7/31/2019 Data Analyses Memo ODE 07-14-06

1/3

Susan Tave ZelmanSuperintendent of Public InstructionDr. Mitchell D. Chester

Associate Superintendent for Policy and Accountability

July 14, 2006

In the most recent Superintendent Update you received a general message reminding that you should

carefully review your districts yearend EMIS data for accuracy and completeness. This message is to

specifically notify you that our initial analyses of the data your district has submitted thus far indicate

that you have a potential problem as described below:

Your attendance rate has been flagged because there are large discrepancies between the number ofexcused and unexcused absences.

Your economic disadvantagement count has been flagged because there is a discrepancy betweenthis number and the number reported in the CCIP (for grant funding purposes).

Your graduation rate has been flagged, possibly because you are currently reporting either a 0% or a100% rate.

Your building profile has been flagged because the number of days in session does not appear tomatch the student attendance records for the building.

These data may have a major impact in calculating your districts final rating for the current or future schoolyear report card and AYP determination.

Whether these issues have emerged because of the specific reasons cited or because you have not yet

submitted a complete set of data, we strongly urge you to give immediate attention to this matter by

discussing your data submission with your EMIS coordinator. Issues highlighted in this message do not

necessarily mean these data are incorrect, only that the numbers are out of range of what we normallyexpect. Conversely, highlighting these particular issues does not indicate anything about other data thatyou have submitted. All data should be checked for completeness and accuracy.

If you find that your data are not accurate or complete, you need to correct and resubmit the data.

While you have until the July 28th

deadline to submit final changes, we encourage that resubmissions

be made by the July 21st

submission date.

If, after reviewing your data, you have technical questions regarding your EMIS submission, they should be

directed to your Information Technology Center (ITC). (If your ITC cannot provide an answer, they willmove the question to the EMIS Help Desk).

If you have questions regarding the impact of your data on your rating or other accountability policy related

issues, you should contact the Accountability Office by calling the AYP line at 614-995-0098 or by calling

the ODE Main line at 877-644-6338 and asking to be transferred.

Please note that after this weekend, there are only two more submission periods to correct your data. Wecannot stress enough the importance of the accuracy of the data you are submitting. Beside the direct

impact on your districts rating and AYP status, report card data receive enormous scrutiny by a wide

25 South Front Street, Mail Stop 708 Columbus, Ohio 43215-4183

Telephone 614-466-2791

www.ode.state.oh.us

7/31/2019 Data Analyses Memo ODE 07-14-06

2/3

7/31/2019 Data Analyses Memo ODE 07-14-06

3/3

Clarification to Memo Sent to SuperintendentsOn July 14, 2007

Message Exp lanat ion Action St eps

Your attendance rate has beenflagged because there are largediscrepancies between the

number of excused andunexcused absences

This message indicates that :1. The total number of unexcused absences

reported as a percent of excusedabsences was less than 1% or greater

than 100%.Or,2. The total number of excused absences is

greater than 50 and the total number ofunexcused is 0. , OR The total number ofunexcused absences is greater than 50and the total number of excusedabsences is 0.

Or,3. There was a 5% change from the prior

year attendance rate.

Confirm that absence daysare being counted in theappropriate category in theEXCUSED ABSENCE DAYS

and UNEXCUSED ABSENCEDAY elements

Verify that theATTENDANCE DAYSarebeing reported accuratelyand completely.

Your economic disadvantagementdata has been flagged because

there is a discrepancy betweenthis number and the numberreported in the CCIP (for grantfunding purposes)

This message indicates that the number ofstudents reported in EMIS as economically

disadvantaged is at least 25% smaller than theaggregate number of students reported as lowincome in the CCIP.

Confirm that theDISADVANTAGEMENT

element in EMIS is reportedcorrectly for all students.

Your building profile has beenflagged because the number of

days in session does not appearto match the student attendance

records for the building.

This message indicates that 99% of your studentsare reported with total membership days,

(Attendance Days + Unexcused Absence Days +Excused Absence Days), different than the days

in session reported on the building profile record.

Confirm that theACTUALDAYS IN SESSIONelements

are reported correctly bygrade level on the Building

General Information Record.

Verify the number ofATTENDANCE DAYS,

EXCUSED ABSENCE DAYSand UNEXCUSED ABSENCEDAYSreported on theStudent Attendance Record.

Your graduation rate has been

flagged because you arereporting either 0% or 100%

This message indicates that your FY2006

Graduation Rate that will be used for the 2006-2007 Accountability Rating and AYP is either100% or 0%.

Note: The FY2006 Graduation Rate will beupdated to include summer graduates submitted

during the FY2007 EMIS October reportingperiod.

Confirm that the DIPLOMA

DATEand DIPLOMA TYPEare reportedcorrectly forstudents who graduated.Verify that WITHDRAWALDATESAND WITHDRAWALREASONSare accurate.

Ohio Department of Education Office of Data ServicesJuly 14, 2007

NOTE: The web link to this page was titled July 14, 2006, the sa

as the previous two pages, so we are presuming this date is an

uncorrected typographical error.