Ohio District Data Exchange (ODDEX) New EMIS Coordinator Training August 2016
Topics Ohio Educational Directory System (OEDS) Ohio District Data Exchange (ODDEX) Student Cross Reference (SCR) School Options Enrollment System (SOES) Student Enrollment History College Credit Plus (CCP) 2
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Set up a SAFE Account OEDS 4
OEDS, cont. Set up a SAFE Account, cont. 5
OEDS, cont. Redesigned interface uses the same data as the former OEDS-R interface Accessed from within SAFE account 6
OEDS, cont. Find your roles 7
OEDS, cont. Search for your school by name or IRN New option to filter by Organization Type 8
OEDS, cont. 9
OEDS, cont. Personnel tab has two tables Lists all roles in organization Click hyperlink to see all assigned to a role Lists each person with a role, sortable by name 10
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ODDEX The primary application for a number of smaller applications or modules districts will use for data verifications and exchanges Participation is required by all districts that report data to EMIS via the Data Collector Hosted at SSDT ODE not allowed access to identifying student data 12
ODDEX Modules Modules Student Cross Reference (SCR) Student Enrollment History (History) School Options Enrollment System (SOES) College Credit Plus (CCP) Assignment of appropriate OEDS roles required for access to each module Data populated by submitting to appropriate collection request in Data Collector 13
Login screen url: ODDEX Site https://www.ssdt-ohio.org/oddex Wiki can be accessed from login screen by selecting ODDEX Help ODDEX Wiki 14
Navigation Bar Options available to user depend on OEDS role assignment Wiki can also be accessed from Navigation bar by selecting Help ODDEX Wiki 15
ODDEX Wiki Page https://wiki.ssdt-ohio.org//pages/viewpage.action?pageid=21135503 16
First-Time User Setup Upon initial login to ODDEX, the user is directed to the First-Time User Setup page Users can opt to continue on to a module without entering their profile data This page will appear upon each subsequent login until completed Completing setup will enable contact information to be available within modules for commenting purposes 17
First-Time User Setup, cont. 18
First-Time User Setup, cont. Email Public associated with email address on user s SAFE account Preferred Email must be set up to receive notifications within ODDEX system Notification fields can be populated now, but emails not to start until later 19
Exporting Data Districts have the ability to export data for all students in the current selection Possible wherever the Export button is available Data fields included in an export will differ depending on module Default export format is a tab delimited file Save and import into a spreadsheet 20
Global Search SSID query across all modules, for all years of data A user only has access to an SSID they have a reporting link to 21
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Student Cross Reference (SCR) A module within ODDEX used by all EMIS reporting entities as a means to verify enrollment for funding Data submitted to SCR collection checked for enrollment conflicts between districts Conflict codes are displayed in SCR module Districts then use the conflict codes and information to assist in resolving conflicts 23
SCR, cont. SCR conflict counts appear on ODDEX Landing Page Conflicts must be corrected at the source Update data in your student software Transfer updated data to data collector Collect, prepare, submit Data is updated nightly based on most recent submission 24
SCR and Funding Continuing students must be submitted to the SCR within 30 days of the first day of school Admissions and withdrawals throughout school year must be submitted to the SCR within 30 days District is funded for every day enrolled, provided the student s enrollment is reported to SCR within 30 days Funding begins on first day student is enrolled and school is in session (back 30 days) 25
SCR and Funding, cont. Students will not be funded for more than 1 FTE Overlapping dates due to invalid concurrent enrollment will not be funded Overlapping dates due to valid concurrent enrollment funded as long as total FTE is not greater than 1 26
Student Cross Reference Collection Request Screen 27
SCR Enrollment Comparisons in Landing Page 28
SCR Student Summary Find Options Find by Conflict Status dropdown options Blank-all records, New No Issues, New With Issues, Open With Issues, Issues with New Comments, Resolved Find by Display Mode dropdown options Students, Conflicts, Not Reported/Mismatched 29
Student Summary User can click on SSID to open Student Details 30
SCR Student Details All the details for the year selected are displayed in this pop-up 31
SCR Conflicts WTIC - Withdrawn to IRN conflict SSID not found in submitted data from withdrawn to IRN No funding impact WTNY - Withdrawn to IRN conflict, next year SSID not found in the next year s submitted data from withdrawn to IRN No funding impact EPCT - Exceeds percent of time for student Total percent of time exceeds 100% Critical, funding impacted 32
SCR Conflicts Summary Screen Click on the orange icon or the conflict code link to open the Conflict Detail screen Click on the exclamation icon for missing enrollment information Click on the blue triangle for audit details 33
Conflict Detail Screen 34
Add Comment Adding a comment will cause the student to move to a new column on the landing page Saved comments appear at the top of the Conflict Detail screen Comments cannot be changed or deleted Shared comments are viewable by anyone with access to the student s data Unshared comments are viewable only to users within the commenter's agency 35
Add A Comment, cont. 36
Resolved Conflicts As conflicts for a student are resolved with a new data submission, the conflict icon will change to green strike through will be added the student will move to the Resolved column on the landing page 37
Resolved Conflicts, cont. 38
OEDS Roles for SCR Read only for all student data Superintendent EMIS Coordinator EMIS Manager EMIS Director Data View SCR Comment capability Superintendent Commenter SCR (recommended) Ability to modify district settings Superintendent Application Manager ODDEX 39
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Student Enrollment History Must have SCR access in order to view History History for all students back to FY10 Will list all students reported for current year on Summary Screen Click on SSID to see Student Detail screen SSIDs do not contain names prior to FY15 41
History Summary 42
History Student Detail 43
