Susan Tave Zelman Dr. Mitchell D.

Chester
Associate Superintendent for Policy and Accountability
Superintendent of Public Instruction

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 of excused and unexcused absences. Your economic disadvantagement count has been flagged because there is a discrepancy between this 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 a 100% rate. Your building profile has been flagged because the number of days in session does not appear to match 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 school year 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 normally expect. Conversely, highlighting these particular issues does not indicate anything about other data that you 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 will move 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. We cannot 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

Telephone 614-466-2791 www.ode.state.oh.us

Columbus, Ohio 43215-4183

variety of audiences including parents, the media and legislators. Correct data can help create a greater sense of trust about the education enterprise generally and your district in particular. Again, please work with your staff to assure that accuracy and completeness of your data.

Sincerely,

Dr. Mitchell D. Chester

Clarification to Memo Sent to Superintendents On July 14, 2007 NOTE: The web link to this page was titled July 14, 2006, the same
as the previous two pages, so we are presuming this date is an uncorrected typographical error.

Message
Your attendance rate has been flagged because there are large discrepancies between the number of excused and unexcused absences

Explanation
This message indicates that : 1. The total number of unexcused absences reported as a percent of excused absences was less than 1% or greater than 100%. Or, 2. The total number of excused absences is greater than 50 and the total number of unexcused is 0. , OR The total number of unexcused absences is greater than 50 and the total number of excused absences is 0. Or, 3. There was a 5% change from the prior year attendance rate. This message indicates that the number of students reported in EMIS as economically disadvantaged is at least 25% smaller than the aggregate number of students reported as low income in the CCIP.

Action Steps
Confirm that absence days are being counted in the appropriate category in the and UNEXCUSED ABSENCE DAY elements

EXCUSED ABSENCE DAYS

ATTENDANCE DAYS are being reported accurately and completely.

Verify that the

Your economic disadvantagement data has been flagged because there is a discrepancy between this number and the number reported in the CCIP (for grant funding purposes) Your building profile has been flagged because the number of days in session does not appear to match the student attendance records for the building.

Confirm that the

DISADVANTAGEMENT

element in EMIS is reported correctly for all students.

This message indicates that 99% of your students are 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 the ACTUAL DAYS IN SESSION elements are reported correctly by grade level on the Building General Information Record.

Student Attendance Record. Your graduation rate has been flagged because you are reporting either 0% or 100% This message indicates that your FY2006 Graduation Rate that will be used for the 20062007 Accountability Rating and AYP is either 100% or 0%. Note: The FY2006 Graduation Rate will be updated to include summer graduates submitted during the FY2007 EMIS October reporting period. Confirm that the DIPLOMA DATE and DIPLOMA TYPE are reported correctly for students who graduated. Verify that WITHDRAWAL DATES AND WITHDRAWAL REASONS are accurate.

ATTENDANCE DAYS, EXCUSED ABSENCE DAYS and UNEXCUSED ABSENCE DAYS reported on the

Verify the number of

Ohio Department of Education Office of Data Services July 14, 2007