS Detail) 12
Effective Date. 12
Percent of Time 12
District of Residence 12
Student Status 12
Att/Home IRN Ind. 12
Att/Home District 12
District Admission Date 12
District Withdraw Date 12
District Withdraw Reason 12
EMIS Detail 2 Screen(Common View à Ohio à EMIS Detail) 13
Disadvantaged 13
Homeless 13
Homeless Unaccompanied Youth 13
Prior Disability 13
Limited English 13
Concentrator 13
Career Passport 13
Curr. Completer 13
Poverty Level 14
PS/KG Attendance Pattern . 14
EMIS Detail 3 Screen(Common View à Ohio à EMIS Detail) 15
SE Grade Level 15
Plan 504. 15
CTAE Concentrator 15
Accountability IRN 15
CTAE Completer 15
OGT Graduation Alternative 15
SSID Information Screen – (Common View à Ohio à SSID Information) 16
SSID – Statewide Student Identifier 16
Special Education Lite – (ABC SPED button) 17
Eligibilities 17
Least Restrictive Environment 18
Related Services 19
Program Assignment – (Common View à Programs à Student Program Assign) 20
Year 20
Program 20
Teacher Name 20
Course Maintenance – (School àCourse Information àCourse Maintenance) 21
External Code 21
Hrs . 21
Course Length 21
Lang. Of Instruct. 21
Subject Category 21
Course Type 21
HS Credit 21
Course Level 21
Course Section Maintenance (School à Course Information à Course Sect Main) 22
Sec/Teacher 22
Specific Course Sec. Maint. 22
Ohio Specific Course Section Maintenance (School à Course Information à Course Section Maintenance à Specific Course Sec. Main) 23
Intent to Certify 23
Special Population 23
Highly Qualified Teacher Definition 23
Location. 23
Student Course (Common View à Courses) 24
Discipline 25
Date 26
Incident/Offense Type 26
Action Type 26
Length 26
Alternate Program Placement 26
Gifted 27
Area Of Giftedness Implementation Plan 27
Screening. 27
Assessment 27
Identification 27
Identification Date. 27
Served 27
Testing Information - (Main Menu à Change Student à Standardized Test) 29
Test. 29
Assessment date 29
Grade 29
School 29
Date 30
Attempts 30
Refusal 30
Exemption. 30
Status 30
Accommodations. 30
Staff Maintenance Screen – (School à School Information à Staff Maintenance) 31
Diploma – (Common View à diploma) 33
Diploma Type 33
Diploma Issued/Met 33
Gr. 9 Entry Date 33
Attendance – (System Codes à School à Attendance) 34
External Absent Reason 34
Student Absence - (Common View à Student Absences) 35
Start Screen in ESIS
From here users can access all of the necessary screens by:
1. click on the option on the right side of the screen
2. click on options above and selecting the screen
3. use navigate button
4. Click on button options
Some users may not have access to all of the screens.
Basic Student Demographic Screen – (Common View à Basic)
1. Legal Last Name, Legal First Name, & Middle Name (OCT, DEC, FEB, JUN) – Legal last, first and middle name of the student as it appears on birth certificate, I-95 form or passport.
2. Birth Date (OCT, DEC, FEB, JUN) – Date on which the student was born.
3. Ethnicity/Race (OCT, DEC, FEB, JUN) – Racial/ethnic group.
4. State/Ministry # (OCT, DEC, FEB, JUN) - EMIS student id, (SEOVEC generated number, this number is created using SE at the beginning and ends with the student esis id number padded with 0’s for a nine digit code, for example if the students esis id number is 1234 the EMIS id would be SE0001234).
5. Gender (OCT, DEC, FEB, JUN) – Indicate whether the student is male or female.
6. Grade (OCT, DEC, FEB, JUN) – Current grade level of student.
7. Admission Reason – (SSID) Select the option that best answers this question for the student - “How did this student arrive at my district”. This is needed to assign an SSID number for students.
Parent Information Screen – (Common View à Family à Parents)
1. Migrant worker (OCT, DEC, FEB, JUN) – A migrant student or migratory child is a child who is, or whose parent, spouse, or guardian is, a migratory agricultural worker, including a migratory diary worker, or a migratory fisher, and who, in the preceeding 36 months, in order to obtain, or accompany such parent, spouse, or guardian in order to obtain, temporary or seasonal employment in agricultural or fishing work, has moved from one school district to another, or from one administration area to another in a single school district [this is a state with only one school district], or resides in a school district of more than 15,000 square miles, and migrates a distance of 20 miles or more to a temporary residence for fishing purposes.
Student Immigration Screen – (Common View à Student Immigration à Immigration)
1. City Of Birth (SSID) – Indicate the city the student was born, needed in order to assign an SSID number.
Student Immigration Screen – (Common View à Student Immigration à Lang/Eth)
1. First Language – Native Language (OCT, DEC, FEB, JUN) - the primary or home language of the student.
Student Immigration Screen – (Common View à Student Immigration à LEP)
1. Reclassification from LEP/Effective Date – (JUN) – Enter in the date the student is considered “no longer LEP”
EMIS Summary Screen (Common View à Ohio à EMIS Detail)
1. Effective Date – Effective date, important field, should be the date this record took effect.
Notes: Here is some basic information on when a record should be edited or a new record should be created:
- If the information is a correction to the current data on the screen then the record should be edited. For example if a user input the wrong data or data was not input then the record should be edited.
- If the information is a change in status then a new record should be created with the effective date that would match the date of the change. For example when a student withdraws from a district a new record should be created with the updated information.