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School Options Enrollment System (SOES) A module within ODDEX used by community schools, STEM districts, and resident districts for determination of student enrollment and residency Data from SOES Beginning/End of Year collections Community schools STEM districts Updated at SSDT 45
SOES, cont. Resident districts use SOES to approve or flag students reported as their residents Community schools and STEM districts use SOES to manage resident district flagging Resolving flags requires inter-district collaboration and cooperation 46
SOES Student and Contact Collections Required for all community schools and STEM districts Data submitted to ODE Forwarded to SSDT, where it is merged with data from Student Contact collection Module refreshed nightly at SSDT 47
SOES Student Collection Request 48
SOES Student Contact Collection Request 49
SOES Summaries in Landing Page 50
SOES Summary Resident District View 51
SOES Resident View, cont. Listing of students reported to SOES by any community school or STEM district as residing in your district A student may appear in this summary listing more than once Each entry for a student represents a different residency record and must be reviewed and approved or flagged by the resident district 52
SOES Resident View, cont. Flags represent the status of the student Red district contesting residency Yellow - student not yet reviewed by district None reviewed, no flag set by district Click flag or SSID to open the Student Detail pop-up Set flags Enter comments 53
Resident District Student Detail Before Review Add Comment 54
Resident District Add Review 55
Add Comment 56
SOES Summary Community School View 57
Community School Student Detail 58
SOES Roles Resident Districts Read only for all student data Superintendent EMIS Coordinator EMIS Manager EMIS Director Data View SOES Comment capability Superintendent Commenter SOES (recommended) Update/Add review flags Superintendent Verifier SOES (recommended) Ability to modify district settings Superintendent Application Manager ODDEX 59
SOES Roles Community Schools Read only for all CS data Superintendent EMIS Coordinator EMIS Manager EMIS Director Data View SOES Comment capability Superintendent Commenter SOES (recommended) Ability to modify district settings Superintendent Application Manager ODDEX 60
Questions? 61
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College Credit Plus (CCP) A module within ODDEX used by all EMIS reporting entities as a means to verify CCP enrollment and credit hour rate Entities can set flags to indicate possible issue with college s reporting Flags stop payment to college Districts have ability to review/approve records for 45 days from Last Updated Date Auto approval if no action taken by district Resets when updated data submitted 63
CCP Data Population Colleges submit to ODE Higher Ed Districts submit to ODE via Staff/Course 'L' collection Districts can review with no district data loaded Last Updated Date will reset to full 45 days upon load of district data Unique to initial data load Going forward, only updated college data will cause 45 days to reset 64
CCP OEDS Roles Role that will give access to view data only Data View-CCP Role that will give access to view data and view/add comments, reviews, flags Verifier-CCP By default, roles that will give access to view data and view/add comments, reviews, flags Superintendent Coordinator-EMIS, Director-EMIS, Supervisor- EMIS 65
Accessing Records from Navigation Bar User can select either Students or Agreements and be redirected to a Summary screen 66
Accessing Records from Landing Page User can make a selection by count from the grid and be redirected to a Summary screen for that count 67
CCP Student Summary - Find Options Find by Review Status dropdown Blank-all records, New, No Activity, New flags/comments, Flags/Comments, Reviewed, ODE override, Inactive Find by Record Age dropdown 15 days or less, 16-30 days, 31-45 days, age over 45 days 68
Student Summary Sorted by order added by default Click on flag, SSID or Course Code to open Student Details 69
CCP - Student Details Approve (Reviewed-No Flags) or flag (Add Review) the course from this screen 70
Match Percentage The number/score assigned to each course based on degree of match on Subject Code Location IRN Converted High School Credit Semester Code Attending Building The lower the percentage, the fewer data points that matched between the two reporting entities A match percentage of 0 may indicate a course was reported by the college for a student that the district is not reporting CCP data on 71
CCP Data Comparison, cont. Reporting Agency College District Course Special Topics in Latin Local Classroom Code (CN060) Location Ohio University Location IRN (CN110)* Term AU Semester Code (CN090)* Subject 161203 Subject Code (CN050)* Building IRN Subject: will never match exactly Attending Building IRN (FS160)* Credit Hours 3.00 Semester High School Credit Count (CN200)* Grad Year/Grade 2016 State Equivalent Grade Level (FD090) Change Date/Submission # 10/07/2015 Submission Number Building IRN: not used in scoring if left blank by college Credit Hours: represent course credit value Grad Year: based on info provided to college by student Change Date: the last date the college submitted data 72
CCP Review Flags Student Course Flags Data Issue (similar to SOES) Not enrolled in this district as of CCP Enrollment As Of Date Student beyond full time for CCP Total of CCP Semester Hours and HS Grad Credits x 3 is greater than 30 Course may not be fully funded Agreement Flag Negotiated Rate Per Credit Hour Agreement does not match district records 73
CCP Review Flags, cont. Click the Add Review button in the Student Detail screen to access flagging options Post a comment in Note box to provide more detail about the flag 74
Student Details After Flag is Set The information pertaining to the flag appears in the "Reviews" section 75
CCP - Agreements Module will display an agreement per college per delivery type for district s students enrolled through CCP If a district has students in CCP at 10 colleges, they will see 10 agreements District must either approve or reject each agreement based on Credit Hour Rate as reported by college 76
CCP - Agreement Summary Use the Reported By dropdown to list agreements for a particular college Click on college name under HigherEd Agency to open Agreement Approval pop up 77
CCP - Agreement Approval In addition to Approve Agreement from this screen, districts will also have Ability to set rejection flag Ability to comment 78
Questions? 79
education.ohio.gov 80
Social Media Ohio Families and Education Ohio Teachers Homeroom ohio-department-of-education storify.com/ohioeddept @OHEducation OhioEdDept 81