When viewing this screen you can only access your district records. You will see records for other districts but they will appear in blue
EMIS Detail 1 Screen (Common View à Ohio à EMIS Detail)
1. Effective Date – Date this record took effect.
2. Percent of Time (OCT, DEC, FEB, JUN) - Indicate the average percentage of time per week the student participates in any instruction provided by a CERTIFICATED/LICENSED employee of the reporting district. Field is also used to determine attendance days for a student.(Do not change when student withdraws)
3. District of Residence (OCT, DEC, FEB, JUN) - The six-digit IRN number for the current school district in which the parent(s) is a resident, if the parent(s) resides in-state.
4. Student Status (OCT, DEC, FEB, JUN) - This element indicates the relationship between the student and the reporting district. From the reporting district's perspective, indicates whether the student is resident/non-resident, tuition/non-tuition, and in-state/out-of-state.
5. Att/Home IRN Ind. (OCT, DEC, FEB, JUN) - This element more precisely defines the type of entity identified by the IRN (Att/Home District).
6. Att/Home District (OCT, DEC, FEB, JUN) - Indicates the district to which a student is sent or a district from which a student is received. IRNs for neglected/delinquent institutions and non-public IRNs should not be reported.
7. District Admission Date (OCT, DEC, FEB, JUN) - Indicate the date of the student's most recent admission/entry or re-entry to the school district if the entry/ re-entry occurred during the current school year.
8. District Withdraw Date (OCT, DEC, FEB, JUN) - Indicate the most recent date of a student's withdrawal/dropout/truancy proceedings with the school district. (Last Day student attended)
9. District Withdraw Reason (OCT, DEC, FEB, JUN) - Indicate the reason for the most recent withdrawal from the school district.
EMIS Detail 2 Screen(Common View à Ohio à EMIS Detail)
1. Disadvantaged (OCT, DEC, FEB, JUN) – Indicate if the student is economic disadvantagement or academic disadvantagement or economic and academic disadvantagement.
2. Homeless (OCT, DEC, FEB, JUN) – Indicate if a student who lacks a fixed regular and adequate night-time residence.
3. Homeless Unaccompanied Youth (OCT, DEC, FEB, JUN) – Indicates a homeless student not in the physical custody of a parent or guardian. This includes (but is not limited to) youth living in runaway shelters, abandoned buildings, cars, the streets, or other inadequate housing; youth denied housing by their families (sometimes referred to as throwaways); and school-age unwed mothers who live in homes for unwed mothers and have no other housing available.
4. Prior Disability (JUN) – The disability condition under which the student was served at the time of exit from special education for the student who is no longer receiving services according to the IEP.
5. Limited English (OCT, DEC, FEB, JUN) - Indicates a student with Limited English Proficiency.
6. Concentrator (OCT, JUN) – Select yes for those students needing to marked as concentrators, you must also input the courses the student should be marked as a concentrator on the emis detail 3 screen.
7. Career Passport (JUN) - Mark those students needing to be reported with a CTAE passport.
8. Curr. Completer (JUN) – Select yes if the student should be marked as a CTAE completer, you must also input the courses the student should be marked as a complete on the emis detail 3 screen.
EMIS Detail 2 (cont.) (Common View à Ohio à EMIS Detail)
9. Poverty Level (DEC, JUN) - Indicate the poverty level of the student’s family, as determined by family income which is defined in the HHS Federal Poverty Guidelines.
10. PS/KG Attendance Pattern (DEC, JUN) - Indicates the student’s attendance pattern.
EMIS Detail 3 Screen(Common View à Ohio à EMIS Detail)
1. SE Grade Level (OCT, DEC, FEB, JUN) - This element should only be completed for students reported as “UG” (Ungraded) in grade level field on Basic Student Demographic screen. Report the grade level in which the student will be included for state accountability purposes.
2. Plan 504 (OCT, DEC, FEB, JUN) - Indicate if the student is identified as a student with a disability under Section 504 of the Rehabilitation Act of 1973 and is being served by a 504 plan that has been developed to meet the specific needs of the student.
3. CTAE Concentrator (OCT, JUN) – Select the course/courses the student should be marked as a concentrator in.
4. Accountability IRN (JUN) – In the Accountability IRN Element, a district may enter the IRN of a specific building within their district to be accountable for a specific student’s performance results when both of the following criteria are true:
- Student was enrolled in a building for a full academic year.
- Student was simultaneously enrolled in two or more buildings in the district or participated in a special program in another building (other than the building that would be his/her “home” school based on attendance zones).
5. CTAE Completer (JUN) – Select the course/coursed the student should be marked as a completer in.
6. OGT Graduation Alternative – Identifies that passage on one graduation test was met using the alternative criteria.
SSID Information Screen – (Common View à Ohio à SSID Information)
1. SSID – Statewide Student Identifier (OCT, DEC, FEB, JUN) - The Statewide Identifier (SID) is a 9-digit alphanumeric identification code that is unique to each public school student in Ohio. The number must be issued by the approved Application Service Provider (IBM) contracted by the Ohio Department of Education to maintain the Statewide Student Identifier Database (SSID) System. The SID will allow student-level data to be reported via EMIS and facilitate statewide, longitudinal tracking of student progress without the Ohio Department of Education knowing sensitive student-level information such as name, address, or social security number. The SID is a mandatory EMIS element and all EMIS records are required to be submitted with the SID. In order for funding to flow appropriately, it is critical to report the SID accurately, as records submitted to ODE with invalid SID's will not be processed.
There are 9 data elements used in order to obtain an SSID number:
1. Legal First Name – (Basic)
2. Legal Last Name - (Basic)
3. Legal Middle Name - (Basic)
4. Birthdate - (Basic)
5. Gender - (Basic)
6. Race/ethnic - (Basic)
7. Native Language – (Immigration à Lang/Eth)
8. Birth City – (Immigration)
9. Admission Code – (Basic)